The Polebarn Hotel takes your privacy seriously. This policy describes what, why and how we collect and use your personal information, how we protect it and how you can contact us.
The Polebarn Hotel Ltd trading as Polebarn House and herein referred to as ”The Polebarn Hotel Ltd”, “Polebarn House”, “us” or “we” within this document.
Who we are?
What information do we collect?
How do we use personal information?
We use the information you have given us in order to:
What legal basis do we have for processing your personal data?
We process personal data for the following reasons:
• Consent: our customers have freely given consent for their information to be processed for a specific purpose;
• Contract: Processing is necessary due to the fulfilment of a contract between us as accommodation/event provider and our customers as end user;
• Legal Obligation: Processing is necessary to comply with the law.
When do we share personal data?
Data collected through direct bookings and received from third party processors is not shared with anyone by us. Data given in bookings made through our website is processed by Queensborough Group and their sub-processors HotelHost Company and Rackspace.
How do we secure personal data?
We have implemented reasonable measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration and disclosure.
• reviewing contracts to ensure compliance of third party processors we use to store and manage data, in accordance with current legislation;
• physical security and access to our premises;
• access to computer hardware is password protected, with encryption and default security firewalls in place;
• Tight controls, consistent with the Payment Card Industry Data Security Standard are maintained in relation to the use, storage and processing of PII credit card data;
• Regular training of staff in relation to storage; and
• Otherwise in accordance with The Polebarn Hotel Ltd’s Data Protection Policy.
How long do we keep your personal data for?
Your rights in relation to personal data
You have the right to ask us not to process, or to stop processing, your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us on the details set out below in the ‘Contact Us’ section.
Our website may contain links to and from the websites of local businesses. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
You have the right to access the personal information that we hold about you.
This is called a subject access request. The request must be submitted in writing and will incur a £10 administration fee. We will respond within 40 days stating whether we hold any data, what the data is, the reason we are holding it and those to whom it has/may be disclosed, along with an intelligible copy of the information and details of the manner in which it was collected.
Before providing personal information to you or another person on your behalf, we may ask for proof of identity and sufficient information about your interactions with us so that we can locate your personal information.
In some circumstances your rights may be limited, for example, if fulfilling a subject access request may expose personal data about another person, or if we are asked to delete data which we are required to keep by law.
If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it.
You have the right to object to us processing your personal information if we are not entitled to use it any more or to have your information deleted or have its processing restricted in certain circumstances. You also have the right to port your personal data in certain circumstances.
If you would like to exercise any of these rights, please contact us using the details set out below in the ‘Contact Us’ section.
You also have the right to lodge a complaint with the supervisory data protection body that regulates us if you have concerns about how we use your personal information. For information on how to do this, please see the ‘Contact Us’ section.
By submitting your resume/CV or other information and any subsequent application materials to us, you agree that we may use such information for recruitment, hiring and employment purposes.
How to contact us?
Post: Privacy Officer, The Polebarn Hotel Ltd, Polebarn House, Polebarn Road, Trowbridge, Wiltshire BA14 7EG.