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Privacy Policy

Privacy Policy

GDPR PRIVACY NOTICE FOR ACCOMMODATION BOOKINGS

We take your data privacy seriously. We will only use your data to process your booking request to stay at our hotel as a guest and manage the collection of all applicable fees and/ or charges.

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. We may also need to share personal data with service providers such as accommodation booking websites and channel managers with email service providers.
Our full privacy notice can be found at our website and a hard copy to view is available on request.

Privacy Notice
This privacy notice explains how The White House Hotel uses the personal information we collect from Data Subjects, either through using our website, or in any other way, electronically, verbally or in writing.

Topics:
Data controller
Basis for collecting your data (Lawful processing)
Marketing
Recipients of data and data transfers
Sensitive Information
Categories and type of Personal Data collected
Retention policy
Your Rights as a data subject
Automated decision making

Data controller
The White House Hotel, is a data controller and we can be contacted by email at hotel@gwhh.com or telephone number +44 (0)1293 402777.

On what basis do we collect and process your data? (known as lawful processing)
Data Privacy laws define the basis by which we can lawfully collect and process personal data. We will collect your personal data either directly from you or via our channel managers who in turn may receive your data from internet booking sites. We will use your data to process your booking request to stay at our hotel as a guest, manage our relationship with you and manage the collection of all applicable fees and/ or charges. For our data processing purposes, we have determined the following:

To enter into or in pursuance of a Contract:
We will collect personal data when engaging with individuals to enter into a contract, such as an employment contract or commercial agreement to provide accommodation and hospitality services. We will continue to process that data for the duration and often subsequently after the contract expires or is terminated. This will include but not limited to the continued processing (retention) of records of our transactions and interactions.

Marketing
The White House Hotel does not undertake direct marketing activities. We may process your personal data in relation to conducting customer service reviews.

Data recipients and data transfers
The White House Hotel share personal data with service providers such as accommodation booking websites, our channel managers and accountants. Also, we may share your personal information with email service providers.
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.
We may disclose your personal data with law enforcement and fraud prevention agencies, so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject, in order to protect your vital interests or the vital interests of another natural person, or in connection with the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
Data is not transferred outside of the EEA and we do not sell any of your personal data to any third party.
Sensitive information
The White House Hotel does not process sensitive data as defined by Article 9 of the GDPR.

Categories and types of data
The White House Hotel processes non-sensitive data. For our staff we process:

We process the following data of our Guests:

We collect data in relation to your communications and interaction with us. This can include emails, text messaging, postal service delivery, social media posting or other any other form of communication. In addition to the lawful purpose described previously for the above categories, we have a legitimate interest purpose to collect and retain this data to enable and improve our communication and for record keeping purposes.

Retention policy
The data we collect directly from you is the minimum we require to facilitate the lawful processing described above. Personally, Identifiable Data placed on our system will be deleted in accordance with legal obligations, such as HMRC rules. Outside of that The White House Hotel has developed a retention policy to ensure personal data is held only for as long as is required for the purpose we collected it or for our legitimate purposes.

Data Storage and Security
We store your data within our own physical network. Security of data is provided by the accreditations of our cloud host this includes their and our data backup regimes. Our computer terminals have industry standard firewalls, antivirus and anti-malware installed and updated. We have a process in place to mitigate the impact of any data breach that should occur.

Your rights as a data subject
The regulations provide a number of rights to you as the Data Subject. The White House Hotel is committed to upholding those rights and those applicable to the personal information we collect and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in the UK is the Information Commissioners Office https://ico.org.uk. A full and detailed explanation of all rights can be found at https://ico.org.uk/for-the-public/
The Right to be Informed – you should be clear about what, why and in what way your personal information will be processed at the time it is processed. This privacy policy sets out that information
Right of Access – you have the right to know what personal information is held, by whom and why.
The Right to Rectification – If the information we have collected and processed is inaccurate or incomplete, you have the right to have it rectified.
Right to Erasure – You have the right to have your personal data erased and to prevent processing in some specific situations.
Right to Restrict Processing – If you contest the accuracy of the personal data we hold, we will restrict the processing of your data until accuracy is verified.
Right to Data Portability – You have the right to move, duplicate or transfer your data easily from one IT environment to another in a safe and secure way.
Right to Object – You have the right to object to profiling and direct marketing
You also have rights in relation to automated decision making.

You also have the right to lodge a complaint with the UK’s supervisory body, The Information Commissioners Office www.ico.org.uk

Automated decision making
A subsidiary of The White House Hotel does not utilize any automated decision-making processes.

Third party websites
Our website may contain links to other websites. This privacy policy only applies to The White House Hotel, so if you follow a link to another website, you should read that organisations own privacy policy.

Changes to our privacy policy
We keep our privacy policy under review and we will place any updates on our website. This privacy policy was last updated in June 2018

How to contact us
You can write to us at this address:
The White House Hotel
52 Church Road, Horley
Surrey, RH6 7EX.
You can telephone us on this number:
+44 (0) 1293 402777

You can email us by using this link:
hotel@gwhh.com