Wildrig Data Protection Notice tells you how I collect and use your personal data. It also sets out your rights in relation to your personal data, such as your rights to request access to or correct your personal data.
The Data Protection Notice is detailed below. If you want further information please do not hesitate to contact me.
Wildrig Data Protection Notice
Process and procedure
Data Controller:
Fiona Robertson, owner of Wildrig
Data collected
– some or all of the information below is collected and held
• Names of customers.
• Numbers of guests in party
• Address of customer
• Email address
• Telephone numbers
Purpose of holding information:
To enable the booking of Wildrig the self contained accommodation including
- exchange of information about dates booked
- confirmation of charges and payment of deposit and accommodation costs
- provision of information about accommodation facilities and location
- completion of accounts for submission of tax returns. Information held for use in the annual accounts will only include the surname of guest and no other details
- For guests who are not resident in the UK a register detailing their name, address, passport number and place of issue and next destination will be kept in line with the Immigration (hotel records) order 1972. This record will be kept for a period of 1 year only
.
- No information is kept for marketing purposes
Privacy Notice
- Customers making contact will be advised of Wildrig’s data protection processes and procedure. This is done via this website but also via email by including this document in response to an email from a prospective customer when they make a booking request.
Storage of information:
- Most correspondence and contact will be via email. The computer utilised for this purpose is secured by a password. The only person who has access to this computer is the Data Controller.
- A paper diary is also kept detailing bookings for the year. The diary details the name and email and/or telephone number of the guest. This diary is kept in a lockable filing cabinet and are kept for a period of 7 years
- Guest register for those not resident in the UK will be held in a lockable filing cabinet
- Accounts are kept for a period of 7 years.
Information retention
Information is retained for only as long as it is needed. The following outlines the length of time information is retained
Booking requests - emails from guests
- Where a request does not lead to a formal booking all emails are deleted as soon as it is confirmed the booking is not to progress
- Where a request leads to a confirmation of a booking, the emails held on computer will be deleted within 1 year of the end of the guests stay in the accommodation. This is unless there is any outstanding payment due and the payment is still being sought.
Diary entries in booking diary and accounts
- Dairies and accounts will be retained for a period of 7 years. This is the recommended period for financial accounts to be retained. As the diaries provide confirmation of those who resided in the accommodation they are retained as proof of occupancy, should this be required
.
- My accounts are processed annually by my accountants RSM, St Olaf’s Hall, Lerwick, Shetland. The only information they receive relating to guests is the surname of the guest and the income received as payment for the accommodation. No other personal details are shared.
Request by data subject to ascertain what information is held and right to object
- Any guest who wishes to confirm what information is held can seek this information by emailing Fiona Robertson at far.shetland@btopenworld.com.
- If the data subject is dissatisfied with the information held or feels it is inaccurate in any way they can request the removal or change to the information held by emailing Fiona Robertson
.
- If the data subject believes that their information has been handled inappropriately within the terms of the Data Protection Act they can make a complaint to the Information Commissioner’s Office at ICO.org.uk