We want to tell you clearly and simply how we look after the information you give us – and this is where we tell you what we do.
At Greenwood Grange, Dorset we collect different types of information about you for seven main reasons:
To manage your accommodation booking. To manage event bookings. To help us to monitor and improve the services we offer. To enable us to offer free wifi. To record any incidents at our sites. For security reasons (e.g. CCTV). To market products and services where we have the appropriate permissions.
Some of our services, for example wifi, may have their own specific privacy policy because the services we provide in that instance are different. So please do check when you sign up or register just to be sure you know what is happening to your information.
To make it easier for you to read this policy, we have split it into a number of different sections
About us. When you book. Other uses of your data. Updating your personal information or requesting a copy. Who we share data with. Use of Cookies. About our advertising. Legal information and how to contact us. Changes to this privacy policy
The protection of your privacy and personal information is important to us. We make sure that not only do we have appropriate security measures in place, but that any other organisation we work with to provide a service also meets the same standard as us. We will respect your privacy. You should receive marketing emails only from us. We will make sure that the boxes you need to tick if you are happy to receive marketing are presented clearly and at an appropriate time. We will make it clear at the point when we request your information, what we are collecting it for and how we are going to use it. We will collect and use your personal information only if we have your permission or we have sensible business reasons for doing so, such as collecting enough information to manage your booking. We will minimise the amount of information we collect from you to what we need to deliver the services you have requested. We will be clear in our dealings with you as to what information about you we will collect and how we will use it. We will use personal information only for the purposes for which it was originally collected and we will make sure we delete it securely. Our websites are accessible via the internet. Please remember that if you post any comments or links on any of our sites that they can be read and accessed by anyone and everyone. If we, our service providers, or our commercial partners transfer any information out of the European Economic Area (EEA), it will only be done with the relevant legal instruments or permissions being in place.
What information do we collect about you and how do we use it?
We collect information on you:
When you make a booking at our site. When you contact us for information or make a provisional booking. When you sign up for a newsletter. When you use the website. When you log onto the wifi at our site. Through cookies. If you choose to reveal information in postings. If you complete your details on research questionnaires, and when you enter sales promotions and competitions which we might run in conjunction with third parties such as Visit Dorset.
The legal bit…
Bear with us – we have to tell you the reason for collecting your information – and this is called the legal basis for processing.
Where you provide information in the course of a booking we process your data under Contract, i.e. your data is necessary to fulfil the service you are paying for. If you are an existing customer, any additional contact, i.e. giving you the opportunity to book for next season earlier than people who are not existing customers, telling you about events and offers, is managed under legitimate interest. Following up on a provisional booking or enquiry is managed under legitimate interest. Sending you marketing information such as offers and events as part of our regular newsletter is managed under consent.
Under the terms of current data protection legislation, we will always make it as easy as possible for you to opt out of unwanted processing, providing it does not restrict our ability to provide you with the service you have requested.
Profiling
From time to time we may use some elements of the data you supply to target the messages we send you. For example, we may use the details of the time of year you have previously used our accommodation to send you details of specific events.
None of this information is collated by wholly automated means and the rights and freedoms of the data subject are safeguarded by suitable measures.
How long do you hold on to my data?
Because we collect data for a wide range of purposes, we do not have a singularly defined retention period. For each individual product and service we define a carefully assessed time frame within which we retain your data. For example, we are obliged by legislation to keep details of any financial transactions for seven years.
After this, data is managed to ensure that it is either erased from our system, minimised and retained for legal reasons or pseudonymised and retained on a global suppression list to ensure that you do not receive unwanted messaging from us.
The minimum information we need from you book accommodation is your name, and address, landline telephone number and email address. We will ask you more questions for different services, including marketing emails. Unless we say otherwise, you must answer all the booking questions.
We will process data collected for the purpose of fulfilling your booking on the basis of Contract to deliver the service you have requested. We will also, on the basis of legitimate interest, contact you the following year to give you an opportunity to book accommodation at the earliest possible opportunity. You always have a choice and can opt out of processing on this basis at any time by contacting our Database Manager by email at hello@greenwoodgrange.co.uk or telephone 01305268874
We do not sell your data at any time.
Use of children’s data
We collect a very small amount of personal information (names and age) about children under the age of 16 in the context of an accommodation booking for safeguarding purposes.
