Here at Easter Glentore Farm (Acorn Cottage), we understand that customers care about the use and storage of their personal information and data. This document sets out our policy on how we collect, use and protect your personal information in accordance with the General Data Protection Regulations ("GDPR") and Data Protection Act 2018. Please be assured that your personal data will be treated as strictly confidential. We do not use any form of automated decision making in our business.
For the purpose of the GDPR and Data Protection Act 2018, Mrs. Elsie Hunter is the 'data controller' and any enquiry regarding the collection, processing, storage or amendment of your information should be addressed to
Mrs Elsie Hunter, Easter Glentore Farm, Slamannan Road, Greengairs, Airdrie ML6 7TJ
Email: firstname.lastname@example.org / Telephone: 07708101765
Contents of this policy:
The data we collect is provided to us by you (or a travel agent or booking representative acting on your behalf). It is collected when:
We collect this information when you make an enquiry and/or a reservation, as well as when you arrive at our premises to check in. This personal information includes the following:
Information required to complete a booking:
The following information can also be provided but is not mandatory:
We also capture images of you and your vehicle on our CCTV system.
We take all reasonable technical and organisational precautions to store your information in a secure manner and prevent its loss or misuse.
Online bookings through Freetobook
When you book our accommodation online through Freetobook, your data is stored on a secure database operated by Freetobook. This database is fully compliant with the GDPR data rules. This Freetobook database does not store or capture any personal data other than as detailed above as required for your booking (see the Information we collect). All credit and debit card data captured and processed via Freetobook is kept secure with PCI DSS compliance. Neither Easter Glentore Farm nor Freetobook will transfer any personal data to any other party if it is not part of the booking and review process.
Guest Registration Forms
On arrival, we require you to verify your identity and booking details by completing and signing a registration form. We are required by UK law to retain this registration form for at least 12 months and keep it available for inspection by a police officer or duly authorised person. This registration form is kept in a secure location and can only be accessed by authorised personnel. After one year this form is destroyed using a shredder.
CCTV images are only recorded for security purposes on our own property and are deleted after 16 days.
The personal information provided to us will only be used in connection with the services we are providing to you with regard to your stay at Acorn Cottage. We will only use your personal data when legally permitted to do so under the lawful bases listed below.
We may use your personal information to:
A. Process your booking and provide confirmation details.
B. Obtain payments for our services via credit/debit card or other payment method.
C. Respond to your questions or comments via e-mail, telephone or post, and provide information that may be useful to you.
D. Request feedback about your stay with us, the booking experience and our website. This is sometimes done in conjunction with TripAdvisor or Freetobook.
E. Monitor security at our premises including the car park.
F. Provide NHS Scotland with your contact details for contact tracing purposes.
To process your personal data for purposes A and B, we use the lawful basis of contract because we need to fulfil the contract between us (i.e. your booking to stay at Acorn Cottage). We may also need to comply with a legal or regulatory obligation (accounting, taxation, law enforcement).
To use your personal data for purpose C, we use the basis of consent because you have asked us for information. You may withdraw your consent at any time.
When using personal data to serve our legitimate interests such as purpose D, we will always balance your rights and interests in the protection of your information against our rights and interests.
For purpose E, it is in our legitimate interest to use CCTV images for the security of ourselves, our guests and vehicles parked on our premises. This footage is held only for as long as its purpose requires in accordance with GDPR regulations and all footage is stored securely before being deleted. Data subjects may request access to footage of themselves.
For purpose F, it is in our legitimate interest to collect your contact details in case they are needed to assist with NHS Scotland's Test and Protect strategy to contain any Coronavirus outbreak. We will only share your data if it is requested directly by NHS Scotland. In the event of a positive case on our premises, your contact details may be transferred securely to NHS National Services Scotland who will use the data to contact trace those who were in our property at the same time as the positive case, and will provide guidance and support to those who may be advised to self-isolate. You have the right to refuse permission for us to use your contact details in this manner.
Once we have received your personal information, we have appropriate security measures to prevent your personal data from being accidentally lost or accessed in an unauthorised way.
Any information you give us relating to debit/credit card details is handled in a PCI DSS compliant manner.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We may have to share your personal data with our accountant, and if requested with HM Revenue & Customs and the Police or Immigration services.
By law we have to keep basic information about our customers (including contact details and financial/transaction data) for six years for tax purposes. We are also required by law to retain for 12 months the registration form you complete on arrival. After one year this registration form is destroyed using a shredder.
Third Party Sites / Widgets
Our website may include links to third-party web sites and widgets such as TripAdvisor, Facebook and Freetobook. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party web sites or widgets.
Cookies & Google Analytics
We do not transfer any of your personal data outside the European Economic Area (EEA). However you should be aware that anonymous data from our web site statistics is collated and analysed by US-based Google Analytics software.
In accordance with UK and European law under the General Data Protection Regulation (GDPR), you may request that we provide you with a copy of the personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity. You also have the right to request that we delete and destroy your personal data. You can view full details about all of your rights under GDPR on this external web site: knowyourprivacyrights.org
Where we are using your personal data on the basis of your consent, you are entitled to withdraw that consent at any time subject to applicable law. Where we process your personal data based on our legitimate interest, you have the right to object at any time to that use of your personal data subject to applicable law.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner's Office (ICO), the UK regulatory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up-to-date. Please let us know if at any time your personal information changes.
If any breach of personal data occurs, we are obliged to notify the ICO within 72 hours of becoming aware of the breach.
Elsie Hunter, Easter Glentore Farm
Date: 8 January 2024