The Broadway Hotel
At The Broadway Hotel, we take the privacy of our customers and their information very seriously. This policy explains how we use any personal information we collect about you, your rights to access and correct the personal information we hold about you.
What personal information do we collect about you?
We collect personal data from you when you make an enquiry, a reservation, purchase a gift voucher, either in person or over the phone, and also when you make a reservation online. We also collect data from you when you subscribe to any of our marketing communications, connect using our social media websites, enter our competitions or provide feedback. These may be carried out online, by telephone or in person.
Without limitation, any of the following personal data may be collected:
- Your full name
- Contact information such as email address, landline and/or mobile telephone numbers
- Home address and postcode
- Your credit or debit card details if you are making a payment
- Preferences and interests
- The month of your birthday
- Your special dietary requirements and allergies
- Car registration number
- Passport details (only for guests who reside outside of the commonwealth)
- Your IP address
- Your web browser type and version
- Your operating system
- A list of URLs starting with your referring site, activity on our website, and the website you exit to
- Your cookie information
If you provide us with any personal Data relating to any third party (e.g. information about your spouse, companion, employees or colleagues) for particular purposes, by submitting such information to us, you warrant and represent to us that you have obtained the consent of such third party to provide us with their personal Data for the respective purposes.
What do we use your Data for?
We use the information we collect about you to:
- process your bookings, reservations and purchases
- reply to your questions and enquiries
- respond to your feedback
- keep you updated on our latest news and special offers
We will only contact you via our marketing channels (via email, phone or post) with news and offers relating to Hortus Inns Ltd, if you have given us your consent by opting in. Consent can be given by, but not limited to, joining our newsletter on the website, ticking the box to give your permission whilst making a booking, purchase, enquiry, checking in. Our marketing communications are generally sent by email. At any time you may stop these communications by clicking the unsubscribe link – or you can email firstname.lastname@example.org.
Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience. Specifically, Data may be used by us for the following reasons:
- internal record keeping
- providing you with confirmation of the services we have provided to you
- linking you with third parties that are offering services you may require – e.g. to reserve a table during your stay that you have booked
- linking you with a third-party payment collecting company for payments
- to communicate with you about our offers, promotions, events and news – this may be by email, telephone, post or text message
- to pass on to the police and government authorities as requested by them, for example in cases of
fraud and theft
- to comply with any applicable rules, laws, regulations, codes of practice or guidelines issued by any legal or regulatory body which are binding on us
- to notify you of any security or data breach alerts
If you choose to connect with us via social media websites, for example, such as Facebook or Twitter, we may collect your user name, (which may contain your name and surname) by you “liking” or “following” our page. We may also run competitions via these social media websites which will send you to a separate competition website link. By connecting with us via social media websites you are bound by their terms and conditions and privacy policies.
To ensure that we treat your data with the highest regard and comply with legal requirements, it is our company policy to:
- Ensure all our relevant employees have received training in how to handle Data. This includes ensuring they are aware of the importance of handling data safely and securely, and understanding the procedures in place to ensure this happens.
- When collecting Data for third party clients all Data is anonymised, save for payment details where we use a third party payment collecting company Secure Trading Ltd.
- Once every year we will evaluate our database and securely delete any contacts no longer engaged or any data no longer needed by us.
How do we store your personal information?
To ensure your data is stored safely and legally, we use the following trusted third parties:
Property Management system
We use a third-party PMS system to store all bedroom reservations history called RoomLynx which is provided by Guestline Limited. Further information can be found at: https://www.guestline.com/about-us/about-guestline/gdpr.html
Internet Booking Engine
We use a third-party online Booking Engine (OBE) to take your online hotel reservations. The system we use (Rezlynx) is provided by Guestline Limited (Guestline). Details of Guestline's policies can be found at https://www.guestline.com/about-us/about-guestline/gdpr.html
We use a third party system to facilitate all gift voucher purchases. The system we use is iBooked online. Details of Journeys policies can be found at: https://www.ibookedonline.com/
Email marketing database
The email marketing database that we use is called Mailchimp. Details of Mailchimp's policies can be found at. https://mailchimp.com/about/security/
Online payments and Credit card storage
In addition to the Data collected via our Website when we collect Data in person, we keep this information in secure files with restricted access to keys and passwords.