If you would like access to, or a copy of, the personal information we hold about you; would like to request a correction; want to restrict how it is used; want to ask us to remove your data from our databases; or have any questions about how we may use it; please contact the by email hello@greenwoodgrange.co.uk or telephone 01305 268874
Requests will be handled without undue delay, and in the case of a request to rectify or gain access your information will be responded to within the time periods specified by the ICO.
To do this or to update your personal information at any time please contact our Database Manager via hello@greenwoodgrange.co.uk or telephone 01305 268874
We will not share your personal information with others for marketing purposes unless you have given us your permission. If we have your permission, we will share your information only with other organisations we have chosen carefully.
We may make other organisations’ services available, through our sites, although we are not necessarily operating these sites. We process any information which we collect when you access a service provided by another organisation under this privacy policy. Information these other organisations collect is governed by their own privacy policies.
We can access and release personal information to keep to relevant laws and government requests, to operate our systems properly and to protect both us and our users.
Any other organisations who access your information in the course of providing services on our behalf will be governed by strict contractual restrictions to make sure that they protect your information and keep to data-protection and privacy laws which apply. We may also independently audit these service providers to make sure that they meet our standards. We may use service providers to help us run these sites (or services available on the sites), some of whom may be based outside the EEA or countries deemed adequate by the EDPB.
Cookies are little packets of data that sit on our website, in some cases to make it work, and in some cases to add additional services. For more information about cookies, how to look after them, even how to turn them off, please visit our page on cookies – link to cookie policy here.
Google Analytics
We use Google Analytics on our sites for anonymous reporting of site usage and for advertising on the site. If you would like to opt-out of Google Analytics monitoring your behaviour on our sites please use this link https://tools.google.com/dlpag...
We may share anonymised behavioural data with advertising partners, including commercial organisations that fund content labelled ‘Supported by’, ‘Paid content/Paid for by’ or ‘Sponsor content/from our sponsors’. This may mean that when you are on other websites, you will be shown advertising based on your behaviour on The Greenwood Grange website. We may also show you advertising on our site based on your behaviour on other sites.
If you want to opt out of receiving online behavioural advertising, this does not mean that you will no longer receive advertising when you are using our sites. It just means that the advertising you see will not be customised for you.
Sometimes we also use Google AdWords Remarketing and Similar Audiences, LinkedIn Matched Audiences and Facebook Lookalike Audiences services to advertise on third party websites (including Google, LinkedIn and Facebook advertising networks) to previous visitors to our site or users with similar interests. It could mean that we advertise to previous visitors who haven’t completed a task on our site, for example using the contact form to make an enquiry, or users with interests like our previous visitors.
This could be in the form of an advertisement on the Google search results page, on a site in the Google Display Network, or on Facebook and/or LinkedIn advertising networks. Third-party vendors, including Google, LinkedIn and Facebook, use cookies to serve ads based on someone’s past visits to the website. Of course, any data collected will be used in accordance with our own privacy policy and third parties advertising networks’ privacy policy.
If you wish to opt out from Google Remarketing or Similar Audiences you can do so by visiting Google’s Ads Settings here: support.google.com/ads/answer/2662922?hl=en-GB),
If you want to opt out of receiving online behavioural advertising, this does not mean that you will no longer receive advertising when you are using our sites. It just means that the advertising you see will not be customised for you. If you would like more information about OBA and how to opt out of it, please visit youronlinechoices.com or optout.networkadvertising.org (if accessing from the US.)
Advertising on mobile devices may require the collection and sharing of the unique device ID with companies who purchase advertising space on the mobile application.
Dorset Meadows Ltd is a company registered in England with the number 07119139. Our registered company address is 14A Albany Road, Weymouth, Dorset. DT4 9TH. We are registered as a data controller with the Information Commissioner’s Office.
If you would like to contact Greenwood Grange, please email hello@greenwoodgrange.co.uk or contact us by telephone on 01305 268874.
Your right to complain
If you are not satisfied with the way your request was handled, you have the right to lodge a complaint with the supervisory authority – details of which are given below:
Information Commissioner’s Office
https://ico.org.uk/concerns/
Telephone: +44 303 123 1113
If we make changes to our privacy policy we will show you what they are here. If these changes are significant, we may also choose to email relevant individuals with new details. If we are required by law, we will obtain your consent to make these changes.
Changes to this policy by date
April 2023 – New company details updated.
