Here at Hill View Farm B&B and Shepherd’s Delight Glamping Hut, we understand that customers care about the use and storage of their personal information and data. This document sets out our policy on how we collect, use and protect your personal information in accordance with the General Data Protection Regulations (“GDPR”) and Data Protection Act 2018. Please be assured that your personal data will be treated as strictly confidential. We do not use any form of automated decision making in our business.
For the purpose of the GDPR and Data Protection Act 2018, Mrs Gillian Harper is the “data controller” and any enquiry regarding the collection, processing, storage or amendment of your information should be addressed to
Mrs G Harper, Hill View Farm, Poundon, Bicester, OX27 9BB
Email: firstname.lastname@example.org Tel: 01869 277282
Contents of this policy:
- How we collect data
- Information we collect
- How we store your data
- How we use your personal information
- Data Security
- Data Retention and Disclosure
- Our Web Site (third party links & widgets, cookies, Google Analytics)
- International Data Transfers
- Your Rights
How we collect data
The data we collect is provided to us by you (or a travel agent or booking representative acting on your behalf). It is collected when:
- You use our online booking systems (Q-Book)
- You provide information to us in an email or a letter
- You provide information to us by telephone
- You tell us in person
- You provide information via Facebook
Information we collect
We collect this information when you make an enquiry and/or a reservation, as well as when you arrive at our premises to check in. This personal information includes the following:
Information required to complete a booking:
- The full name and address of the person making the booking
- The email address of the person making the booking
- Credit / Debit card details (stored by Q-Book)
The following information can also be provided but is not mandatory:
- The telephone numbers of the person making the booking
- The names of all guests staying as part of the booking
- Any additional information you wish to provide that you feel is important for us to cater to your requirements during your stay (e.g. food or other allergies, dietary requirements, special access needs, etc.)
How we store your data
We take all reasonable technical and organisational precautions to store your information in a secure manner and prevent its loss or misuse.
Online bookings for B&B through Q-Book
When you book our B&B accommodation online through Q-Book, your data is stored on a secure database operated by Q-Book. This database is fully compliant with the GDPR data rules. This Q-Book database does not store or capture any personal data other than as detailed above as required for your booking (see the Information we collect). Neither will Q-Book or Hill View Farm B&B transfer any personal data to any other party if it is not part of the booking and review process.
Payments by card Q-Book retain card details when an online booking is made and are fully PCI DSS compliant. Details are only taken for booking purposes and are held for no longer than is necessary. Hill View Farm takes payment only by bank transfer or Cash.
Guest Registration Forms
On arrival, we require you to verify your identity and booking details by completing and signing a registration form. We are required by UK law to retain this registration form for at least 12 months and keep it available for inspection by a police officer or duly authorised person. This registration form is kept in a secure location and can only be accessed by authorised personnel. After one year this form is destroyed using a shredder.
How we use your personal information
The personal information provided to us will only be used in connection with the services we are providing to you with regard to your stay at Hill View Farm. We will only use your personal data when legally permitted to do so under the lawful bases listed below.
We may use your personal information to:
A. Process your booking and provide confirmation details.
B. Obtain payments for our services via credit/debit card or other payment method.
C. Respond to your questions or comments via e-mail, telephone or post, and provide information that may be useful to you.
D. Request feedback about your stay with us, the booking experience and our website. This is sometimes done in conjunction with Trip Advisor or Q-Book.
To process your personal data for purposes A and B, we use the lawful basis of contract because we need to fulfil the contract between us (i.e. your booking to stay at Hill View Farm). We may also need to comply with a legal or regulatory obligation (accounting, taxation, law enforcement).
To use your personal data for purpose C, we use the basis of consent because you have asked us for information. You may withdraw your consent at any time.
When using personal data to serve our legitimate interests such as purpose D, we will always balance your rights and interests in the protection of your information against our rights and interests.
Once we have received your personal information, we have appropriate security measures to prevent your personal data from being accidentally lost or accessed in an unauthorised way.
Any information you give us relating to debit/credit card details is handled in a PCI DSS compliant manner.
Data Retention and Disclosure
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. We may have to share your personal data with our accountant, and if requested with HM Revenue & Customs and the Police or Immigration services.
By law we have to keep basic information about our customers (including contact details and financial/transaction data) for six years for tax purposes. We are also required by law to retain for 12 months the registration form you complete on arrival. After one year this registration form is destroyed using a shredder.
Our Web Site
Third Party Sites / Widgets
Our website may include links to third party web sites and widgets such as Trip Advisor. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party web sites or widgets.
Cookies & Google Analytics
International Data Transfers
We do not transfer any of your personal data outside the European Economic Area (EEA). However you should be aware that anonymous data from our web site statistics is collated and analysed by US-based Google Analytics software.
In accordance with UK and European law under the General Data Protection Regulation (GDPR), you may request that we provide you with a copy of the personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity. You also have the right to request that we delete and destroy your personal data. You can view full details about all of your rights under GDPR on this external web site: knowyourprivacyrights.org
Where we are using your personal data on the basis of your consent, you are entitled to withdraw that consent at any time subject to applicable law. Where we process your personal data based on our legitimate interest, you have the right to object at any time to that use of your personal data subject to applicable law.
- If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK regulatory authority for data protection issues (ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
- It is very important that the information we hold about you is accurate and up-to-date. Please let us know if at any time your personal information changes.
- If any breach of personal data occurs, we are obliged to notify the ICO within 72 hours of becoming aware of the breach.