Data Processing Notice

The Data Processing (Bailiwick of Guernsey) Law, 2017 requires us to provide certain information to you. We provide this via our Data Processing Notice below. This applies to all personal data collected Adair Bungalows Limited.

Who are we?

We are Adair Bungalows Limited, a company that runs holiday self-catering accommodation.

When personal data is collected

Personal data is collected:

  • When enquiries are received through the contact form on our website
  • When bookings are made through our external booking service provider
  • When emails are sent to markandem@adairbungalows.co.uk
  • When you interact with our online content via third parties
  • As part of the sign-up process for our newsletter
  • In some cases as a result of enquiries made by phone or in person
  • When you make a booking to stay at Adair
  • When you provide reviews via third parties
  • When complaints are made

How we use your personal data

Data collected through enquiries made through the contact form on our website

When completing the contact form on our website you provide us with your:

  • Full name
  • Email address
  • Telephone number
  • Dates you are enquiring about
  • Number of Guests
  • Any special requirements
  • Where you heard about us
  • Any specific questions you are asking us.

This information gets sent to us via email so that we can respond to your enquiry to give you the information you are seeking. We will only use this information for responding to your enquiry and will not be used for any other purpose.

 

Data collected when bookings are made through our external booking service provider

Online booking are taken through our online booking service provider, freetobook who are based in Glasgow, https://en.freetobook.com/.

When making a booking through our online booking service provider you provide us with your:

  • Full name
  • Other guest names
  • Child ages
  • Home address
  • Email address
  • Telephone number
  • Dates you are booking for
  • Number of Guests
  • Any special requirements

This information gets sent to us via email, and also stored on freetobook’s system, so that we can fulfil our contractual agreement with yourselves in relation to your booking. We will only use this information for the purposes of your booking. Freetobook’s data processing policy can be found here.

We are also required to request from you the below information once you have made a booking with us:

  • For all guests that are staying that are over the age of 16 years, their nationalities
  • For all guests that are staying that are over the age of 16 years, their reason for stay

We are also required to request from you the below information if you are not British:

  • Nationality, Passport number and place of issue
  • Next known full address of where you will be staying upon leaving Adair

We will request for this to be provided through a secure encrypted form, JotForm who are based in the USA, for collating this data.

We are required to hold all of the above information for a period of at least 12 months under The Immigration (Hotel Records) (Guernsey) Ordinance 1972 and for 7 years for tax purposes.

 

Data collected when emails are sent to markandem@adairbungalows.co.uk

When you send us an email regarding an enquiry, booking, maintenance issue, complaint or other matter of significance the data is stored in the UK and is kept as a record.

We process information supplied by email using standard email applications, and we may also record it in an excel spreadsheet document if it relates to a booking, maintenance issue, complaint or other matter of significance.

We are required to hold all of the above information for a period of at least 12 months under The Immigration (Hotel Records) (Guernsey) Ordinance 1972 and for 7 years for tax purposes.

 

Data collected when you interact with our online content via third parties

We process personal data when you interact with our content shared via third party services such as Instagram and Facebook.

We use this data solely for monitoring how well our content is performing (how many views it has, who likes it, who shares it etc.)

 

Data collected as part of the sign-up process for our newsletter

We process your personal data (in this instance: email address only) in relation to our newsletter sign-up process, using your explicit consent.

When completing our newsletter sign up form, you only need to provide your email address. We use your email address for the sole purpose of sending you the newsletter. During the sign-up process you will receive an email to verify your details and a confirmation email once sign-up has been completed.

We use the legal basis of ‘consent’ to process your data in this way, as such you are free to withdraw your consent at any time. An unsubscribe link is included in each newsletter email to enable you to unsubscribe. Or you can email markandem@adairbungalows.co.uk from the email address you are subscribed through and ask us to unsubscribe you.

We use Active Campaign to deliver our newsletter, they are based in the USA.

