Cookie & Privacy Policy

PRIVACY POLICY

Data Protection Officer: Chelsea Edgington
Telephone: 01636 815989 
Email: reservations@vicarageboutiquehotel.co.uk
Address:
The Old Vicarage Boutique Hotel,
Westhorpe,
Southwell,
Nottinghamshire,
NG25 0NB

INFORMATION THAT WE MAY COLLECT AND WHY
As a business we will collect the following information to from you in order to provide you with a range of products and services. We will collect the following essential information from you:
• Full Name
• Email Address
• Telephone Number
• Billing / Confirmation address
• IP Address
For Internal Business Analysis
We may collect the following information for our own internal business analysis:
• IP Address
• Pages visited on the website
• Order History
For Marketing Purposes
We may collect the following information to send marketing / business development and industry based emails, where consent has been given by the individual:
• Full Name
• Company Name
• Company / Personal Email Address
• Contact telephone number

HOW WE USE YOUR INFORMATION
We use various third parties for internal analysis, customer service and where marketing communication consent has been given, to tailor marketing materials to our customers’ interests. You can find out more about our marketing communications in the next section.

If you are simply browsing this site and do not enter any personal details, only anonymous data to do with how you use the website will be tracked. This is to help us make ongoing improvements to the user experience on our website. Please see our {Cookie Policy} for more information.

If you are filling out our contact form, creating an account or placing an order with us, we may use certain trusted third parties to process your data. This is so that we can analyse customer activity as a whole, make business, service and product improvements and assist with our customer care for your interests.

Please see below for a list of the third parties that we may use to process your data and the data that we share with them:
Please note: we will never sell your data and will only share your data with third parties that enable us to analyse our business data or deal with communications most effectively.
We do not collect or buy data about you from any outside companies, databases or any other sources.

DATA PROCESSORS

SAGE ACCOUNTING SYSTEM
Third Party accounting system used for finance records
Data processed: Name, Address, Company Name, Company Address, Email Address, Telephone Number
Reason for being processed: The above data is processed for legal invoicing reason and all invoices will be retained for 7 years after the end of the current tax year in which the invoice is dated.
Any further information: Legal obligation

GOOGLE ANALYTICS
Website Analysis
Data processed: Anonymous website metrics (e.g clicks, pages visited, time spend on the website, conversions)
Reason for being processed: This data is purely anonymous and is consented by clicking “yes” to our Cookie Policy when first clicking onto the website. This data is used for improving our website performance and user experience for future visitors.
Any further information: Consent

GOOGLEMAIL
Email (Customer Services and Order Management)
Data processed: Name, Email Address, Any other information customers may provide over email.
Reason for being processed: The above data is processed so we can email customers progressing and issues there may be with their order. We also use our email system to correspond and liaise with customers for other customer service reasons.
Any further information: Consent, when customers place an order or enquire about products or services with us, customers consent to allow us to email them is information that may be relevant to that particular query.

MAILCHIMP
Third party supplier specified for the marketing, communication of business and industry specific emails.
Data processed: Full Name, Email Address
Reason for being processed: We use the above personal data with this third party supplier to ensure we can send any industry specific information, any communication of business that we believe you will need to be made aware of and also some marketing mail which may be of i
nterest to you. This information is being processed by our third party company because you have either opt-in to one of our marketing emails or you have consented to this when filling out our online contact form.
Any further information: Consent

FIRST DATA MERCHANT SOLUTIONS
Third Party Merchant for Card processing orders on the website.
Data processed: Credit or Debit Card Details, CVV Number
Reason for being processed: The above data is processed so customers are able to purchase sales when visiting The Vicarage Boutique Hotel. The above details are stored with the Third Party provider, The Vicarage Boutique Hotel  do not have access to these personal details.
Any further information: Consent

HOW WE USE YOUR DATA

HOW WE USE YOUR DATA IN RELATION TO AN EVENT
Any data given to us in relation to a sale will be processed in order to fulfil the requirements of the sale. We may then process this data for the purposes of internal business analysis.

HOW WE USE YOUR DATA IN RELATION TO BUSINESS ANALYSIS
When you agree to our terms & condition, you agree to us analysing your history and personal data. This is for the purposes of internal analysis so that we can get to know our customer base in order to develop the website, our products and services. We may also use this data along with your IP address (where Cookies are enabled) to improve the experience of using our website and provide us with an overview of customer needs.

HOW WE USE YOUR DATA IN RELATION TO MARKETING COMMUNICATIONS
We will only send marketing/ promotional and offer emails where you have given us permission to do so either when signing up for an account with us/ through our dedicated sign up forms or on our checkout process. You may unsubscribe from these emails at anytime either from a link at the bottom of every email or by emailing us directly at reservations@vicarageboutiquehotel.co.uk and asking to be removed from our marketing lists.

