Privacy Policy
At Penygelli we are committed to ensuring that your privacy is protected. We will not sell, share, or rent any personal data
We will never disclose your personal information to any third party without first receiving your permission, or unless we are under a legal obligation to do so.
Our website contains links to other sites. If you choose to visit these sites we cannot assume responsibility for a third party website content or information handling practices.
When you book online via our website. Your information is held in the FreetoBook system.
FreetoBook Privacy Policy:
Freetobook is booking software used by accommodation providers to enable their customers to make online bookings and manage those bookings.
This document applies to the processing by freetobook of personal data collected by properties using freetobook online booking system in relation to the provision of accommodation by those properties.
• Your Personal Data
Properties using freetobook as their booking engine, collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with payment information and “the names of any guests travelling with you”. This may also include your IP address. This information is stored in the freetobook System in order to process your booking. You may be contacted by the Property you have booked with in relation to your booking.
Your data is also stored after you have stayed but will be kept no longer than necessary in order to comply with legal obligations and for properties to welcome your repeat business.
• Data processed directly by third parties If you provide payment information, this will be processed directly by secure PCI Level 1 compliant payment gateway providers.
• Joint Controllers
In the context of providing booking software to accommodation providers to facilitate online booking, freetobook and the accommodation provider shall together operate as joint data controllers for the processing of your personal data.
• Security Procedures
In accordance with General Data Protection Regulation (GDPR), freetobook observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.
• Control of your Personal Data
You have the right to access data that is stored on behalf of properties taking bookings via freetobook system. You need to email or write to the property you booked with to request an overview of your personal data.
You can also contact the property you booked with on freetobook System if you believe that the personal information they have for you is incorrect, if you believe that they are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement. You need to email or write to the property you booked with.
• Reviews
You may also be asked to send feedback after your stay in order for the property to further improve their service. Your email address will be used for this purpose. If you complete a review it may be posted on the property website, facebook page, twitter or google plus. However, no identifying details will ever be attached to a review posting.
To Process your information as described above, we rely on the following legal bases:
Performance of a contract. The storage of your information may be necessary to perform the contract that you have with the accommodation provider you are booking with.
Legitimate Interests.We may use your information for our legitimate interests, such as for administrative, fraud detection and legal purposes.
Cookies
A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour.
By using freetobook website or proceeding with a booking you are consenting to the above use of cookies.
By using our website you agree to accept this privacy policy and are aware that our policy may change with time. Any changes to this policy will appear on this web page.
Our privacy & data policy sets out how we use and protect any information that you give us when you use our website or make contact with us
We only collect, use and hold information that we need to be able to provide you with the service you are requesting. You don’t have to give us any of this personal information but if you don’t then you may not be able to access our services
Your Rights:
You have a number of rights with regards to your personal information under the General Data Protection Regulation (GDPR):
Name, Address & Phone Number
We use these details to get in touch with you – we may need to get in touch with you about your booking or should there be any changes.
Sending you information by post – we may use your details to send a booking confirmation or other correspondence by post
For our accounting records – these details are needed for your invoice and our accounting
Email Address
We use these details to send confirmation and information regarding your booking or enquiry. We also use this address to send any invoice/receipts.
Sending you the e-mail newsletter – your details will be used if you have opted to receive Penygelli e-mail newsletter when either making a booking online or by subscribing through our website. We only do this with your permission and you can opt out at any time if you change your mind
Payment Details
Your credit or debit card details are only used to pay for your accommodation when making a booking and also for any further outstanding balances. These are held on secure servers if you use our online booking system (FreetoBook ) and in accordance with PCIDSS if payment is received over the phone, or direct at Penygelli - This information is not kept beyond the end of your stay with us.
History
This includes all holiday bookings with us and when you have requested information from us
We keep your customer history to help us provide good customer service – if you have previously informed us of any preferred or specific requests then we keep a record of them for any future visits
For making future bookings – by keeping the history of your previous bookings it assists us when you would like to make a new booking.
We only keep this information for as long as required and is in accordance with GDPR guidelines
Systems/Information Sharing
We do not and will never sell your personal data to a third party. There are some occasions when we do need to share your data to be able to provide you with the services you are requesting or are required by law.
These include, but are not limited to:
We only work with companies who take the same amount of care with customer data as we do and will only share individual personal data when there is no alternative.
Cookies:
Client-side cookies are used for Google analytics and tracking analysis. The use of a cookie is in no way linked to any personally identifiable information while on our website. If a user rejects the cookie they may still use our website but some elements may not function as expected.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Keeping you information
We will only hold your personal information for as long as it is needed to provide you with the service you are requesting, or to meet legal or regulatory data retention requirements
Requesting / Changing Details
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Penygelli, Wern Ddu Lane, Newtown, Powys SY16 3DN or email bookings@penygelli.co.uk or call us on 01686 951497
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.
Please contact Zoe should you have any queries regarding your data and our data processes. You can contact us on 01686 951497 or email bookings@penygelli.co.uk
We will never disclose your personal information to any third party without first receiving your permission, or unless we are under a legal obligation to do so.
Our website contains links to other sites. If you choose to visit these sites we cannot assume responsibility for a third party website content or information handling practices.
When you book online via our website. Your information is held in the FreetoBook system.
