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
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, administering your stay, to trace you after you vacate because you have left something behind or if you have caused damage during 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.
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.
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.
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
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 Geecon to manage our website, Peninsula for HR matters, IHotelligence/Vertical Booking/Events 500 for hotel bookings, Wedding Dates to manage wedding enquiries, D2i provide a platform via which we send our monthly E-shots, Amica Tech 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.
Google Analytics process your personal information on our behalf.
Hotel Residents, Restaurant, Events and Functions
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.
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.
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.
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
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.
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.
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.
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
Water Lane Wilmslow,
Cheshire SK9 5AF,
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