By signing up to receive our emails you agree to us capturing your data through a third party on your email opens, email link clicks and subsequent related interests. We do this to track and analyse the effectiveness of our campaigns. We may also use this data for profiling so that we can send emails relevant to your recent interests or purchases.

If you do not agree to the above, then please do not sign up to our newsletter or contact form. If you have already subscribed with us and wish to remove your data, please contact us on 01636 816289 or email us on reservations@vicarageboutiquehotel.co.uk

Lawful Basis for Processing: Our lawful basis for processing this data is: Consent

HOW WE CAN USE YOUR DATA IN RELATION TO OTHER EMAIL COMMUNICATIONS
By placing an order with us, you agree for us to send any necessary service emails to update you on the status of your order or to make you aware of any issues with the website or your order.

If you use the contact form to email us for support, we will not use any details disclosed in this email for any other purposes than to reply to your query. We may however keep a record of your email(s) for internal analysis of customer feedback/complaints, or to refer to should you need to contact us about a previous issue in the future.

Lawful Basis for Processing: Our lawful basis for processing this is: Contractual

HOW WE USE YOUR STORE & PROTECT YOUR INFORMATION

HOW WE USE YOUR DATA IN RELATION TO AN EVENT
Your data is stored securely with our third party hosting provider on a server located in the United Kingdom. All data transferred between your browser and the server is encrypted. If you hold an account on this website, your account password is also encrypted. Data stored and retained by the server remains within the United Kingdom.

HOW WE CAN USE YOUR DATA IN RELATION TO A PRODUCT OR INTEREST
Your data from a contact form that has been filled out on our website, is held securely with our third party hosting provider on a server located in the United Kingdom. This information will be used to contact you as requested by yourself for interests of our services. Dependant on the form of contact in which you wish to receive your data will then be transferred to our third party platforms as mentioned in the “Data Processors For This Website” section.

Any data held by third parties can’t be accessed by anyone outside of the company other than the third party themselves. Third party platforms are password protected and can only be accessed by internal staff that require this information or the third party in question. These companies have been audited by ourselves for GDPR compliance. Data stored and captured by third party companies may be stored securely on services located outside of the United Kingdom but within the EEC (European Economic Community).

OUR DATA RETENTION POLICY

HOW WE USE YOUR DATA IN RELATIONS TO AN EVENT
We will retain any data we hold about you whilst you are actively using our services, until the point that you request removal or after a period of 7 years from the last sale placed.

Any user accounts, data records or inactivity for users that are not associated with any sales will be removed after 1 year of inactivity.

YOUR RIGHT TO ACCESS, CORRECTIONS & DATA ERASURE

HOW WE USE YOUR DATA IN RELATION TO AN EVENT
We respect your privacy rights and provide reasonable access to the Personal Data that you have provided to us through the use of our services. If you wish to receive a record of data we hold about you, correct, or delete any of your data, please contact us and our Data Protection Officer will provide you with a subject access request form.

At your request, we will issue a record, amend or remove/anonymise any data we hold about you.

At any time, you may change any of your personal data by contacting us on reservations@vicarageboutiquehotel.co.uk

COOKIE POLICY
We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling essential functionality and features required to use this site. It is recommended that you do not disable your cookies as they are most likely vital to providing service that you use on the The Vicarage Boutique website.

WHAT ARE COOKIES? 
Cookies are small text files that we place in your computer’s browser to store your preferences and are used by many websites for user experience and analysis purposes.

We use cookies to help identify your computer so we can tailor your user experience.

You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.

WHAT ARE THEY USED FOR? 
This site offers a newsletter/ email subscription service and a variety of other data capture points on the website and cookies may be used to remember and capture your details so one of our team can contact you in the future.

When you submit data to through a form such as those found on contact pages or comment forms, cookies may be set to remember your user details for future correspondence.

We also use cookies to track the pages you visit via Google Analytics. This helps us to understand and improve the user experience of visitors to this website.

THIRD PARTY COOKIES
In some cases, we also use cookies provided by trusted third parties. The following section details which third party cookies you may encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages you visit so we can continue to produce engaging content.

Please see below for Google Analytics Cookies:

From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site ensuring we understand which optimisation’s our users appreciate the most.

HOW TO DISABLE COOKIES
You can accept or block all cookies from websites you visit by default or receive an alert whenever a cookie if offered by a website’s server by adjusting the settings on your browser.

Be aware that disabling cookies will affect the functionality of this and may other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site, therefore we do no recommend disabling cookies.