FreetoBook Privacy Policy:
Freetobook is booking software used by accommodation providers to enable their customers to make online bookings and manage those bookings.
This document applies to the processing by freetobook of personal data collected by properties using freetobook online booking system in relation to the provision of accommodation by those properties.
• Your Personal Data
Properties using freetobook as their booking engine, collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with payment information and “the names of any guests travelling with you”. This may also include your IP address. This information is stored in the freetobook System in order to process your booking. You may be contacted by the Property you have booked with in relation to your booking.
Your data is also stored after you have stayed but will be kept no longer than necessary in order to comply with legal obligations and for properties to welcome your repeat business.
• Data processed directly by third parties If you provide payment information, this will be processed directly by secure PCI Level 1 compliant payment gateway providers.
• Joint Controllers
In the context of providing booking software to accommodation providers to facilitate online booking, freetobook and the accommodation provider shall together operate as joint data controllers for the processing of your personal data.
• Security Procedures
In accordance with General Data Protection Regulation (GDPR), freetobook observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.
• Control of your Personal Data
You have the right to access data that is stored on behalf of properties taking bookings via freetobook system. You need to email or write to the property you booked with to request an overview of your personal data.
You can also contact the property you booked with on freetobook System if you believe that the personal information they have for you is incorrect, if you believe that they are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement. You need to email or write to the property you booked with.
• Reviews
You may also be asked to send feedback after your stay in order for the property to further improve their service. Your email address will be used for this purpose. If you complete a review it may be posted on the property website, facebook page, twitter or google plus. However, no identifying details will ever be attached to a review posting.
To Process your information as described above, we rely on the following legal bases:
Performance of a contract. The storage of your information may be necessary to perform the contract that you have with the accommodation provider you are booking with.
Legitimate Interests.We may use your information for our legitimate interests, such as for administrative, fraud detection and legal purposes.
Cookies
A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour.
By using freetobook website or proceeding with a booking you are consenting to the above use of cookies.
By using our website you agree to accept this privacy policy and are aware that our policy may change with time. Any changes to this policy will appear on this web page.
Our privacy & data policy sets out how we use and protect any information that you give us when you use our website or make contact with us
We only collect, use and hold information that we need to be able to provide you with the service you are requesting. You don’t have to give us any of this personal information but if you don’t then you may not be able to access our services
Your Rights:
You have a number of rights with regards to your personal information under the General Data Protection Regulation (GDPR):
- The right to be informed about how your personal information is being used – this is available in this document
- The right to access the personal information we hold about you
- The right to rectify any incorrect information we hold about you
- The right to request that the information we hold about you be deleted or place restrictions on how we process it
- The right to request that we transfer the information we hold about you to another person
- The right to complain to the Information Commissioner’s Office
Name, Address & Phone Number
We use these details to get in touch with you – we may need to get in touch with you about your booking or should there be any changes.
Sending you information by post – we may use your details to send a booking confirmation or other correspondence by post
For our accounting records – these details are needed for your invoice and our accounting
Email Address
We use these details to send confirmation and information regarding your booking or enquiry. We also use this address to send any invoice/receipts.
Sending you the e-mail newsletter – your details will be used if you have opted to receive Penygelli e-mail newsletter when either making a booking online or by subscribing through our website. We only do this with your permission and you can opt out at any time if you change your mind
Payment Details
Your credit or debit card details are only used to pay for your accommodation when making a booking and also for any further outstanding balances. These are held on secure servers if you use our online booking system (FreetoBook ) and in accordance with PCIDSS if payment is received over the phone, or direct at Penygelli - This information is not kept beyond the end of your stay with us.
History
This includes all holiday bookings with us and when you have requested information from us
We keep your customer history to help us provide good customer service – if you have previously informed us of any preferred or specific requests then we keep a record of them for any future visits
For making future bookings – by keeping the history of your previous bookings it assists us when you would like to make a new booking.
We only keep this information for as long as required and is in accordance with GDPR guidelines
Systems/Information Sharing
We do not and will never sell your personal data to a third party. There are some occasions when we do need to share your data to be able to provide you with the services you are requesting or are required by law.
These include, but are not limited to:
- Mailchimp – your data will be held if you have signed up for our e-mail newsletter
- Booking system – your booking data and contact details are held by FreetoBook (details above)
- E-mail provider – Outlook
- Weebly - Our website hosting provider hold contact form information
- Companies that provide our payment services www.aibms.com/privacy
- Social media – where you directly tag or link to us
We only work with companies who take the same amount of care with customer data as we do and will only share individual personal data when there is no alternative.
Cookies:
Client-side cookies are used for Google analytics and tracking analysis. The use of a cookie is in no way linked to any personally identifiable information while on our website. If a user rejects the cookie they may still use our website but some elements may not function as expected.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Keeping you information
We will only hold your personal information for as long as it is needed to provide you with the service you are requesting, or to meet legal or regulatory data retention requirements
Requesting / Changing Details
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Penygelli, Wern Ddu Lane, Newtown, Powys SY16 3DN or email bookings@penygelli.co.uk or call us on 01686 951497
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.
Please contact Zoe should you have any queries regarding your data and our data processes. You can contact us on 01686 951497 or email bookings@penygelli.co.uk