 

Data collected in some cases as a result of enquiries made by phone or in person

We may record information in relation to your query in an excel spreadsheet document if it relates to a booking, maintenance issue, complaint or other matter of significance.

 

Data collected when you make a booking to stay at Adair

When making a booking you provide us with your:

  • Full name
  • Other guest names
  • Child ages
  • Home address
  • Email address
  • Telephone number
  • Dates you are booking for
  • Number of Guests
  • Any special requirements

This information gets sent to us via email, or post, so that we can fulfil our contractual agreement with yourselves in relation to your booking. We will only use this information for the purposes of your booking.

We are also required to request from you the below information once you have made a booking with us:

  • For all guests that re staying that are over the age of 16 years, their nationalities
  • For all guests that re staying that are over the age of 16 years, their reason for stay

We are also required to request from you the below information if you are not British:

  • Nationality, Passport number and place of issue
  • Next known full address of where you will be staying upon leaving Adair

We will request for this to be provided through a secure encrypted form, JotForm who are based in the USA, for collating this data.

We are required to hold all of the above information for a period of at least 12 months under The Immigration (Hotel Records) (Guernsey) Ordinance 1972 and for 7 years for tax purposes.

 

Data collected when you provide reviews via third parties

This data processing sits with Trip Advisor and freetobook, please see their privacy policies for further details, and we may from time to time use this information for other marketing purposes.

 

Data collected when complaints are made

Emails in relation to complaints will be sent to markandem@adairbungalows.co.uk.

We process information supplied by email using standard email applications, and we may also record it in an excel spreadsheet document for complaints.

In the process of investigating the complaint there maybe details shared with third parties.

We are required to hold all of the above information for a period of at least 12 months under The Immigration (Hotel Records) (Guernsey) Ordinance 1972 and for 7 years for tax purposes.

This information is processed for the purpose of responding to or investigating your complaint.

 

Payment details

Adair does not collect your payment details. Payments will be made by bank transfer or cheque.

 

Your rights

The Law provides you with a number of specific rights and these can found on the ODPA website or you can contact them with the details below

Telephone: +44 (0) 1481 742074

Email: info@odpa.gg

Address: Block A, Lefebvre Court, Lefebvre Street, St Peter Port, GY1 2JP.

Please let us know if you need any further information regarding your rights by emailing privacy@adairbungalows.co.uk.

Transfers of Data

As part of our online booking system, accounting software and newsletter, your personal data will be transferred to and stored in the UK and USA.  See the relevant sections above for details of what is processed and why. 

Links to other websites

This notice does not cover any third-party websites reached via links on this website. You are advised to read the data collection statements on the other websites you visit.

Retention of Data

We are required to retain your data for 7 years to for tax purposes.

Cookies 

We use several different cookies on our website. If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance.

The cookies we use do not directly identify individual people, and they are only used to keep our sites secure and working properly. Some third party services used by the Adair (for example, Active Campaign) also use cookies for analytical purposes, allowing us to monitor how well our content is performing. You cannot be identified by these cookies. 

Currently we operate an ‘explicit consent’ policy which means that we assume you are happy with this usage as you are visiting our website. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “In Private” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.)

 

Your data will be used strictly for the purposes stated, and unless required to do so by law, will not be shared, sold or distributed to any other third parties without your consent.

Data transmission over the internet is inherently insecure, and the security of data sent over the internet cannot be guaranteed. If we become aware of any breach of security of your data, we will inform you as soon as is feasibly possible.

 

To withdraw your consent for us to hold your details please email privacy@adairbungalows.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose you originally agreed to, unless we have another legitimate basis for doing so in law.

Adair reserves the right to periodically update or modify this Data Processing Notice. Any changes to this Data Processing Notice will be posted on this site so users are always aware of the information collected, the reasons for such collection and the purposes, if any to which Adair may put such information. Adair encourages users who may have specific concerns about the gathering of use of any such information to view this Data Processing Notice regularly.