The owners of Greetham Retreat Holidays, Rob and Jeanette Folwell are committed to respecting the privacy of all our customers. This policy has been prepared in line with the General Data Protection Regulations (GDPR) which takes effect on 25th May 2018. GRPR promotes fairness and transparency for individuals in respect of personal information and data and requires that Greetham Retreat Holidays is registered with the Information Commissioners Office (ICO), our registration reference number is ZA373721.
This Privacy Policy sets out how we at Greetham Retreat Holidays, also trading as Greetham Retreat Holiday Cottages (self-catering accommodation) and Greetham Retreat Caravan and Motorhome Club Certificated Location (CL) (touring caravan site) comply with our obligations under data protection legislation. It applies to any personal information we obtain about you, whether via our website @ https://www.greethamretreat.co.uk/ or from a telephone conversation with you or any other means, in connection with a booking or any other enquiry from you, or otherwise in connection with our businesses.
The data controllers as defined in the EU General Data Protection Regulation (GDPR) for this information are Jeanette and Robert Folwell; personal information will not be disclosed to third parties (except where legally required to do so and as further described below) and will not be used by us for any direct marketing purposes.
What is personal information?
1.1 Personal information is information about you and from which you can be identified. It includes your name, address, contact details, email address, payment information and details of your bookings.
What personal information will we collect?
2.1 We will collect and process personal information about you during our business relationship with you. This can be through a variety of channels, including by telephone, via our website, in person on site here at Greetham Retreat Holidays and via third party booking and advertising websites and publications.
2.2 This information may include:
- your name and address;
- your phone number or mobile number and e-mail address;
- the ages of any children;
- your payment method and details if you make a booking;
- details of the bookings you make, and the services/additional equipment requested;
- other information you provide when completing forms (e.g. booking or enquiry forms), requesting further services or speaking with us, including information you provide in connection with your stay here at Greetham Retreat Holidays;
- security CCTV footage in which you may feature when you visit Greetham Retreat Holidays; and
- if you have an accident while on our premises that you bring to our attention, we may record details of that accident and any injury you suffered.
2.3 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.
2.4 We may also collect information about you from third parties where this is relevant to our relationship with you, by obtaining personal information about you from third parties who provide us with the contact details of individuals who are interested in staying in our self-catering accommodation or on our caravan site.
2.5 We may collect information about your usage of our website, that may be obtained using a cookie file that is stored on the hard drive of your computer, tablet or mobile device. You can disable these cookies by changing your browser settings.
2.6 We have a lawfull basis for collect and retain personal information from you, to enable us to process your booking or to comply with our legal obligations.
2.7 We may also collect and retain personal information from you with your consent, when you send us an email, send us a message via our website Contact Us page, or when speaking on the telephone, in oder for us to answer and deal with your enquiry.
How will we use your information?
3.1 We use your personal information for our businesses effective operation and in connection with our relationship and dealings with you.
3.2 Your personal information may be used by us for the following purposes. For each of these purposes, we have set out the legal basis on which we process your information.
| Purpose |
Legal Basis |
| To administer booking requests, including confirming your booking and otherwise communicating with you about your booking. |
This processing is necessary for the performance of our contract with you or for taking steps at your request to enter into a contract; some uses of your information for this purpose may be for our legitimate lawful business basis or with your consent |
| To provide you with equipment, products and services you request |
Depending on the circumstances, the processing is carried out for the performance of our contract with you, for taking steps at your request to enter into a contract, for our legitimate lawful business basis or with your consent |
| To help us to provide, review, develop, improve and tailor our services to your requirements; this may include contacting you (including by email) for these purposes. |
The processing is carried out for our legitimate business purposes or with your consent |
| To provide you with information that you have requested from us |
Depending on the circumstances, the processing is carried out for our legitimate lawful business basis or with your consent |
| To address any claims made against us; for example, we may share personal information/details or CCTV footage with our insurers in connection with any claim made or likely to be made against us |
Depending on the circumstances, the processing is carried out for our legitimate lawful business basis or in connection with legal proceedings (i.e. the establishment, exercise or defence of legal claims) |
| To comply with any legal or regulatory obligation (including in connection with a court order) |
This processing is necessary for compliance with the law |
| To enforce or apply the agreements we have with or otherwise concerning you (including agreements between you and us or our affiliates) |
Depending on the circumstances, the processing is carried out for our legitimate lawful business basis or in connection with legal proceedings (i.e. the establishment, exercise or defence of legal claims) |
| To protect our rights, property or safety or those of our customers, or other third parties |
Depending on the circumstances, the processing is carried out for our legitimate lawful business basis, compliance with law, to protect the vital interests of a living person (i.e. matters of life or death), or in connection with legal proceedings (i.e. the establishment, exercise or defence of legal claims) |
Close circuit television cameras (CCTV)
4.1 We use CCTV cameras at Greetham Retreat Holidays to assist in the prevention and detection of crime and safety reasons. The CCTV cameras are located only in public areas and warning signage is clearly displayed in these areas.
