We respect your privacy and are committed to protecting your personal information, which we call ‘personal data’. This privacy notice will inform you how we look after your personal data and about your privacy rights. It supplements any other notices and is not intended to override them.
We have tried our best to be brief and are happy to provide any additional information or explanation.
Data Controller (Park Owner referred to as “we/us/our”) – Scott, Jo, Bill, Angie Sanderson – Briarfields Motel and Touring Park
Data Protection Officer: The data protection officer can be contacted: Jo Sanderson (DPO), Briarfields Motel & Touring Park, Gloucester Road (B4063), Cheltenham, GL51 0SX. Email: firstname.lastname@example.org, Telephone: 01242 235 324.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO – www.ico.org.uk). We would really appreciate the chance to address any concerns you may have in the first instance.
It is very important that the personal data we hold about you is accurate and up to date – please keep us informed of any changes. This version was last updated on 4th February 2020 and historic versions can be obtained by contacting us.
Personal information is information about you and from which you can be identified. It includes your name, address, contact details, payment information and details of your bookings.
We will collect and process personal information about you in the course of our relationship with you. This can be through a variety of channels including via telephone, email, website, on-site or via third parties.
This information may include the following:
If you provide us with personal information about another person, you must ensure that before you provide us with their personal information, you have their agreement to do so and that they are aware of the ways in which we use personal information as set out in this policy.
You may give us data verbally, by completing forms or by corresponding with us by post, telephone, and email; or otherwise for example when you:
We may also receive personal data about you from third parties and public sources, including other customers when they interact with us.
We may also receive information about you from third parties where you have consented to such third party sharing your information with us.
We will only use your personal data when the law allows us to. We have set out below how and why we plan to use your personal data.
|Purpose/Activity||Lawful basis for processing including basis of legitimate interest|
|To register you with our business||Performance of a contract with you|
|To perform any contract with you including:||
|To manage our relationship with you which will include:||
|To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data||
|To make suggestions and recommendations to you about goods or services that may be of interest to you||Necessary for our legitimate interest (to develop and grow our business)|
|Asking you to partake in a review, prize draw, competition or complete a survey||Necessary for our legitimate interests (to study how people use our business, to develop and grow our business)|
|To deliver relevant website content and advertisement to you and measure or understand the effectiveness of the advertising we serve to you||Necessary for our legitimate interests (to study how people use our business, to develop and grow our business and to inform our marketing strategy)|
|To use data analytics to improve our website, products/services, marketing, relationships and experience||Necessary for our legitimate interests (to study how people use our business, to develop and grow our business and to inform our marketing strategy)|
|To address any claims made against us for example, we may share details of our accident logs and CCTV footage with our insurers in connection with any claim made or likely to be made against us||Depending on the circumstance, the processing is carried out for our legitimate business purpose or in connection with legal proceedings|
We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you.
We may then use your personal data to send you marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case you have not opted out of receiving such marketing.
We will get your express opt-in consent before we use your personal data for any other marketing purpose or share it with any third party for marketing purposes.
You can ask us or a third party to stop sending you marketing messages at any time by contacting our DPO.
Please note that we may process your personal data without your knowledge or consent where this is required or permitted by law. However, if we need to use your personal data for a new purpose and the law allows us to do so, we will notify you and explain the legal basis for our actions.
If we want to collect personally identifiable information through our website, we will be upfront about this.
When someone visits our website, we may use a third party service to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.
We use CCTV cameras on our park for crime prevention and safety reasons. Telephone calls may be recorded for training and monitoring purposes. We also collect still images and video footage via our CCTV and Automatic Number Plate Recognition (ANPR) cameras during your stay at our park. We may also receive personal data about you from third parties and public sources, including other customers when they interact with us and (if applicable):
Our website may include links to third party websites, plug-ins and applications. 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 websites and are not responsible for their privacy statements. When you leave our website we encourage you to read the privacy notice of every website you visit.
If you do not provide personal data to use and this would prevent us from performing the contract we have or are trying to enter into with you, or place us in breach of the law, we may have to cancel our contract. We will notify you if this is the case.
We may share your personal data with third parties to help us run our business or carry out our obligations to you:
|Name||Lawful basis for processing including basis of legitimate interest|
|Other companies in our group||Performance of a contract with you.
Necessary for our legitimate interests (performing the contract)
|Services providers for IT and system administration||Performance of a contract with you.
Necessary for our legitimate interests (performing the contract, using your data as we have describe in this notice)
|Our professional advisers including lawyers, bankers, auditors and insurers||Necessary for our legitimate interests (complying with our legal obligations)|
|HM Revenue & Customs, regulators and other authorities||Necessary for our legitimate interests (complying with our legal obligations)|
We may also share your personal data with any third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your data outside the European Economic Area.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
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.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. You can ask us about the retention periods for different aspects of your personal data by contacting our DPM.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
We do not knowingly collect data relating to children.
No fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.