PRIVACY POLICY

We are committed to safeguarding the privacy of our customers and website visitors; this policy sets out how we will treat your personal information.

About us

Matfen Hall Country Hotel, Spa & Golf Estate takes the privacy and security of your personal information very seriously. In this notice, “we”, “us” or “our” means the Matfen Hall Country Hotel, Spa & Golf Estate entity that processes your personal information and interacts with you. These entities are listed below. We are committed to protecting and respecting your privacy.

Under the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), we are required to give you certain information about the way your personal information is used.

This notice (together with our Statutory disclosures and any other documents referred to in it) (“Privacy Notice”) sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us.

Information we may collect from you

We may collect and use the following personal information about you:

Information you give us. You may give us information about you by filling in forms on our sites or by corresponding with us by phone, email, in writing or otherwise. This includes but is not limited to information you provide when you make a booking, register for email alerts, request literature, sign-up for newsletters or enter a competition, promotion or survey. The information you give us may include your name, address, email address and financial information.

Information we automatically collect: When you visit our website, we collect certain information related to your device, such as your device’s IP address, referring website, what pages your device visited, and the time that your device visited our website.

How we use your information

Under data protection law, we can only use your personal information if we have a proper reason for doing so.

A proper reason could be when we have:

• your consent
• it is necessary to enter into or perform a contract
• it is necessary to comply with a legal obligation
• when it is in our legitimate interests

We may use your information to:

• process bookings (and any specific requests) you have made
• carry out our obligations arising from any contracts entered into by you and us
• carry out our legal obligations arising from health & safety and security monitoring
• seek your views or comments on the services we provide
• notify you of changes to our services
• send you communications which you have requested or that we think may be of interest to you. These may include information about offers, new facilities or special events.
• we may from time-to-time require sensitive personal information (such as medical information) to provide specific services to you safely or to comply with our legal obligations, where this is the case we will always inform you (and where required) ask for your explicit consent to record this information at the time.
• record your interactions with us in order to provide personalised experiences to you and improve our services
• requesting services on your behalf with third parties during your stay

If you do not provide personal information we ask for, it may delay or prevent us from providing the services you have requested to you.

How will my information be stored? 

The information that you supply will be stored on a computer. It will not be disclosed to third parties, other than to enable our contact with you, or to manage your booking. We will endeavour to only store information that you have a legitimate interest in us keeping – i.e. to help manage your booking(s) or enquiry. If you indicate that you are happy for us to continue to communicate with you for marketing purposes, we will send tailored, relevant communications. If you receive a communication that you no longer wish to receive, or that you do not believe you have requested, please contact us, or click the ‘unsubscribe’ link where available.

Safeguarding your personal information

Keeping your personal information safe is very important to us so we will take all steps necessary to ensure that your personal information is treated securely and in accordance with this Privacy Notice and applicable data protection legislation.

To help protect your personal information and minimise the risk of it being intercepted by unauthorised third parties our secure servers employ Secure Socket Layer v3 (SSL) or Transport Layer Security v1 (TLS) encryption when you submit information to us through our sites. This security is signified by the “https” and the padlock on the URL bar. Some older browsers do not allow the use of current SSL technology and we therefore recommend that you use an up to date browser.

Once we have received your personal information, we will use strict procedures and security features to prevent unauthorised access.

Links to external websites

Our sites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. We will only ever support links to reputable companies who maintain the highest standards of data security in line with the GDPR.

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 or how such websites collect and use your personal information. Please check these policies before you submit any personal information to these websites.

Marketing

We may use your personal information to tell you about relevant products and offers. This is what we mean when we talk about ‘marketing’.

We will only contact you for marketing purposes if you have provided your explicit consent for us to do so.

The personal information we hold for you is made up of what you tell us, and data we collect when you use our services, or from third parties we work with.

We study this to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you.

You have the right to ask us not to process your personal information for marketing purposes. You can exercise your right to prevent such processing by contacting us by phone, post or email. You can also unsubscribe from marketing communications by following the unsubscribe instructions included in every email.

If you change your mind you can update your choices at any time by contacting us.

Individual rights under the GDPR

The GDPR provides the following rights for individuals:

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling.

Access to your information

You have the right to request a copy of the personal information we hold about you, subject to certain exemptions.

If you would like a copy of some, or all, of this information you may contact us using the details below. We will NOT charge a fee for providing you with this information.

Letting us know if your personal information is incorrect

If any of the information we hold about you is inaccurate or incomplete, you can ask us to make any necessary amendments to your data. Please contact us if you want to do this.

If you do, we will take reasonable steps to check its accuracy and correct it.

What if you want us to stop using your personal information?

You have the right in certain circumstances to object to our use of your personal information, or to ask us to delete your personal information or ask us to suspend our use of your personal information.

There may be legal or other official reasons why we need to keep or use your personal information. But please tell us if you think that we should not be using it and we will consider this.

If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us using the details below.

How to withdraw your consent

You can withdraw any consent you have given us at any time. Please contact us if you want to do so. If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.

What if I have a complaint?

You have the right to complaint to the Information Commissioner’s Office where you think we have not used your personal information in accordance with data protection law. Details of how to do this can be found on www.ico.org.uk.

Changes to our privacy notice

We reserve the right to revise or supplement this Privacy Notice from time to time. We will place updates on our sites, inform you of the updates and where appropriate we will give you reasonable notice of any changes.

Social media platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened link in social media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls.

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Recourses and further information:

Data Protection Act 1998
Privacy and Electronic Communications Regulations 2003
Facebook Privacy Policy
Google Privacy Policy
Mailchimp Privacy Policy