Marsham Court Hotel Ltd – Privacy Notice

We take data protection seriously and are committed to protecting all personal
information you provide to us. We believe it is very important to respect the privacy
of individuals and adhere to the data protection legislation. In this Privacy Notice, we
explain what information we collect and for what purpose, what we do with it, who
will have access to it, how long we will keep it and how we will keep it secure. We
also explain how you can contact us and what your rights are.

This Privacy Notice covers:
• Who we are
• What Personal Information We Collect and How We Use It
• Who Will Have Access to Your Personal Information
• How Long We Keep Your Personal Information
• International Transfers
• Security of Your Personal Information
• Your Rights
• Other Websites
• How to Contact Us

Who We Are

Marsham Court Hotel Ltd is the ‘Controller’ of any personal information that you
provide to us. We will therefore process your personal information in accordance
with all applicable laws, including the General Data Protection Regulation (GDPR)
and the Data Protection Act 2018 (DPA 2018).
What Personal Information We Collect and How We Use It

Website Users

When you visit our website we use a third party service, Google Analytics, to collect
personal information from you. Click here for our Cookie Policy. If you make a
reservation on line to stay with us, eat with us or attend one of our functions or
events, see below for details on what we collect for this purpose and how we use it.

Hotel Residents

If you stay with us we will collect your name, address, email address, car registration
number (if using our car park) and payment details. If you are visiting us from
overseas we will also collect your passport details, as required by law. We will only
use the personal information you provide to us for the purposes of confirming your
booking, sending you a welcome text, a goodbye text or email and for administering
your stay and will not use it for anything else, unless you agree to this. For example,
when you check in we will ask you to complete a Guest Registration Form and in
doing so you will be able to opt in to receiving our newsletter, which will provide
information about forthcoming events and special offers at the hotel. However, you
are under no obligation to agree to this and if you do not wish to receive our
newsletter we will respect your wishes.

Restaurant, Events and Functions

If you dine with us or join us at one of our functions or events, we may collect your
personal information only if this is necessary. For example, if you wish to reserve a
place at one of our functions or events it will be necessary to take your name and
contact details, together with your payment. We will only use this personal
information for the purposes of processing the transaction and we will not use it for
anything else, unless you consent. For example, we will only contact you to tell you
about future events and functions at the hotel if you agree to this. If you do not wish
to hear from us in this regard, we will respect your wishes.

Wi-fi

If you would like to make use of our free Wi-Fi whilst visiting us, you will be asked to
provide your name and email address. You will also be asked if you would like to
receive our monthly E-shot/Newsletter. This is not a condition of using our free Wifi
and you are under no obligation to do so.

Job Applicants

If you apply for a job with us we will ask you for your name, contact details, proof of
identity, previous experience, education, proof of qualifications, referees and for
answers to questions relevant to the role you have applied for. We will only use this personal information to assess your suitability for the role and will not use it for
anything else, unless you consent.
Only if we offer you a position will we ask for further personal information from you
such as your bank details, in order that we can pay you. We will also ask for
referees, in order that we can obtain a reference for you. At this stage, we will also
ask you to complete a questionnaire about your health in order to establish your
fitness to work and assess whether any adjustments are necessary in order to
support you in your role. We will also ask for your emergency contact details so that
we know who to contact for you in the event of an emergency. We will only use this
personal information for the purpose of welcoming you into our team and thereafter
for the purpose of your employment. We will not use it for anything else, unless you
ask us to or we have your consent to do so.

Employees

If you come to work with us we will process the personal information you give us for
the purposes of your employment with us. Full details will be provided in your
contract of employment and/or the Staff Handbook.
Who Will Have Access to Your Personal Information

Processors

At Marsham Court Hotel, we use processors to assist us. These are third party
companies that help us with certain tasks. For example, we use Simon Scarborough
Associates and Recruitment Solutions to assist us with the recruitment process, we
use Cracking Media to manage our website, Peninsula for HR matters,
IHotelligence/Vertical Booking/Events 500 for hotel bookings, Numinous Digital
marketing and Interactive Ltd for marketing, Wedding Dates to manage wedding
enquiries, D2i provide a platform via which we send our monthly E-shots, Century IT
for IT support, Maidman Moving and Storage Ltd (Maidman) and Identity Destruction
for confidential waste, AllSorts to send Newsletters via post and FireText
Communications Ltd to send texts to welcome guests before they arrive and to say
goodbye when they leave.