With whom do we share your personal information?
5.1 In connection with the uses referred to above, we may disclose your personal information to certain third parties, including:
- to external agencies and organisations (including the police and other law enforcement agencies) for preventing and detecting fraud (including fraudulent transactions) or any other criminal activity and for the assessment and collection of taxes; or to comply with planning conditions or other legislation and
- our insurers and our and their advisers if a claim is made or could be made against us.
5.2 In respect of Caravan and Motorhome Club (CAMC) members we may share you personal information with staff at the Caravan and Motorhome Club in order to confirm that you are a member of the said organistion, which is a condition of staying on our caravan site.
5.3 If we sell our business as a going concern, we may disclose the personal information held by us, to the purchasers to enable them to continue operate the business and provide the services required by customers.
5.4 We may pass your personal information to third parties if we are under a duty to disclose or share your personal information to comply with any legal or regulatory obligation.
5.5 You should be aware that, if we are requested by the police or any regulatory or government authority investigating suspected illegal activities to access and disclose individually identifiable information concerning your activities whilst using our website or whist staying, using our free Wi-Fi, we reserve the right to do so.
How long will we keep your personal information?
6.1 We will keep your personal information for as long as is necessary given the purposes for which it was collected.
6.2 We will keep your personal information obtained and resutling from our legitimate lawful business processes or with your consent will be retained for a period of 4 years from the end of the financial year in which you stayed to enable us to ensure your holiday and any subsequent holidays run smoothly and effectively.
6.3 Our CCTV system records images on a standalone hard drive not connected to the internet. These images are over written every 28 days and will not be available or retained after this time, unless a copy has been requested and made for the prevention and detection of a crime.
6.4 We are also required by some specific legislation to maintain records which may include your personal information as shown below:
a) Self-catering accommodation premises must keep records of all guests over the age of 16 years under the Immigration (Hotels Act) Order 1972 (as amended). To comply we collect the following information from guests on arrival.
For anyone who is not a British, Irish or Commonwealth guest, we are also required to record their passport number and place of issue (or other document which shows their identity and nationality) and details of their next destination (including the address, if known on or before departure.
This information must be retained for at least 12 months and made available for inspection by a police officer or duly authorised person at all times.
b) Government agencies like HM Revenue and Customs require business records to be kept by all self-employed people. Jeanette and Rob Folwell, the owners of Greetham Retreat Holidays are self-employed and are therefore required to keep records when they submit their tax returns. They keep records of all bookings and financial transactions including all income and expenditure in relation to their businesses. This includes all receipts, invoices and other supporting documentation and correspondence including emails, letters and booking diaries which may include personal information
We have been advised by our Accountants that we are required to keep these records for at least 7 years after the end of the relevant tax year.
c) East Lindsay District Council planning authority have imposed a planning condition to our self-catering accommodation at Greetham Retreat Holidays in pursuance of their powers under the Town and County Planning Act 1990. This Planning Condition requires the owners to maintain an up to date register of all occupiers of accommodation on site and of their main home address and shall make this information available to the Local Planning Authority upon request. Their reasoning for this Planning Condition is ensure that the development is restricted to holiday use only and that the holiday cottages are not used for residential purposes.
Having consulted with the Planning Authority regarding this condition they have now confirmed the following: ‘Whilst the condition does not state a time limit for this information to be held, it was considered unreasonable and unnecessary to keep the information longer than 10 years (as a breach of condition would become immune from enforcement action after a period of 10 years). In relation to the names and addresses of all guests, the condition strictly requires all occupiers to be on the register. In this case, it is considered reasonable for the number and ages of children to be kept on the register but not full names and addresses. In relation to other adult occupiers (apart from the lead booking), it is considered that this would still be relevant information in relation to the reason for the condition being imposed and the names and addresses of these should be included in the register.’
Your online security
7.1 We take your security very seriously. We take steps to protect your personal information in accordance with our duties under applicable data protection law.
7.2 This website and our emails are hosted within a secure data centre in the London, UK provided by Yello Media, the host company is also subject to GDPR rules and legislation.
7.2 Our website uses SSL security which increases security by encrypting the data transfer between our website and its visitors, customers and all users. Many users appreciate that a website is protected by SSL, which is indicated by the “https” in the browser’s address bar. As this website uses SSL, it can store confidential information securly. For example, customers names and contact information.
7.3 Our website operates via WordPress and other plugins which all have security updates dowloaded as nesessary. We also maintain and have anti-virus softwear installed on our website.
