Privacy Notice

North Cadbury Court

North Cadbury Court Privacy Notice.

This privacy notice describes how North Cadbury Court (we/us) uses personal data relating to our clients, guests, website users and enquirers (you).

We may update this notice from time to time. It was last updated on 10 August 2023.

This notice has the following sections.

  1. The quick read (a summary)
  2. Who we are (including our contact details)
  3. Use of data about our clients and guests (and our lawful basis under data protection law)
  4. Use of data about website users and enquirers (and our legal basis under data protection law)
  5. Use of cookies
  6. Sharing your data (and other parties involved in your booking)
  7. International data transfers
  8. Retaining your information
  9. Your data protection rights

 

  1. THE QUICK READ
  • Controller: North Cadbury Court is the controller for use of your personal data as described in this notice, meaning we decide how and why your personal data is used. You can contact us at: [email protected].
  • Use of client data: If you are a client of ours, we will collect and hold your personal data to provide you with our services, including accommodation and running of events. This includes your name and contact details, and details of the event.
  • Use of guest data: If you are a guest of ours, and someone else has booked for you, we will collect and hold your personal data in order to manage your stay with us. As well your name, this may include ages of children, and some sensitive information to facilitate your access our to our services (for example if you have a disability), or to assist us in running events (for example to understand family relationships).
  • Providing information about other people: Before providing us with information about another person (such as another guest or supplier), you must consider whether the other person is comfortable for you to give us their details.
  • Newsletter subscribers: If you wish to subscribe to our newsletter, we will collect your name and email address.
  • Contacting us: We may hold your details if you contact us, for example over our website or social media.
  • Sharing your data: We may share relevant client and guest data with other suppliers involved in an event. Data may also be shared between us and other service providers, such as booking sites, payment providers and technology providers.
  • International data transfers: We do not generally transfer your data outside the UK, except to the extent our service providers have systems outside the UK, or if our client is based outside the UK.
  • Your rights: You have rights in relation to our use of your data, including the right to access a copy of the data we hold about you and, in certain circumstances, to object to our use of your data or request that we erase your data. You may also complain to the ICO: www.ico.org.uk.
  1. WHO WE ARE

North Cadbury Court is a trading name of J.A. & E. Montgomery Limited, a company registered in England and Wales, with company number 00928752, and registered office at Manor Farm, North Cadbury, Yeovil, Somerset, BA22 7DW. We provide accommodation and run events at North Cadbury Court (northcadburycourt.com) and the Coach House at North Cadbury Court (ncccoachhouse.com)

For the purposes of data protection law, we act as a controller in our use of your personal data, meaning that we decide how and why we use your data.

You may contact us with any queries or concerns about our use of your personal data, and to exercise your data protection rights using the following contact details.

  1. USE OF DATA ABOUT OUR CLIENTS AND GUESTS

    3.1 Clients – making a booking with us

If you make a booking with us, we will collect and hold your personal data in order to manage your booking, and to provide you with our services, including providing accommodation and running a relevant event.

The personal data we collect when you book includes:

  • Name
  • Address and contact details (typically email address and telephone number)
  • Details of your booking, such as accommodation required and details of the event.

Following the initial booking, we will make additional records about your requirements for the booking and the event. This includes preparation of a run order, containing detailed requirements and timings for the running of the event, and information within communications between you and us. We will also hold records of payments due from or made by you. We may contact you for the purposes of customer care, including to provide updates on your booking.

Our lawful basis under data protection law for using your personal data in these ways is that it is necessary for the performance of our contract with you (or to take steps at your request prior to entering into a contract with you). Or, if you are booking on behalf of a company or organisation, that it is necessary for our legitimate interests in providing our services under our contract with the company or organisation. We may not be able to provide you with our services effectively if you do not provide us with relevant information.

We may also contact you to request feedback on our services or permission to use photographs or personal data for publicity purposes (see section 3.6 below). We may also send you direct marketing emails, though you may opt-out of receiving these (see section 3.5 below). Our lawful basis for contacting you is that it is necessary for NCC’s legitimate interests in managing and marketing its business.

