Our Privacy Policy
This policy details how we use and store your personal information here at South West Cottages Ltd./Chandelier Properties, along with why that information is stored – and how we protect your privacy when doing so.
We pledge to handle any personal information under our control with a great deal of care, and to keep that information safe whilst respecting your privacy and rights.
It’s our aim to be 100% clear when collecting your information, and how we are going to use it. Our use of personal information allows us to provide holiday lets and property management, helping to ensure we offer a professional and personal service.
This policy is effective from 1st August 2023.
Who are we?
In terms of this privacy policy, ‘South West Cottages Limited, ‘we’ or ‘our’ means: South West Cottages Limited.
How we collect and store information about you
We collect and store information about you in a couple of different ways which we’re going to detail now.
Information you provide to us directly
You may get in touch with us to make an enquiry, or to book a self-catering holiday cottageeither over the phone or online via our website. You may also wish to seek help or advice when running your own holiday let. When you’re using our website, we also collect personal information using what’s known as cookies (see below) and other methods of tracking. This means we’ll receive information regarding the type of device you’re using to access our site, and the settings your device may provide us with additional details about the type of device you’re using, the specific model and operating system you’re using, your device settings, and why a crash has occurred (if applicable). This is in accordance with common website practice. For more details on the information available to us through your device, check with your manufacturer or OS provider.
Information you provide to us indirectly
Your information may be passed onto us by third parties. For example, when you book one of our properties through Booking.com. We’d also advise you to check any privacy policy that has been provided where there is any mention of a third party giving us your data. For example, when you place a booking through a third party website i.e:
• Booking.com’s privacy policy
• AirBnB’s privacy policy
Information from other sources
We may also use information from the sources detailed below:
Charge automation
We sometimes use charge automation, which is a globally recognised leader in collecting pre-arrival info, reservation deposit, balance, damage deposit & and upsell services. We advise you check their privacy policy.
Charge automation privacy policy
Social media
Your privacy settings for social media platforms such as Facebook or Twitter might be set up so that you give us permission to access certain information from those platforms – for example, tagging us in a post or photo.
Information available publicly
We may also collect information available from public sources such as company websites, public social media accounts, the electoral register and Companies House. This helps us to put together a more complete picture of someone’s interests in Lowland Lettings.
The personal information we collect
We store, collect and use the information detailed below:
• Your name
• Your email address
• Contact phone number (mobile number and/or landline)
• Details of your booking (including the number of guests in your party)
• Your bank or payment details where you’ve provided these to make a payment
• Any queries or requests you’ve submitted to us
• Any other personal information you’ve provided to us
How we use your personal data
We’ll use your personal information in the following ways:
• Take bookings for your stay as a guest in our property
• Property management and/or managing bookings for your holiday let
• Keep a record of your relationship with us
• Contact you regarding your booking or property
• Respond to any complaints or queries you get in touch with us about
• Better understand how to improve the services we provide by analysing data and conducting market research
• Send correspondence to you
• Display content that is suitable for the device you’re viewing our website on (such as a smartphone, tablet or PC)
• Protect our staff
• Practice due diligence
• Conduct training and/or quality control via our systems
• Audit and administration of our accounts
• To meet legal obligations, such as fulfilling a contract with you, or our obligations to regulators, government and/or bodies of law enforcement
• Establish, enforce or defend legal claims
How we protect your information
We ensure that the appropriate technical and organisation safeguards are in place in order to protect your personal data. This includes using a secure network.
Sharing your information with other organisations
We’ll never pass or sell your information onto third parties for their marketing efforts. Although we will share necessary information with the property management company (Chandelier Properties Ltd). As a caveat, we may disclose your personal data to third parties regarding some of the other purposes we’ve set out in this privacy policy to:
• Marketing agencies performing services on our behalf
• IT service providers
• Analytics and search engine providers
Please note that we do reserve the right to disclose your information to third parties under the following conditions:
• We sell or buy any business assets and disclose your personal information to a prospective buyer or seller of these assets
• All of our assets are acquired by a third party – your personal information may be included in those asset
How we store your personal information
Your information is securely stored. We normally keep your details up to 1 year after your stay. We will then dispose your information from all our records.
Data use
To make a booking, you must provide your contact details. You need to enter the specified contact data (name, email, phone number, postal address) as well as the data concerning the booking (e.g. stay period). We also save your booking date and time.
The information you provide on our website, including notes, are personally identifiable information and are processed and used by us to ensure the processing of the booking and the provision of the requested service. We also use your data to provide you with information relevant for the booking or during the stay. The personal data collected when the booking is made will be forwarded to the following third parties:
Smoobu GmbH – Smoobu.com is a Software for rental owners
Pappelallee 78/79
10437 Berlin
Deutschland
Link to Smoobu privacy policy:
https://www.smoobu.com/en/privacy-policy/
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate.
You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at South West Cottages at bookings@forestersinncottage.com
or call +44 (0)7432 092733 if you wish to make a request.