Privacy Policy | Lympstone Manor

Last updated: 08/06/2023

Lympstone Manor Ltd (“us”, “we”, or “our”) operates the lympstonemanor.co.uk website and is the controller and responsible for your personal data. We respect your privacy and are committed to protecting your personal data. This Privacy Policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

Purpose of this Privacy Policy

This page informs you of our policies regarding the collection, use and disclosure of personal data when you use our services, including any personal data you may provide through this website when you make a booking, sign up for our newsletter, contact us, purchase gifts, offers or experiences. It also information you about how we use personal data submitted to us by third parties on your behalf, including your travel agent or alternative booking site.

Important Information

We will not use or share your information with anyone except as described in this Privacy Policy.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data. This Privacy Policy supplements the other notices and is not intended to override them.

The data protection law in the UK will change on 25 May 2018. Although this Privacy Policy sets out most of your rights under the new laws, we may not yet be able to respond to some of your requests (for example, a request for the transfer of your personal data) until after 25 May 2018 as we are still working towards getting our systems ready for some of these changes.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

What Information Will We Collect About You & How Do We Collect It

Personal data means any information about you that can be used to contact or identify you. It does not include data where your identity has been removed (anonymous data).

While using our website or when we are providing services to you, we may collect, use, store and transfer certain types of personal data about you. This may include when you: (i) book a room or book a table online, over email or on the phone; (ii) visit our website; (iii) fill out our forms including online or at Lympstone Manor; (iv) visit Lympstone Manor or use our services; (v) use our interactive media and entertainment systems; or (vi) interact with us or post review about Lympstone Manor or any of our services.

We have grouped the types of personal data which we collect, use, store and transfer into the following categories:

Identity Data this may include first name, last name, marital status, title, date of birth, gender, passport information and firearms licensing information.

Contact Data this may include your home address, email address, social media handle/account name or telephone numbers.

Financial Data this may include bank account and payment card details.

Transaction Data includes details about payments to and from you and other details of your bookings or the gifts offers or experiences you have purchased from us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

Usage Data includes information about how you use our website and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We may on occasion collect Special Categories of Personal Data about you (Special Category Personal Data includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). This will only be collected when you provide it directly to us for example if you provide us information about an allergy that you may have.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

Automated Technologies or Interactions

In addition to collecting data directly from you, or the third parties set out above, we may also collect Technical Data, that your browser sends whenever you visit our website, about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our COOKIE POLICY for further details.

How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we need to comply with a legal or regulatory obligation.

Where you have provided your consent. We do not generally rely on consent, when we are relying on consent this will be made very clear to you at the time we collect the relevant personal data, such as when you sign up for our newsletter. You have the right to withdraw such consent at any time by contacting us at info@lympstonemanor.co.uk / 01395 202040

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. If you want any more detail about this then please do not hesitate to contact us at info@lympstonemanor.co.uk / 01395 202040

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To complete your room, table or experience bookings including: responding to requests, enquiries or complaints.	(a) Identity(b) Contact(c) Financial	(a) Performance of a contract with you(b) Necessary for our legitimate interests (for running our business)(c) Consent
To process and deliver on your orders including:(a) Manage payments, fees and charges(b) Collect and recover money owed to us(c) Where necessary, verify your identity	(a) Identity(b) Contact(c) Financial(d) Transaction(e) Marketing and Communications	(a) Performance of a contract with you(b) Necessary for our legitimate interests (to recover monies owed to us)
To manage our relationship with you which will include:(a) Notifying you about changes to our terms or privacy policy(b) Asking you to leave a review or take a survey	(a) Identity(b) Contact(c) Profile(d) Marketing and Communications	(a) Performance of a contract with you(b) Necessary to comply with a legal obligation(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our services)
Allow you to participate in Loyalty Programmes	(a) Identity(b) Contact(c) Profile(d) Marketing and Communications	(a) Performance of a contract with you(b) Consent(c) Necessary for our legitimate interests (to study how customers use our services, and to run our business)
To enable you to partake in competitions or complete surveys	(a) Identity(b) Contact(c) Profile(d) Usage(e) Marketing and Communications	(a) Consent(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business (including complying with immigration regulations) and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity(b) Contact(c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)(b) Necessary to comply with a legal obligation
To make decisions about how best to deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity(b) Contact(c) Profile(d) Usage(e) Marketing and Communications(f) Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	(a) Technical(b) Usage	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about offers or services that may be of interest to you based on previous products or services you have purchased from us	(a) Identity(b) Contact(c) Technical(d) Usage(e) Profile	Necessary for our legitimate interests (to develop our products/services and grow our business)
To allow you to interact with us online through our website and social media accounts, and offline in person or over the phone.	(a) Identity(b) Contact(c) Technical(d) Usage(e) Profile	(a) Performance of a contract with you.(b) Consent(c) Necessary for our legitimate interests (to understand our customers and to develop our products/services and grow our business)
To comply with Civil Aviation Authority requirements in relation to helicopter landings at Lympstone Manor	(a) Identity(b) Contact	(a) Necessary to comply with a legal obligation(b) Necessary for our legitimate interests (to facilitate our customers enjoyment of our hotel))
To facilitate the storage of firearms we must ensure that guests have appropriate firearm licences	(a) Identity(b) Contact	Necessary to comply with a legal obligation
To provide beaut treatments, activities and other additional services	(a) Identity(b) Contact(c) Financial(d) SpecialCategory	(a) Performance of a contract with you(b) Necessary for our legitimate interests (for running our business)(c) Consent

Marketing

We may use your Identity, Contact, Technical, Usage and Profile Data 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 products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have purchased products or services from us and you have not opted out of receiving that marketing in the past. You will also receive marketing from us with your details when you have requested information from us, entered a competition, signed up for our newsletter and, in each case, you have expressly consented to receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside our group of companies, which includes Michael Caines Ltd, for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by contacting us at info@lympstonemanor.co.uk / 01395 202040.

Service Providers

We may employ third party companies and individuals to facilitate our service, to provide the service on our behalf, to perform service-related services or to assist us in analysing how our service is used.

These third parties have access to your Personal data only to perform these tasks on our behalf and are obliged not to disclose or use it for any other purpose.

These service providers include: (i) IT and system administration providers acting as processsors based inside and outside the EU who provide IT services. For further information about some of our key IT providers please contact info@lympstonemanor.co.uk / 01395202040 ; (ii) Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services; (iii) HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances.

International Transfers

In certain circumstances we may need to transfer your personal data outside the European Economic Area (EEA)

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.

Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.

Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and service providers who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

The security of your personal data is important to us, but remember that no method of transmission over the Internet is 100% secure.

CCTV

We use CCTV in public areas such as public entrances, reception, the bar and the car park. This is for the protection of staff and guests alike. ANPR cameras are used at the hotel entrance for the safety and security of staff and guests. They also help us to deliver a service by recognising the approach of cars to be able to greet guests.

CCTV records are only accessed by management and only when needed due to a security concern.

Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us info@lympstonemanor.co.uk/ 01395 202040

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. We have set out short descriptions of those rights below:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data (commonly known as the “right to be forgotten”). This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with UK law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us info@lympstonemanor.co.uk / 01395 202040

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Links to Other Sites

This website may contain links to other sites plug-ins and applications that are not operated by us. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. When you leave our website, we strongly advise you to review the Privacy Policy of every site you visit.

We have no control over, and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.