Stylish self-catering holidays and short breaks in Somerset
Privacy Policy
Please read this privacy notice carefully as it sets out how By The Byre Holidays Limited use your personal information.
If you have any questions about this privacy notice or do not agree with it, please contact us by email at data.protection@bythebyreholidays.com
We may change this privacy notice from time to time by updating this page. You should check this page from time to time to ensure you are happy with any changes.
This Policy was last changed on: 19th May 2018
What does this policy apply to?
This policy covers all information we hold about you, however we obtain it. We collect information at different points during our relationship with you for example, when you browse our website, create your account on our website, when you book a break or when you are staying in our properties.
What information do we collect and why?
We collect different information depending on what you want to do and how you interact with us.
We need to tell you what we use your information for and the legal grounds we have to use it.
Information collected when you use By The Byre Holidays maintained social media, including our website
Things you do: Browse the website (cookies)
What information is collected: All cookies, except one, are for Google Analytics. The exception is a session cookie that is required to keep track of users before they sign in or while they make a booking. Session cookies are removed when you close your browser so the information is not carried between sessions
What is it used for: We only use the cookies that are strictly necessary to allow our website to function.
Our Legal Grounds for collecting information: Legitimate interests of By The Byre Holidays to improve its services. The level of information gathered is not intrusive as it is only used to determine if the website works well and to enable By The Byre Holidays to improve its services. See our Cookie Policy for more detail.
Information collected when you make a booking for a break
1 - Things you do: Booking a break
What information is collected: If you book a break, we need the following information as a minimum:
- your name;
- email address;
- postal address;
- telephone number;
- arrival and departure dates;
- number and type of accommodation required and
- financial details for payment.
What is it used for: All of the information we request from you is needed in order to book and provide your break. We cannot provide your break without it.
Our Legal Grounds for collecting information: Performance of a Contract. To allow us to complete the performance of our contract with you we require you to provide the stated information. We do not ask for further details of your specific requirements or disability unless you provide us with additional information so that we can make special arrangements during your break.
2 - Things you do: Registering for an account
What information is collected:
To book a break you may decide to set up an account. To enable this, we will need the following information as a minimum:
- email address (this cannot be used to create and log into multiple accounts); and
- password
What is it used for: All of the information we request from you is needed in order to set up your account; if you choose to do so.
Our Legal Grounds for collecting information: Performance of a Contract with you to provide your account.
3 - Things you do: Registration of guests on your break
What information is collected: Details of party members are required. Information required includes:
- Names and addresses of all members of your party over the age of 16; and
- Nationality of all members of your party over 16
What is it used for: This information is requested to provide for the safety and security of everyone and to meet the legal requirements of the Immigration (Hotel Records) Order 1972
Our Legal Grounds for collecting information: Legitimate Interests of By The Byre Holidays Ltd to ensure the safety of guests and employees. To meet the legal requirements of the Immigration (Hotel Records) Order 1972
Information collected while you are on your break
1 - Things you do: On site incidents
What information is collected: Records of accidents and treatments received.
What is it used for: We are required by law to keep a record of accidents and treatments. The information is also used in case there is a claim about the cause of the accident and/or the treatments received.
Our Legal Grounds for collecting information: Required by law and in order to exercise and defend our legal rights.
2 - Things you do: Booking Activities
What information is collected: When activities are booked on your behalf, such as Longleat tickets, the following information is collected as a minimum:
- Name;
- Address;
- Telephone number
- Email address
- Payment details
- Names and ages of your party for tickets
To pre-book tickets for the Longleat Santa train, the names and ages of children are required.
What is it used for: All of the information we request from you is needed in order to book and process your tickets. We cannot provide your tickets without it. Please see the privacy policy of Longleat Enterprises Ltd for details of how these third parties use your details.
Our Legal Grounds for collecting information: Performance of our contract with you
Where By The Byre Holidays Ltd, legal ground for processing is legitimate interests, you have a right to object to By The Byre Holidays Ltd use of this information. If you want to object, contact us at data.protection@bythebyreholidays.com or 01373 830381.
Who do we share this information with?
We will not provide your Personal Information to any third parties for the purpose of direct marketing by such third party.
However, we do contract other companies to handle your data on our behalf as part of the booking process.
- Zeke Creative are contracted to host and managed our website. As such, they can access personal details as part of the website database. You can view their privacy policy
- Paymentsense Ltd our contracted to provide a payment portal to allow you to pay for your stay online and you can view their privacy policy
If you have booked your stay with one of our partners, then you should see their own privacy policies for details on how they handle your data.
How long do we keep your information?
We only hold your personal information for as long as is necessary to provide services to you unless there is a requirement to hold that information for a longer period – for example our insurers require us to hold certain information for certain periods of time, or we may be subject to a statutory obligation to keep hold of your information.
If there is a possibility that you may have a legal claim against us, for example if you have had an accident on our site or have made a complaint about a break with us, then we will hold your information for the duration of any statutory limitation period associated with such legal claims.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect, including locked cabinets, data encryption and electronic password protection.
Your data is stored on our behalf by Zeke Creative. Where your data is stored on their own servers, it is stored on their own server hardware. This hardware is co-located, in the UK, at the ISO27001 CWCS data centre. None of your data is stored or transferred outside the UK and therefore not transferred outside the EEA.
If at any point you suspect or become aware of a security incident (i.e. your password is stolen or you receive suspicious communication from someone holding themselves out to be a By The Byre Holidays employee or from a dupe website claiming to be affiliated with By The Byre Holidays), please forward the communication to us or report the incident by email to data.protection@bythebyreholidays.com or in writing to By The Byre Holidays Ltd, Whitechapel Lane, Beckington, Somerset, BA11 6TQ as soon as possible. If you have been the victim of a fraudulent transaction, please always contact the police and/or your bank in the first instance to ensure your own finances are secure.
How to get copies of your information
To request details of the personal information that we hold about you please write to us at By The Byre Holidays Ltd, Whitechapel Lane, Beckington, Somerset, BA11 6TQ or email us at data.protection@bythebyreholidays.com
Amending your information
If your details change, or if you think any information we have about you is wrong or incomplete, please correct it in your account on our website, or email us on data.protection@bythebyreholidays.com or call 01373 830381. We will correct or update any information within 35 days of the request.
Complaints to the regulator
If you do not think that we have processed your data in accordance with this notice, please contact us by email at data.protection@bythebyreholidays.com.
If you are not satisfied with our response, you can refer the matter to the Information Commissioner's Office. Information about how to do this is available on their website at www.ico.org.uk.
Data Controller
The obligations of the General Data Protection Regulations fall on any “data controller”. This is the person that is responsible for collecting and using your Personal Information.
The data controller responsible in respect of the information collected by By The Byre Holidays Ltd is Sally MacDonald.