Privacy Policy
Who We Are
This Privacy Policy applies to The Old Barn Lulworth Cove (“The Old Barn”, “we”, “us” or “our”) and to personal information we collect in connection with bookings, stays at The Old Barn, enquiries, our website and our breakfast ordering service.
Our website is theoldbarnlulworthcove.com.
If you have any questions about how we use your personal information, please contact us at: [email protected].
Information We Collect
Depending on how you contact us or use our services, we may collect:
- Your name and contact details.
- Booking details, dates of stay and room information.
- Information you provide when contacting us by telephone, email or through our website.
- Payment and transaction information relating to your booking.
- Access requirements or other information you ask us to take into account during your stay.
- Your breakfast choices and preferred breakfast time.
- Dietary requirements, allergies or intolerances that you choose to tell us about.
- Technical information generated when you visit our website, such as browser, device and cookie information where applicable.
We aim to collect only the information that is reasonably necessary to provide our accommodation and services to you.
How and Why We Use Your Information
We use personal information to administer bookings, provide accommodation, communicate with guests, take payment, deal with enquiries, provide breakfast and other requested services, maintain our records and operate The Old Barn.
Under UK data protection law, we must have a lawful reason for using your personal information. Depending on the circumstances, we may rely on:
- Contract – where the information is needed to take or administer your booking and provide your stay and related services.
- Legal obligation – where we are required to keep or provide information by law.
- Legitimate interests – where reasonably necessary to operate and protect our business, respond to guests, maintain records or deal with disputes, provided your rights do not override those interests.
- Consent – where we specifically ask for your permission, for example for certain marketing or sensitive information where consent is the appropriate basis.
Breakfast Ordering & Dietary Information
Guests staying at The Old Barn may be offered an online breakfast ordering service. The information submitted through this service is used only to administer your breakfast order and provide the breakfast service.
Depending on the information you provide, this may include your name, room number, breakfast date or time, food and drink choices, and dietary requirements.
If you tell us about an allergy, intolerance or other health-related dietary requirement, that information may reveal information about your health and may therefore receive additional protection under data protection law. We use this information only for the purpose of preparing and serving your breakfast safely and appropriately.
Breakfast orders are collected using Tally, an online form provider. The Old Barn remains responsible for the personal information guests submit through our breakfast form, while Tally processes that information in order to provide the form service to us.
Information from the breakfast form is also processed using Google services. These may include Google Sheets, Google Drive, Gmail and Google Apps Script. We use these services to organise the orders, prepare the daily breakfast information, create the breakfast report or PDF and send the information needed to manage breakfast service.
Breakfast-order information is not used for advertising or marketing.
Access to breakfast information is limited to those who need it for the operation of The Old Barn and the preparation or service of breakfast.
Weebly, Our Website & Cookies
Our website is hosted using Weebly, which is part of Block, Inc. Weebly may process technical and other information necessary to provide and operate the website.
Our website may use cookies and similar technologies. Some cookies are necessary for the website to function. Other cookies, including analytics or similar technologies where used, may help us understand how visitors use the site.
Where consent is required for non-essential cookies, those cookies should only be used in accordance with the choices you make through the website's cookie controls.
You can also control or delete cookies through your web browser, although disabling some cookies may affect the operation of parts of the website.
Who We Share Information With
We do not sell or rent your personal information.
We may share personal information where reasonably necessary with organisations that provide services to us, including:
- Weebly / Block for website hosting and related website services.
- Tally for our online breakfast ordering form.
- Google for the processing, storage and communication of breakfast and business information.
- Booking, payment or card-processing providers where applicable to your booking.
- Professional advisers, insurers or service providers where reasonably necessary.
- Government bodies, regulators, courts or law-enforcement agencies where required by law.
These organisations may have their own privacy policies and data protection obligations.
Some service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we expect the relevant provider to use the safeguards required by applicable data protection law.
How Long We Keep Your Information
We do not keep personal information for longer than is reasonably necessary for the purpose for which it was collected.
Booking, payment and financial records may need to be retained for longer where required for accounting, tax, insurance, legal or regulatory purposes.
Breakfast-order information, including dietary information, is kept only for as long as reasonably necessary to provide the breakfast service, administer your stay and deal with any relevant follow-up, after which it should be deleted when no longer required.
Different information may therefore be kept for different periods depending on why it was collected and whether there is a legal reason for retaining it.
How We Protect Your Information
We take reasonable steps to protect the personal information we hold against unauthorised access, loss, misuse, alteration or disclosure.
We also use established service providers to operate parts of our website, booking and breakfast systems. However, no internet-based service or electronic storage system can be guaranteed to be completely secure.
Emails & Marketing
We may contact you where necessary in connection with an enquiry, booking, your stay, breakfast order, payment or another service you have requested.
These service-related communications are different from marketing communications.
We will only send marketing communications where we have an appropriate lawful basis to do so. Where you have consented to marketing, you may withdraw that consent at any time.
Information submitted through the breakfast ordering system is not used for marketing.
Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you the right to:
- Ask for a copy of the personal information we hold about you.
- Ask us to correct inaccurate or incomplete information.
- Ask us to delete personal information in certain circumstances.
- Ask us to restrict how personal information is used in certain circumstances.
- Object to certain uses of your personal information.
- Receive certain information in a portable format where applicable.
- Withdraw consent at any time where our use of information is based on your consent.
Exercising a right does not necessarily mean that information must always be deleted or that processing must stop, as some rights are subject to legal exceptions.
To make a request, please contact us at [email protected].
Links to Other Websites
Our website may contain links to websites or services operated by other organisations. We are not responsible for the privacy practices of those organisations.
If you follow a link to another website, we recommend that you read that organisation's privacy information to understand how it uses your personal information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time, for example if our services, systems or legal obligations change.
The latest version will be published on this page and the date at the bottom of the policy will be updated.
Contact Us & Complaints
If you have any questions, concerns or requests relating to your personal information, please contact:
The Old Barn Lulworth Cove
Email:
[email protected]
If you are unhappy with how we have handled your personal information, you also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.
We would, however, appreciate the opportunity to try to resolve any concern with you first.