New Park Manor

Luxury Family Hotels Privacy Policy

1. Introduction
At Luxury Family Hotels, we are committed to safeguarding the privacy of our guests, visitors, and website users. This Privacy Policy outlines how we collect, use, store, and protect personal data across our hotels. It applies to all hotels in our portfolio, including New Park Manor, Fowey Hall Hotel, The Ickworth, Moonfleet Manor, Woolley Grange Hotel. By interacting with our services, you agree to the terms outlined in this policy.

We do not sell or share your personal data with third parties for marketing purposes without your explicit consent. This policy also describes your data protection rights under the General Data Protection Regulation (GDPR).

2. Who We Are
Luxury Family Hotels operates a group of hotels, including New Park Manor, Fowey Hall Hotel, The Ickworth, Moonfleet Manor, Woolley Grange Hotel. Each hotel is a registered company with the following details:

Company Name: LFH Hotels Ltd
Registered Address: 4th Floor, 95 Chancery Lane, London, WC2A 1DT
Data Privacy Manager: Laura Cove
Contact Information: Email: Info@luxuryfamilyhotels.co.uk | Phone: 01305 786948

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioners Office (ICO) in the UK. However, we encourage you to contact us first to resolve your concerns.

3. How We Collect Your Personal Data
We collect personal data in various ways, including:

Direct interactions: When you make a booking, register for events, or communicate with us.
Website use: As you navigate our websites, we collect information about your usage patterns (via cookies) and any personal data provided via web forms.
Booking and transaction details: When you make reservations or purchase goods/services from us.
Newsletter sign-ups: When you opt into receiving email communications from us.
Other interactions: Information may be collected during your stay with us, such as through surveys or feedback forms.

We may collect the following types of personal data:

Identity Data: Names, titles, and other identifiers.
Contact Data: Address, email, phone numbers.
Transaction Data: Details of your reservations, including payment information (handled via third-party processors).
Technical Data: IP addresses, browser type, and operating system.
Marketing and Communication Data: Your preferences in receiving marketing information from us.

We do not collect special categories of data such as race, religion, political views, or health data, except in limited circumstances with your explicit consent.

4. Use of Cookies
Cookies are used on our websites to enhance user experience and collect statistical data on how the site is used. These cookies help us personalise content and improve website functionality. Some cookies are essential for our site’s operation, while others are used for analytical purposes through services like Google Analytics.

You have the right to adjust your browser settings to refuse cookies, but this may impact certain functionalities of the site. For more information, visit https://luxuryfamilyhotels.co.uk/cookie-policy/.

5. How We Use Your Personal Data
We process your personal data for the following purposes:

To manage and complete your bookings, transactions, or other requests.
To provide relevant information about your stay, including any offers or promotional material (only if you have opted in).
To send transactional communications, such as booking confirmations or responses to inquiries.
To improve our website, products, and services through analysis of user behaviour.
To ensure compliance with legal obligations, such as accounting and tax records.
For internal purposes, such as quality control, statistical analysis, and customer feedback.
To administer and manage our relationship with you, including the handling of complaints or disputes.

Where appropriate, we may use your personal data to notify you of similar products or services that may be of interest, provided you have opted into such communications. You can withdraw your consent at any time.

6. Sharing Your Data
We do not sell or share your personal data with third parties for their marketing purposes. However, we may share data in the following circumstances:

Third-party service providers: We work with carefully selected third-party providers (e.g., Online Travel Agents, booking systems, payment processors) to provide certain services. These parties only have access to the data necessary to perform their functions and are contractually bound to protect it.
Legal obligations: We may share your data when required to comply with legal obligations, such as law enforcement requests or fraud prevention.
Business transfers: In the event of a sale or transfer of part or all of our business, your data may be included in the transfer, provided that your privacy rights are upheld.

7. Data Security
We have implemented robust security measures to protect your personal data from being lost, accessed in an unauthorised manner, or otherwise compromised. These measures include encryption, access controls, and regular security audits. Additionally, only employees, contractors, and service providers who need access to your data for legitimate business purposes are granted permission to access it.

8. Retention of Personal Data
We will only retain your personal data for as long as necessary to fulfil the purposes outlined in this policy. This generally includes:

Booking and transaction records: Retained for six years for tax and legal compliance.
Marketing data: Retained until you unsubscribe or opt out of communications.
Website usage data: Retained for analytical purposes, but this does not identify you personally.
Consultation forms: Retained for 6 months after your date of visit.

You may request the deletion of your personal data at any time, subject to legal retention obligations.

9. Your Rights Under GDPR
You have the following rights under the GDPR:

Right to Access: You have the right to request a copy of the personal data we hold about you. This includes information about how we process your data and who we share it with. We aim to provide this within one month of receiving your request. In some cases, we may extend this period, but we will inform you if this is the case.
Right to Rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to request corrections. We will make these changes as soon as possible, and in most cases within one month. If we are unable to make the changes, we will explain why and outline your options.
Right to Erasure (Right to Be Forgotten): You can request that we delete your personal data if there is no valid reason for us to retain it. This right applies in situations such as when the data is no longer necessary or if you withdraw consent. However, certain legal obligations may prevent us from deleting all your data, and we will notify you if this is the case.
Right to Restrict Processing: In certain circumstances, you can request that we limit the processing of your data. This might apply if you contest the accuracy of the data or if you object to its processing. We will temporarily halt processing your data until the issue is resolved.
Right to Object: You can object to our processing of your personal data where it is based on legitimate interests or used for direct marketing purposes. If you object to direct marketing, we will stop sending you such communications immediately. For other objections, we will assess whether our legitimate grounds for processing override your rights.
Right to Data Portability: You have the right to request a copy of your data in a structured, machine-readable format that can be transferred to another service provider. This right only applies to data processed by automated means with your consent or under a contract. We will provide this data to you or directly to the third party you choose, where technically feasible.
Right to Withdraw Consent: If we are processing your data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before the withdrawal. Once consent is withdrawn, we may no longer be able to provide certain services, and we will inform you of any consequences.

To exercise any of your rights, please contact our Data Privacy Manager at info@luxuryfamilyhotels.co.uk or 01305 786948. We will respond to your request as soon as possible, typically within one month. In some cases, we may need to verify your identity before processing your request.

10. Third-Party Links and Websites
Our website may contain links to third-party websites, plug-ins, and applications. By clicking on these links or enabling such connections, third parties may collect or share data about you. We are not responsible for the privacy practices of these third-party websites, and we encourage you to read their respective privacy policies before interacting with them.

11. Marketing Preferences and Opt-Out
We may send you promotional offers and marketing communications based on your consent or legitimate interests, including information about our services, offers, or local events. You have the right to opt out of these communications at any time by:

Clicking the "unsubscribe" link in marketing emails.
Emailing us at info@luxuryfamilyhotels.co.uk
Calling 01305 786948 to update your preferences.

12. Data Breaches
In the unlikely event of a data breach, we have procedures in place to notify both you and relevant authorities if your personal data is at risk. If required by law, we will notify you of the breach as soon as possible.

13. Protection of Minors
We are committed to protecting the privacy of children aged 16 and under. If we become aware that we have collected personal information from a child under 16 without parental consent, we will take steps to delete it.

14. Changes to This Policy
We may update this policy from time to time to reflect changes in our operations or legal obligations. We encourage you to review this policy periodically for the latest information on our privacy practices. The latest version of this policy was updated on 25/09/2024.