3.2 Guests

We collect information about guests staying at our property or attending an event, in order to manage the booking and run the event. This includes names and relationships (for example your relationship to the bride or groom at weddings).

These details may include names and ages of children, and information about any disabilities – see section 3.4 below.

Our lawful basis under data protection law for using your personal data is that it is necessary for our legitimate interests in providing our services and running an event.

3.3 Providing data about other people

The information you provide us in connection with your booking may include information about other people (such as guests under your booking), or other suppliers involved in your event (such as caterers or photographers).

Before providing us with this information, please check that these other people are comfortable for us to use their data for the purpose of our services and any relevant event (and please direct guests to this privacy notice).

3.4 Sensitive data and children’s data

We may need to collect some sensitive information in order to facilitate our guests’ access to our services (for example if you have a disability or an allergy), or to assist us in running events (for example to understand family relationships), or to enable us to record and assess any incidents arising during the event, or otherwise to ensure health and safety.

We may collect information about children attending an event, including their names and ages, which we use to make arrangements to cater for them. This may include food, sleeping and childcare arrangements, and arrangements to limit their access to inappropriate activities (such as access to alcohol, or use of the jacuzzi for younger children).  Other than data concerning health, our lawful basis for use of this data is that it is necessary in our legitimate interests in providing our services and running the event.

We aim to seek consent to use data relating to your health. If you provide disability or health information about another guest, please ensure that you have their permission for us to use this data. You may withdraw your consent at any time by contacting us using the contact details at section 2 above. Where we need to use your health data for health and safety purposes, and it is not practical or possible for us to seek consent, our lawful basis is that it is necessary in our legitimate interests to ensure health and safety (or is otherwise necessary to comply with a legal obligation).

3.5 Direct marketing communications

We may send our clients news and offers relating to North Cadbury Court by email. We give you the option not to receive these at the time of your booking, and you may opt-out of receiving them at any time – see our contact details at section 2 above.

You may also subscribe to our newsletter on our website – see section 4 below.

3.6 Other uses of your data

Your personal data may also be used by us as follows:

  • to ensure health and safety and appropriate use of our premises including carrying out appropriate risk assessments and managing emergency procedures (to comply with a legal obligation or otherwise in our legitimate interests);
  • with your consent, we may use photos and videos of guests, or include information about you within a case study, to use within our publicity materials, including within social media, marketing materials, press releases and our website. Note that, subject to any concerns you raise, we may also use general setting photographs and anonymised case studies within our publicity materials without your consent;
  • we may review feedback you provide (for example by email or within guest books), and publish reviews that you provide within our publicity materials, including social media (in our legitimate interests in managing and marketing our business);
  • to maintain appropriate records of our business communications and relationships (in our legitimate interests); and
  • to protect or enforce legal rights, or for other purposes permitted or required by law, including data protection law (in our legitimate interests, or as needed to comply with a legal obligation).
  1. USE OF DATA ABOUT WEBSITE USERS AND ENQUIRERS

    4.1 Subscribing to our newsletter

We request your name and email address if you want to sign up for our newsletter (which includes special offers, information about our services and facilities, and related news)]. This information is used to send you our newsletter by email.

Our lawful basis is for sending you our newsletter is that it is necessary for our legitimate interests in sending you newsletters at your request. You can unsubscribe from our newsletter at any time, by sending us an email using the contact details at section 2 above.

4.2 Contacting us (including over our website and social media)

You may provide us with information if you get in contact with us (for example over our website, by email or phone, or over social media), or if you connect with, follow or interact with us on social media, or comment on our social media posts.

Personal data which we may use includes:

  • Name or social media username
  • Contact details (as relevant to your contact with us)
  • Other information associated with your social media account (such as within your profile)
  • Information you communicate to us

We use such information for the purposes of handling your enquiry or communication, keeping records of the communication, and as may be relevant to the circumstances or our relationship with you. Our lawful basis for using your personal data is our legitimate interests in carrying out these activities.