The processors only act on our strict instructions. They do not share personal
information with anyone else, they keep it secure and only retain it for as long as we
direct. We have suitable Data Processing Contracts in place with all of our
processors to ensure that your personal information is appropriately safeguarded.

Website Users

Google Analytics process your personal information on our behalf.

Click here for our Cookie Policy.

Hotel Residents, Restaurant, Events and Functions

Our staff will have access to your personal information, if they need it to carry out
their roles and will be permitted access for this purpose only. Your personal
information will not be shared with anyone else not mentioned in this Privacy Notice,
unless you consent to this, subject to certain legal exceptions.

Wi-fi

When you use our the wi-fi, we do not share the personal information we collect from
you in relation to this with anyone else not mentioned in this Privacy Notice.

Job applicants

Your personal information will be accessed by our managers and/or directors that
need to see it in order to make decisions on your application and will not be shared
with anyone else, unless required by law.

Employees

Your personal information will be accessed by our managers and/or directors that
need to see it in order to make decisions on your employment. Some of your
personal information will also be shared with HMRC, as required by law. Full details
will be provided in your contract of employment and/or the Staff Handbook.
How Long We keep Your Personal Information

Website Users

Our Cookie Policy explains when the cookies expire. Click here for our Cookie Policy.

Hotel Residents, Restaurant, Events and Functions

If you stay with us we will keep your personal information for 2 years. If you dine with
us we will keep your personal information only as long as is necessary for
administering the transaction. If you attend one of our functions or events we will
keep your personal information only as long as is necessary for administering the
transaction.

Wi-fi

We will keep the personal information we collect when you use our wi-fi only for as
long as you are connected to and using our wi-fi. We will not retain it following this.

Job applicants

If your application to work with us is unsuccessful, we will ask you if you would like
us to retain your details for 12 months in case another suitable position arises. We
will only do this if you consent. If you do not consent, we will securely destroy your
personal information after 3 months.

Employees

Your personal information will be kept whilst you are working for us and for 6 years
thereafter. Full details are contained within the Staff Handbook and/or your contract
of employment.

International Transfers

We will not transfer your personal information outside the EU. When the UK is no
longer part of the EU, we will continue to ensure that appropriate technical and
organisational measures are implemented to safeguard personal information.
Security of Your Personal Information

In accordance with the requirements of the GDPR and the DPA 2018, we take
appropriate technical and organisational measures to safeguard your personal
information.

Your Rights

You have rights under the data protection legislation and, subject to certain legal
exemptions, we must comply when you inform us that you wish to exercise these
rights. For example, you have the right to request a copy of the personal information
we hold about you. This is known as a Subject Access Request and there is no
charge for this, providing the requests are not manifestly unfounded or excessive.
Your request needs to be made in writing and sent to the Data Protection Officer at
the address given below under ‘How to Contact Us’. We may ask you to provide ID
before processing the request. Once in receipt of this, we will process the request
without undue delay and within one month.

You also have rights in relation to rectification, erasure, restriction, data portability,
objections and automated decision making. If you would like to exercise these
rights, please contact the Data Protection Officer using our contact details below.
You have the right to complain to the Marsham Court Hotel Ltd about the way your
personal information is processed. Please contact the Data Protection Officer using
our contact details below. If you remain dissatisfied, you may also complain to the
Information Commissioner’s Office.

They can be contacted at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk

Other Websites

Our website and emails may contain links to other websites. We are not responsible
for the content or practices of these other sites and we recommend that you check
their own privacy policies.

How to Contact Us

If you have any questions or concerns about this Privacy Notice or about how your
personal information is being processed or if you wish to make a Subject Access
Request, please contact:

Ms Jane Swift – Data Protection Officer (DPO)
Marsham Court Hotel
3 Russell Cotes Road
Bournemouth
Dorset
BH1 3AB