How we share data
Hortus Inns will never sell your data to a third party for marketing purposes.
Your data will be shared within Hortus Inns Ltd on our password-protected, centralised Property Management database, see how we store your data. Occasionally we need to share your personal data with other organisations. If deemed necessary or required we may share your data in the following way.
Where we use contracted and trusted third parties to facilitate services and offers, we will share your Data with those parties for that purpose, and that purpose only. This includes the processing and delivery of marketing communications to you, and any other third-party services engaged to perform payment, business support, operational or administrative function. Third parties are subject to confidentiality obligations. See "How we store your data"
We may also disclose personal Data as permitted or required by law. For instance, if asked by the police, we may share your personal Data with them for the purposes of prevention and detection of crime.
Transaction and Data Security
Whilst we take reasonable, appropriate technical and organisational measures to safeguard the personal Data that you provide to us, no transmission over the internet can ever be totally guaranteed secure. Consequently, please be aware that we cannot guarantee the complete security of any personal Data that you transfer over the internet to us whilst in transit. Sending such information is entirely at your own risk.
We understand how important it is to securely store any Data that you provide. We take the privacy and security of your payment and personal details very seriously. Although we take reasonable care to keep your personal Data secure, we cannot be held liable for any loss you may suffer from unauthorised access or loss of any Data provided.
We would like to send you information about Hortus Inns properties, offers, news and services, which we believe may be of interest to you. If you have consented to receive our marketing, you may opt out at any time. If you no longer wish to be contacted, you can unsubscribe by any of the
– Select the UNSUBSCRIBE link included in our emails or
– Contact our Marketing Team on the email address: email@example.com with the word UNSUBSCRIBE in the email subject.
Accessing and amending your data
You have a right to access a copy of the Data which we hold about you. If you would like to do this, please write to us at the address at the bottom of this document and enclose a stamped self addressed envelope along with confirmation of your full name, address, email address, contact number and details of your previous or forthcoming stays with us – this information is required to verify your identity before we can release the data. We will provide the Data within thirty (30) days of receipt of your written request. We want to make sure that your personal Data is accurate and up to date. You may need to modify or update your Data if your circumstances change. Additional Data as to your marketing preferences may also be stored and you may change this at any time. You are able to make amendments by telling our reception staff when you check in or by contacting us via email at firstname.lastname@example.org with UPDATE in the subject matter.
Retention of your data
Your personal Data will be retained for as long as it is necessary to fulfil the purpose for which it is collected, for business or legal purposes, or in accordance with applicable laws. Should you choose to unsubscribe from our mailing list, please note that your personal Data may still be retained on our database for up to 24 months or to the extent permitted by law.
Deleting your data
You have a right to withdraw your consent of use. If you wish for your entire data records to be deleted please email email@example.com with OPT OUT in the subject. If you withdraw your consent to any or all use of your personal Data, depending upon the nature of your request, we may not be able to provide or continue providing our products and services to you, or administer any contractual relationship already in place.
You understand and agree that in such instances where we require your personal Data to fulfil a contractual obligation to you and you withdraw your consent to collect, use or disclose the relevant personal Data for those purposes, we cannot be held liable for breach of that agreement. Our legal rights and remedies in such event are expressly reserved. We can only delete your data in accordance with applicable laws.
We have CCTV installed at all properties in public areas and particularly around entrances and exits; this is for the purposes of prevention and detection of crime and monitoring of staff. The data captured on the CCTV system is overwritten on a rolling 30 day basis. Only senior appointed staff within the organisation have access to replay the CCTV footage which is password protected.
We may disclose CCTV footage as permitted or required by law. For instance, if asked by the police, we may share the footage with them for the purposes of prevention and detection of crime.
Links to other websites
Hortus Inns Ltd, Orchard House, Crab Apple Way, Vale Business Park, Evesham, WR11 1GE
Company number: 12036142
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