Privacy Policy

The Royal Oak inn aerial view over Luxborough

Privacy Policy

1 Summary

This website is operated by The Royal Oak Inn, Luxborough (“The Royal Oak”).

The team at The Royal Oak are committed to safeguarding the privacy of our customers and to protecting any personal information that you may give us.

This policy explains how we use customer information and how we protect your privacy.

2 Introduction

We would appreciate it if you could take the time to read this Privacy Policy, as it is important for you to understand how we collect and use your data when you use our website. “Personal information” is data that relates to you and can be used to identify you – this might be your name, email address, or other digital identifiers relating to you, such as cookies, IP addresses or logs.

This Privacy Policy applies where we are acting as a “data controller” with respect to the personal data of our customers – essentially, where we determine the purposes and means of the data being processed.

In this policy, “The Royal Oak”, “we”, “us” and “our” refer to The Royal Oak Inn, Luxborough. For more information about us, see Section 11.

3 When we collect your personal information

3.1 Overview

When you enquire about or book a room with us, or make a restaurant reservation, we need to collect personal information about you in order to process your booking. This information may include, but is not limited to, details such as your name, contact information, address and your credit/debit card details.

This information is used to continually improve our services for your benefit.

3.2 We collect data from you in the following ways:

  1. When you use our website to make a room booking, table booking or enquiry
  2. When you subscribe to our mailing list
  3. When you speak to a member of The Royal Oak team either via email, social media or telephone

4 How we use your personal information

4.1 Usage Data

We may process data about your use of our website and services – this is known as “usage data”. Usage data is obtained through Google Analytics and is used to identify trends on our website, popular pages and areas that we can make it easier to use for customers in order to improve its performance.

4.2 Service Data

We may process personal data provided when you book with us or use our services – “service data”. This data may include the date of your previous visit if applicable. The source of the service data is yourself and our booking system, Little Hotelier. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases or communicating with you.

4.3 Transaction Data

We may process information relating to transactions – “transaction data. The transaction data may include your contact details and transaction details – we process it so that we can supply your room or table and keep proper records of transactions. This data is stored in a secure manner within our booking system, Little Hotelier.

4.5 Newsletter/Notification Data

We may process information that you provide to us when you subscribe to our email notifications and/or newsletters – “notification data”. The notification data you provide may be processed for the purposes of sending you the relevant notifications and/or newsletters – but only if you’ve agreed for us to do so. You can unsubscribe from this type of communication at any time by clicking the link in the footer of any marketing email we send you, or emailing info@theroyaloakinnluxborough.co.uk.

4.6 Correspondence Data

We may process information contained in, or relating to, any communication that you send to us - "correspondence data". The correspondence data may include the communication content and relevant information associated with it. Our website will generate this information using website contact forms – for example, if you enquire about an event or package. The correspondence data may be processed for the purposes of communicating with you and record-keeping.

4.7 Legal claims

We may process any of the personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4.8 Other

We may process any of the personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice.

6 Providing your personal data to others

6.1

We do not sell or give your information to third parties. However, we may allow access to your information by third parties, such as our service providers, who act for us for the purposes set out in this policy.

6.2

We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

6.3

We may disclose booking information to our suppliers or subcontractors insofar as reasonably necessary for the proper administration of bookings and the business.

6.4

Financial transactions relating to our website and services may be handled by our payment services provider, Payment Sense. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at: https://www.paymentsense.co.uk/legal/privacy/

In addition to the specific disclosures of personal data set out in this section, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

 

7 Retaining and deleting personal data

7.1

Personal data that we process for any purpose shall not be kept for longer than is reasonably necessary.

7.2

We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. You may request that your data be removed from our systems at any time by emailing info@theroyaloakinnluxborough.com.

8 Amendments

We may update this policy from time to time by publishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes to this policy.

9 Your rights

9.1

We have summarised the rights that you have under EU General Data Protection Regulations, however you should read the relevant laws and guidance from the regulatory authorities for a full explanation.

ou may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank, plus an original copy of a utility bill showing your current address).

9.2

We may withhold personal information that you request to the extent permitted by law.

9.3

You may instruct us at any time not to process your personal information for marketing purposes.

9.4

In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

10   What are Cookies?

10.1

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Read our Cookie Policy here.

11 Who we are

11.1

This website is owned and operated by The Royal Oak Inn Luxborough.

We are registered in England and Wales under registration number 9042161.

Our principal place of business is at The Royal Oak Inn Luxborough, Nr Dunster, Exmoor, Somerset, TA23 0SH.

11.2

You can contact us:

(a) by post, to the postal address given above;

(b) using our website contact form;

(c) by telephone, on the contact number published on our website; or

(d) by email, using the email address published on our website

12 Data Protection Officer

12.1

Our Data Protection Officer's contact details are: Mr Douglas Yiend, The Royal Oak Inn Luxborough, Nr Dunster, Exmoor, Somerset, TA23 0SH.

13 Disclaimer

13.1

Information on this site is posted in good faith and updated regularly, but The Royal Oak cannot guarantee its completeness and accuracy. We do not accept any liability to you or any third party for any error or omission on this site. We may change, update or delete the terms and conditions or any information on this site without prior notice.

The Royal Oak does not warrant that this site will be uninterrupted, error free or that any information or other material accessible from this site is free of viruses or other harmful components.

14 Intellectual Property

14.1

The Royal Oak Inn Luxborough name(s), logo(s) and all related product and service names, design marks and slogans are the trademarks or service marks of The Royal Oak. Please review our Website Terms and Conditions for further information.

15 Your responsibility

15.1

You must keep secure any means of identification which The Royal Oak supplies to you in order to use any services on this site – including your reservation number. You must supply accurate and not misleading information when using any services on this site.

15.2

You confirm to The Royal Oak that you are at least 18 years of age and possess the legal authority to enter into this agreement and to use this website in accordance with all the terms and conditions contained within.



Last Updated: 8th May 2018