Phoenix Court takes your privacy and rights seriously, this document outlines the measures we take to ensure your privacy and compliance with GDPR (General Data Protection Regulations) legal guidelines. This document also details how your information is collected, stored and processed.
To ensure transparency and adhere to GDPR Donna and Mike Buttery are the data handlers for Phoenix Court and any questions should be directed to themselves at the following address:
8/9 Rutland Terrace,
How data is collected
- How data is collected
- The information we collect
- How your data is stored
- How your data is used
- Electronic Data security
- How you data is retained
- The Phoenix Court website and third-party links
- International Data Transfer
- Your Rights
- Updates to this policy
Data may be collected in a number of different ways and are only associated with your bookings or enquiries to Phoenix Court, these may consist of the following:
The information/data we collect
- Telephone enquiries where you consent to be contacted at a later date/time with a response to an enquiry
- Social media enquiries where you consent to be contacted at a later date/time with a response to an enquiry
- Online form/email where you consent to be contacted at a later date/time with a response to an enquiry
- A verbal enquiry where you consent to be contacted at a later date/time with a response to an enquiry
- A third-party booking or equiry through freetobook.com or booking agent.
- A request to be contacted at a later date regarding any offers
In order to process bookings and reservations the following information is required and subsequently stored for the following process:
The name and address of the individual or party making a booking or reservation
The email address (or other form of electronic contact detail e.g. social media) of the individual or party making a booking or reservation
The names of the guests and any relevant details to accommodate and facilitate an individuals stay with us, for instance whether that is specific room requirements, dietary requirements, or accessibility requirements.
How your data is stored
Your data is stored in a secure manner and is not accessible to the public or third parties. All data is treated responsibly and is stored on password protected systems.
Enquires and bookings by third-parties such as freetobook.com are secure password protected services and do request or retain information other than information relevant for your booking and stay with us.
Payment by credit or debit cards are performed using an authorised card processing terminal. The payment details generated from this transaction in the form of a payment receipt are stored in a secure location.
A sign-in and registration form that is completed when you arrive is stored in a secure location for the purpose of future reference over a 12 month period, which is a requirement of UK law.
Any confidential paper-based information will be shredded when no longer required.How your data is used
We only use the information you provide to us for the purpose of your booking and stay with us (such as confirmation of a reservation, response to an enquiry or request feedback regarding your stay with us), unless you specifically ask us to keep your information for future reference. Any specific requests could include offers or events we may hold such as a social media friend or if you specifically ask us to email, post printed literature, write or phone you. Your data is not shared by us with third-parties.Electronic Data Security
We use email (or a contact form to send an email to us without an email application) as a our means of electronic communication. Email is not a guaranteed method of security so any sensitive information should not be included within an email. Any email received is stored within an email client only accessible from password protected devices. We routinely delete email that is no longer relevant with the current running of the business.
Your data and personal information is only retained for an appropriate time period that services your booking and stay with us or to comply with UK government legal requirements. In some instances data and information may need to be shared with an accountant for the purpose of declaration to HM Revenue and Customs or UK law enforcement.
Outside of these requirements all information is disposed/deleted in a secure manner.
The Phoenix Court website and third-party links
We do not transfer your data outside of the EU.Individual Rights
In accordance with GDPR regulations you may request a copy of all personal information we hold regarding yourself. This can be provided in accordance to the regulation so longs as evidence of your identity can be appropriately validated.
You have the right to request that all personal data with respect to yourself be deleted or disposed of subject to EU/UK law requirements. Please contact us for enquiries or requests regarding this.
If you are not satisfied with the manner in which we store your personal data you have to right to complain to Information Commissioner's Office (ICO) thier website is www.ico.org.uk.
If any personal data we hold is compromised we are required to contact to ICO within 72 hours of being made aware of such a compromise.Updates to this policy
We do take your privacy and compliance with EU/UK regulations and law seriously. For this reason we review our policy regularly to ensure we are compliant.