7.4 Our office computor is only accessible by the owners of Greetham Retreat Holidays, Jeanette and Rob Folwell and is only accessed via a password. This is housed in a secure office within a secure brick building.
7.5 We also maintain some paper records e.g. registration cards, diaries, reciepts, booking information and other correspondence that may contain personal information regarding bookings and enquiries. These are housed in a locked metal filing cabinet within our seciure office as detailed in para 7.4 above.
We do NOT use your personal information for marketing purposes?
8.1 We do not use your personal information for any direct marketing purposes, unless responding to a specific request, question or enquiry about what services we provided and can offer as a business.
8.2 However, we may still use your personal information to provide you with important service communications, including communications in relation to any bookings or enquiries that you make.
Where will your personal information be processed?
9.1 In relation to the above uses of your personal information and the above sharing arrangements, your personal information will not, with our knowledge, be transferred to any country outside the European Economic Area (EEA. We always take steps to ensure that your personal information is adequately protected in accordance with the requirements of the EU General Data Protection Regulation (GDPR).
Third party websites
10.1 Our privacy policy relates only to information that we obtain from you. Our website contains certain links to other websites which may be of interest to you.
10.2 If you visit a website operated by a third party through a link included on this website, your information might be used differently by the operator of the linked website. You should look at the website’s linked privacy policy and take care, particularly if the website requires you to submit personal information.
10.3 Please also note that we are not responsible for the content that is displayed on these third-party websites.
What rights do you have with respect to your personal information?
11.1 Under the General Data Protection Regulation (GDPR) you have certain rights with respect to your personal information, including the right to request access to your personal information.
11.2 If you believe that the information we hold about you is inaccurate and requires correction, please contact us using the details below.
11.3 Should you wish to obtain a copy of the personal information that we hold on you, please contact us using the details below. We may require further information to respond to your request (for instance, evidence of your identity and information to enable us to locate the specific personal information you require).
Complaints
12.1 If you have a complaint regarding the use of your personal information, please contact us using the details below.
What we use cookies for?
13.1 Our website uses cookies.
13.2 Cookies are small text files which are put on to your computer, tablet or mobile device by a website.
13.3 This policy explains how we use cookies, so you can understand what they are and what information they collect while you use our website.
13.4 By using our website, you agree to us using cookies as set out in this policy.
13.5 This website also uses Google Analytics to help analyse how visitors use the site. Google Analytics uses a few ‘cookies’, which are small text files placed on your computer, to collect standard internet log information and visitor behaviour information in an anonymous form. Similar anonymous information is also stored by our web server in standard internet logs.
13.6 We do not collect any personally identifiable information about you on this website unless you explicitly submit it using a fill-in form (such as our cottage or caravan site booking forms or an enquiry form). The anonymous information about your use of this website generated by Google Analytics cookies, including your IP address, is transmitted to Google and processed to compile aggregate statistical reports on activity for this website alone. We use these reports to evaluate visitor usage, which we consider essential to our business planning processes. We will not link, or seek to link, an IP address with the identity of a computer user; similarly, Google will not associate your IP address with any other data they hold. The Google Analytics privacy overview provides more information about how it uses cookies and IP address information. When you submit personal information If you choose to submit personally identifiable information using one of the fill-in forms on this website (such as our booking or enquiry forms) that information is then sent to us by email.
13.7 We will show or send you a copy of the information you have submitted when confirming your booking or replying to your enquiry, this enables you to print out for your records if you wish. We also store it on our business PC and it may be printed out for our records.
13.8 Other 3rd party cookies Videos on this site are embedded from YouTube, which is run by Google and also uses cookies. Our page is configured so that these cookies will only be triggered if you click to play the video. Please refer to the Google privacy policy for further information.
Refusing cookies and changing your mind after you’ve accepted
Refusing cookies:
14.1 You can change your browser settings to accept or refuse all cookies, choose which cookies you want or don’t want, or ask to be notified when a cookie is set. Use the help feature in your browser to see how.
Changing your mind after you’ve accepted our cookies:
14.2 If you change your mind after you’ve accepted cookies, you’ll find an option within your internet browser to clear cookies that have already been set. Use the help feature in your browser to see how. You’ll then need to change your browser settings to refuse cookies in future.
14.3 Just so you know, you will not be able to benefit from all the features of our website or to carry out bookings online with us, if you refuse cookies.
Contact
15.1 To contact us, please use the following details:
Jeanette and Rob Folwell (Owners),
Greetham Retreat Holidays,
Greetham Lodge,
Tetford Road,
Greetham,
Horncastle,
Lincolnshire.
LN9 6PT
Updates
16.1 If we decide to change this policy, we will post the updated policy on this website. The updated policy will take effect as soon as it is posted on our website. This policy was last reviewed in April 2021.
