THE GENERAL DATA PROTECTION REGUATION (GDPR)
Forest Side Guesthouse is committed to ensuring that your privacy is protected and we understand the need for appropriate protection of all personal information provided by you to us.
WHY WE COLLECT PERSONAL INFORMATION FROM YOU
Under the ‘Immigration (Hotel Records) Order 1972’ we legally have to collect your name, address and nationality upon arrival and we keep this information for at least 12 months.
For all who are not British, Irish or Commonwealth guests, we legally have to collect your Passport Number and Place of Issue, as well as the address of your next destination, if known.
Providing us with your personal information, whether through the website, by email, telephone or in person, you consent, agree and accept that we may collect and use your personal information in accordance with your reservation at Forest Side Guesthouse.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
When you make an enquiry or a reservation to stay with us, we collect data from you either in person, over the phone, by email or by our website enquiry form.
We also collect data when you complete our Guest Registration Form or by connecting with us via our social media websites.
We have CCTV installed around entrances and exits; this is for the purposes of prevention and detection of crime only.
We also collect information from you when you subscribe to our newsletter, our blog, enter our competitions or provide us with feedback. These may be carried out online, by telephone or in person.
Some of the information we collect, whether it is by a booking request or by your Guest Registration Form may be classed as Personal Information. Such Personal Information may include
We collect credit or debit card details when bookings are taken for both authorisation and a deposit payment.
If you choose to connect with us via social media websites, for example such as Facebook or Instagram, we may collect your user name, (which may contain your name and surname) by you “liking” or “following” our page. We may also run competitions via these social media websites.
By connecting with us via social media websites you are bound by their terms and conditions and privacy policies.
If you provide us with any personal information relating to any third party (e.g. information about your spouse or children) for particular purposes, by submitting such information to us, you warrant and represent to us that you have obtained the consent of such third party to provide us with their personal information for the respective purposes.
HOW WE STORE YOUR PERSONAL INFORMATION
Forest Side Guesthouse collect information via your Guest Registration Form when you check in. The Registration Forms are stored securely on our premises for 7 years after the relevant tax year, in order to comply with HMRC requirements.
With all reservations, we email confirmation of your booking and deposit payment received. As such, your email address will be held in Microsoft Outlook on our computer which is kept securely on our premises and is password protected.
Your name, telephone number, email address and credit card details are hand written on our reservation forms and are stored securely.
Your name and the date of your visit is recorded in our Reservation Diary and in our Excel Database and is used for our projected sales revenue.
All electronic records are securely stored on our password protected computer.
HOW WE USE THE DATA ABOUT YOU?
We use the information we collect about you to:
With your consent, we may contact you via our monthly promotional newsletter (via email or text).
Personal Information may be used by us for administration purposes, to pass on to the police and government authorities as requested by them or to comply with any applicable rules, laws, regulations, codes of practice or guidelines issued.
We have registered with the ICO under the Data Protection Act 1998.
If you choose to opt in by ticking the relevant boxes on our Registration Form, Forest Side Guesthouse may use this information to post you a Christmas Card, Promotional Offers or New Forest Events.
WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?
We do not share your Personal Data with any 3rd Parties unless required to do so by Law Enforcement Agencies
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, at any time, by contacting us by email or by post.
You have a right of access to information held about you and this can be exercised in accordance with the Act. From 25 May 2018, when GDPR became law, a reasonable Subject Access Request (SAR) can be made without a fee being charged.