1. The Ivy Hill Hotel Commitment to Protecting Your Privacy

Because we consider you an important guest of Ivy Hill Hotel, our first priority is to offer you a home from home and a stay that makes you want to come back for more. Your complete satisfaction and confidence in Ivy Hill Hotel is absolutely essential to us. That’s why, as part of our commitment to meeting your expectations, we have updated our privacy policy. This formalises our commitments to you and describes how Ivy Hill Hotel uses your personal data.

For any questions concerning the principles of Ivy Hill Hotel’s data protection, please contact the company at accounts@ivyhillhotel.co.uk

2. Consent

“Personal data” means any information collected and logged in a format that allows you to be identified personally, either directly (e.g. name) or indirectly (e.g. telephone number) as a person. Before providing us with this information, we recommend that you read this document describing our privacy policy. This Personal Data Protection policy forms part of the terms and conditions that govern our hotel services. By accepting these terms and conditions, you expressly accept the provisions of this policy.

3. Ivy Hill Hotel Principles for Protecting Your Personal Data

1. Transparency: When collecting and processing your personal data, we will communicate all information to you and inform you of the purpose and recipients of the data.
2. Legitimacy: We will collect and process your personal data only for the purposes described in this policy.
3. Relevance and accuracy: We will only collect personal data that is necessary for data processing. We will take all reasonable steps to ensure that the personal data we hold is accurate and up to date.
4. Storage: We will hold your personal data for the period necessary for processing in compliance with the provisions of the law.
5. Access, rectification, opposition: You may access, modify, correct or delete your personal data. You may also oppose the use of your personal data, particularly to avoid receiving sales and marketing information. The details of the department to contact and steps to be taken in this respect are shown below in the clause “Access and modification”.
6. Confidentiality and security: We will ensure reasonable technical and organisational measures are in place to protect your personal data against alteration or accidental or unlawful loss, or unauthorised use, disclosure or access.
7. Sharing and international transfer: We may share your personal data with third parties for payment processing, email services and other services essential to the running of the business for the purposes set out in this policy. We will take appropriate measures to guarantee security when sharing or transferring such data.

 

4. Scope of Application

This policy applies:

1. To all data processing implemented in our hotel
2. To Ivy Hill Hotel reservation websites, including but not limited to www.ivyhillhotel.co.uk

 

5. What Personal Data is Collected?

We may collect:

• Contact details (e.g. name, phone number, email)
• Personal information (e.g. date of birth, nationality, medical conditions)
• Information about children (e.g. name, DOB, age)
• Credit card information
• Membership numbers
• Arrival and departure dates
• Preferences and interests
• Comments or feedback following a stay

We limit collection from individuals under 18 to name, nationality and DOB, which must be supplied by an adult. We do not knowingly collect sensitive data such as political or religious views unless required to deliver services and permitted by law.

 

6. When is Your Personal Data Collected?

Personal data may be collected on a variety of occasions, including:

1. Hotel activities: Booking a room, checking in and paying, requests, complaints and/or disputes
2. Participation in marketing programmes or events: Signing up for loyalty programmes, participation in customer surveys, online competitions, subscription to newsletters
3. Transmission of information from third parties: Tour operators, travel agencies, GDS reservation systems, and others
4. Internet activities: Connection to Ivy Hill Hotel websites (IP address, cookies), online forms, questionnaires, social networks

 

7. How Will We Use the Information About You?

We may use your personal data to:

1. Meet our obligations to our customers
2. Manage the reservation of rooms and accommodation requests
3. Manage your stay at the hotel, including monitoring use of services and managing access to rooms
4. Improve our hotel service and personalise commercial offers and promotional messages
5. Manage our relationship with customers before, during and after your stay, including loyalty programmes and newsletters
6. Use a trusted third party to cross-check and analyse your data to determine your interests and customer profile and allow us to send personalised offers
7. Improve Ivy Hill Hotel services through surveys, analysis and claims management
8. Secure and enhance your use of the Ivy Hill Hotel websites
9. Conform to local legislation

 

8. Conditions of Third-Party Access to Your Personal Data

Internal access — within Ivy Hill Hotel, your personal data may be accessed by:

• Hotel staff
• IT departments
• Commercial partners and marketing services such as email service providers
• Medical services if applicable
• Legal services if applicable

External recipients — your personal data may be sent to third parties including:

• IT sub-contractors, banks, credit card issuers, external lawyers, dispatchers and printers
• Commercial partners, where a trusted third party may analyse your data to allow us to send personalised offers
• Local authorities, where required by law

 

9. How We Secure Your Information

Ivy Hill Hotel takes data security seriously and uses appropriate technologies and procedures to protect personal information. For example:

• We have measures in place to protect against accidental loss and unauthorised access, use, destruction or disclosure of data
• We have a Business Continuity and Disaster Recovery strategy to safeguard continuity of service
• We place appropriate restrictions on access to personal information
• We implement appropriate monitoring and physical measures to store and transfer data securely
• We conduct Privacy Impact Assessments in accordance with legal requirements
• We provide regular privacy and information security training to employees and contractors
• We require third-party vendors to protect personal information in accordance with our security policies

 

10. Marketing

We would like to send you information about products and services which may be of interest to you. You have the right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted, please email sales@ivyhillhotel.co.uk or click the unsubscribe link at the footer of any of our marketing emails.

 

11. Protection of Your Personal Data During International Transfers

For the purposes set out in clause 7, we may transfer your personal data to recipients in countries offering different levels of personal data protection. Ivy Hill Hotel employs appropriate measures to ensure secure transfer of your personal data. Data flows to countries with different levels of protection are regulated by standard contractual clauses defined by the European Commission. Data flows to the United States are made to entities that comply with applicable data protection frameworks.

 

12. Storage of Data

We will hold your information for as long as you have a booking with us and for as long as necessary to provide support, reporting or accounting services. We may also retain your information where reasonably necessary to meet legal or regulatory requirements, resolve disputes, prevent fraud or enforce our terms and conditions.

 

13. Access and Modification

You have the right to access your personal data collected by Ivy Hill Hotel and to modify it subject to applicable legal provisions. You may also exercise your right to object by contacting us at the address below.

Ivy Hill Hotel Writtle Road Margaretting Chelmsford Essex CM4 0EH

Email: sales@ivyhillhotel.co.uk

All requests will receive a response as swiftly as possible and in accordance with applicable law. Substantial access requests may incur an administration charge.

 

14. Updates and Changes to This Policy

We may modify this policy from time to time. We recommend that you consult it regularly, particularly when making a reservation at Ivy Hill Hotel.

 

15. Questions and Contacts

For any questions concerning the Ivy Hill Hotel privacy policy, please contact us as shown above in clause 13.

 

16. Cookies

We use cookies when you visit our sites. There are four main types:

1. Site functionality cookies — these allow you to navigate the site and use our features
2. Site analytics cookies — these allow us to measure and analyse how customers use the site to improve its functionality
3. Customer preference cookies — these remember your preferences such as language or location to make your experience more seamless
4. Targeting or advertising cookies — these are used to deliver relevant ads, limit the number of times you see an ad, and measure the effectiveness of our marketing

By using our site, you agree to us placing these cookies on your device. If you want to delete existing cookies, the help section in your browser should provide instructions. Further information about cookies can be found at https://ico.org.uk/for-organisations/guide-to-pecr/cookies-and-similar-technologies/