We will only collect, process use, share and store your personal information where we are satisfied that we have an appropriate legal basis to do this. In most cases this is because we need to perform your booking for accommodation or take steps to enter into that contract with you; but it could also be where you have given us your specific consent to the use of your information, to comply with a relevant legal or regulatory obligation that we have, or for our legitimate commercial interests as a commercial organisation. The policy below sets out in further detail our use of your personal information in each relevant situation.

We will collect personal information from you via the following methods:

• by specifically asking for it when you write, telephone or email us or contact us via our website to make an enquiry;
• when you make a booking with us over the telephone, via our website or by email; or
• where you engage with us via any of our social media platforms, not limited to: Facebook, Instagram, or LinkedIn.

We may collect all or some of the following information relating to you and other members of your holiday party:

Group type i.e. if it is a hen party, stag party, corporate event, mixed couples or family with children

Full names of all guests

Gender of guests, to ensure activity packages can be planned accordingly

Number of children (if any)

Home address

Home and Mobile Numbers

Date of Birth

A copy of your passport and/or driving licence

Dietary Requirements

Special Information e.g. heights, weights and medical conditions

Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. We will use such information to identify you as a visitor. We may also collect statistics about the behaviour of visitors to our website. Further information on the use of cookies on our website can be found in the cookies section below.

Credit / Debit Card details / Bank details  (Payment information)

When we enter into a contract to provide you with accommodation, we must use your information in the following ways:-

• We will use the names, dates of birth and contact details of all people on your booking to pass on to the providers of the services making up your booking. They need this information in order to arrange and secure your booking, and to assess whether the profile of the group is suitable for the accommodation in question. We use the copy of your passport to verify your identity.
• We may also use the postal and email address you give us to send you confirmation and itinerary documentation.
• Your credit/ debit card or other payment details may be used to take authorised payments for your booking or to process refunds.
• We need to understand any special requirements you have (such as those relating to any dietary requirement, disability or medical condition) so that we can check that the services you have selected are appropriate for you. Where appropriate, and with the lead bookers specific consent, we will pass this information on to the suppliers of your travel arrangements so that they can plan your stay effectively.

We may also pass on other information relating to you for security and anti-terrorism purposes; or for any other purposes which a government authority determines appropriate or to comply with a relevant legal or regulatory obligation that we have.

If you fail to provide us with this information, we may not be able to plan or confirm your booking. And/or (after we have confirmed your booking) we may not be able to assist in you reaching and utilising your accommodation.

We will pass selected information to organisations who act as “data processors” on our behalf in order to provide you with our services. These functions include direct marketing, administration, customer care, website hosting and the re-organisation/structuring/sale of our business.

These third party processors have agreed to confidentiality obligations and to use any personal information we share with them or which they collect on our behalf solely for the purposes of providing their service to us.

If you would like to withdraw your consent to our use of the information as set out above, you should inform us as soon as possible by writing to us at info@celebrationcottages.co.uk or at our office address which is Unit 23, Queens Square Business Park, Honley, Huddersfield, West Yorkshire, HD9 6QZ, but please note the implications if you withdraw your consent to us using your information as described.

We will never use your information for marketing purposes unless you have provided your consent, or share information about you with third parties for their own marketing purposes. You will however have the opportunity to opt-in to receive marketing information about us and the holiday arrangements we sell from the agent via which you made your booking with us.

In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection or if you wish to make a complaint. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.

You may ask us in writing for a copy of the information we hold about you (for which we may charge a fee if your request is excessive) and in some circumstances to delete, rectify and block the information we hold about you; to complete and restrict its use, and to port it to another organisation. You have the right to request additional information about the handling of your personal data and to object to the processing of your data in some circumstances. Where we have asked for consent to process your data, you may withdraw this consent. Please note that we may not be able to provide some of these services if your request requires disproportionate effort on our part and any information that we do hold may already have been destroyed in line with our data retention policy (see below).

Should you wish to exercise any of your rights under data protection law, please contact us via email at info@celebrationcottages.co.uk.

We will take all necessary steps to make sure that the information we hold about you is kept secure at all times against unauthorised or unlawful loss or disclosure. We will retain it only for as long as it is needed for its original purpose or to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. Any information no longer required will be deleted or disposed of confidentially and completely. All information we hold will be deleted after 2 years from your booking departure date, unless we are required to keep such information for longer, in order to comply with our own legal obligations, for example, to comply with tax laws. We also have appropriate contractual obligations with our ‘data processors’ to ensure that they comply with the requirements of UK law. However, outside the European Economic Area, controls on data protection may not be as wide as the legal requirements in this country.

As our privacy statement may change due to developments in the law we encourage you to revisit this from time to time so that you are aware of any changes in how we gather and use your personal information.

Our website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Our website uses cookies to help us to identify and track visitors and their website access preferences. Visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before visiting our website.