4.3 Other uses of your data

Your personal data may also be used by us:

  • to maintain appropriate records of our business communications and relationships (in our legitimate interests); and
  • to protect or enforce legal rights, or for other purposes permitted or required by law, including data protection law (in our legitimate interests, or as needed to comply with a legal obligation).
  1. USE OF COOKIES

Except to the extent they are necessary for the operation of our website, cookies will only be used if we obtain your consent. You will be given options when you first visit our website. You can remove cookies at any time using the privacy settings of your web browser.

Please see our separate cookies notice here.

  1. SHARING YOUR DATA (AND OTHER PARTIES INVOLVED IN YOUR BOOKING)

    6.1 Other suppliers for your event

We generally request that you liaise directly with your other suppliers in relation to an event (such as caterers and photographers). However, in running the event, there may be circumstances in which we need to share relevant client or guest data directly with the supplier in connection with the running of the event. Your other suppliers may also share relevant data directly with us. This allows us and your suppliers to co-ordinate in relation to the event, for example to understand the scope, timing and location of relevant services.

Our lawful basis under data protection law for this sharing and collection of data is that it is necessary in our and/or the supplier’s legitimate interests in running the event (or, in the case of an individual client, that it is necessary for the performance of our contract with you).

6.2 Our clients

If you are a guest who has not made the booking with us, we may obtain information about you, or share relevant information about you with the person who made the booking with us (our client).

6.3 Our service providers

Our service providers may handle your data, and data may be shared between us and them. This may include our booking and technology service providers (such as Freetobook, online payment providers and Microsoft 365), and providers of mailing services (such as MailChimp). We share such data in line with the purposes and legitimate interests identified in section 2 above.

6.4 Other parties

We may also share your data, where relevant, with the following parties:

  • legal authorities or regulatory bodies
  • our legal or other professional advisers
  • prospective or actual purchasers of our company or business
  • other parties where we are otherwise required or permitted by law to do so (including by data protection law).

Our lawful basis for such data sharing is, as appropriate, our (or the recipient’s) legitimate interests in the relevant activity, or compliance with a legal obligation.

  1. INTERNATIONAL DATA TRANSFERS

We are a UK business, and we do not generally transfer your data outside the UK.

However, your data may be sent outside the UK:

  • where our technology or service providers have data centres or systems outside the UK; or
  • we may receive bookings from clients in other countries, and client and guest data may be shared with such client.
  1. RETAINING YOUR INFORMATION

We will retain your personal data for as long as we need it for the relevant purposes specified above, in accordance with our records retention procedures.

Our retention periods may be changed in appropriate circumstances, for example we may need to retain your details for longer if there is a dispute in relation to our services.

Please contact us (using the contact details at section 2 above) for further information about retention of your data.

  1. YOUR DATA PROTECTION RIGHTS

In accordance with data protection laws, you have certain rights in relation to our use of your personal data. These rights include the following:

  • to obtain a copy of the personal data we hold about you, together with other information about how we process it (known as a subject access request);
  • to withdraw any consent which you have given relating to the use of your data;
  • to request rectification of inaccurate or incomplete data;
  • in some circumstances, to request us to erase or restrict our use of your data;
  • to object to our processing of your data for direct marketing purposes, or for reasons relating to your particular situation (where our lawful basis is legitimate interests);
  • where our lawful basis for use of your data is your consent or necessity for our contract with you, to exercise a right to data portability, in order to transfer sets of data provided by you and held electronically to another organisation; and
  • not to be subject to a decision based solely on automated processing, which significantly affects you, unless additional legal requirements are met (although we do not make any such decisions as at the date of this notice).

Please contact us (see section 2 above) to send us requests to exercise these rights (specifying what you are requesting), or if you would like further information about them. There are certain limitations and exemptions to these rights which we may apply depending on the circumstances.

You may also make a complaint about how we handle your data to the UK Information Commissioner’s Office. Please visit ico.org.uk for further information about how to do this (and further guidance on your rights).