This Privacy information Notice describes how the White House Ringstead will collect, use and protect your personal information. It applies to all activities of the White House in relation to those who make enquiries about booking and those who subsequently book time at the house.
The White House is a family house which is let for holidays to the general public for a number of weeks during the year. It is a family Trust and is managed on a day to day basis normally by the Principal Trustee but at times can also be managed by one or other of the three beneficiaries of the Trust. In addition to the Principal Trustee there are two non-family Trustees. On occasion the property may be let during the winter months on a longer term basis but not exceeding 12 weeks.
We collect personal information from you in order to manage our lettings business. Sometimes the initial enquiry from you will come to us from Stillwells Cottages Direct; at other times you will have accessed us direct through our own website or via other networks, e.g. friends.
| Type of personal data | Why we collect it |
|---|---|
| Title and name | Contact details |
| Address and post code | To manage the lettings |
| Phone number E-mail address Number of guests staying, including number of children |
Accounting purposes |
After the initial contact, you may provide additional information to us in e-mails or by phone relating to your stay in the house, e.g that you are sharing the house with family or friends, your need for a cot, that you have 2 dogs.
We will never ask you for what is described in the Act as "sensitive" personal information, i.e. ethnic origin, religious beliefs, sexual orientation, health & disability issues etc. If you choose to share such information then it will be treated in a secure manner.
When communicating with you about the tenancy, providing more detailed information about the property including Health & Safety information and answering any questions you may have.
Your name and telephone number, but no other details, may be given to anyone who needs to access the property while you are in residence i.e. builder, gardener, any other service provider.
When submitting financial information to our accountants in order that they can prepare the annual tax return to HMRC. Information provided by you is shown on our business bank statements as your name and amount paid if payment made online; if payment made by cheque it will also show your bank sort code and account number.
Accounting information provided to the non-family Trustees does not include any personal information.
Except as detailed above we will not disclose your information to any outside body unless required to do so by law.
Personal information that we need to collect in order to manage the lettings calendar online is not accessible to the general public.
The security and storage of your personal information is important.
The personal information we collect from you is stored on personal computers operated by the Principal Trustee which is her own personal property and on which she stores her own personal (home) data. The online calendar of lettings is also available to the 3 beneficiaries of the Trust in order that family stays at the White House do not coincide with dates already booked for tenants.
The information may also be stored on back up devices that may include cloud based back-up systems as well as our own back-up systems.
The Principal Trustee and beneficiaries operate their own virus protection and firewall systems appropriate to their own circumstances and location. They will protect your information with the same diligence and care as they protect their own information.
The data we collect from you may be transferred to and stored at a destination outside the EEA (European Economic Area). It may also be processed by service providers operating outside the EEA, e.g. email processing systems or cloud based backup systems.
The only marketing activity we undertake is through an annual subscription to Stillwell's Cottages Direct and through our own website. We may occasionally contact you if you have asked to be kept informed of vacancies arising at specific times, e.g. during the school summer holidays in the following year. Your details will never be disclosed to third parties for the purposes of marketing.
We will retain information about you for as long as it is necessary to meet any legal, regulatory or lawful processing thereof. In practice this means we will retain the data for as long as required for HMRC purposes.
Enquiries from the website or other sources that do not result in a let are not retained beyond the initial exchange of e-mails/telephone contact unless the enquirer has specifically asked to be kept informed.
You can ask us for a copy of the information we hold about you.
You can ask to have the information corrected or to delete the information we hold about you.
To lodge a complaint with the Information Commissioner's Office ("ICO")