Phoenix Guest House understands that customers care about the use and storage of their personal information and data. This document sets out our policy on how we will use and protect your personal information.
INFORMATION WE COLLECT The personal information we collect includes the following:-
Information required to complete a booking:- The full name and address of the person making the booking. The telephone numbers of the person making the booking. The email address of the person making the booking. Credit / Debit card details. When provided as part of our online booking system the details are stored securely on a PCi Card Storage Account, provided by freetobook.com. If you provide Credit/debit card details over the telephone or in person these will be entered manually into our secure payment system. We request that you do not provide card details by email as we cannot guarantee the security of such communications.
The following information can also be provided but is not mandatory:- The names of all guests staying as part of the booking Any additional information you wish to provide that you feel is pertinent to your stay (e.g. food or other allergies, dietary requirements, special requirements, etc.)
HOW WE COLLECT DATA The data we collect is provided to us by you or an agent/representative acting on your behalf when:- forms are completed on our website or our online booking system. we receive an email. information is provided to us by telephone. you tell us in person.
HOW WE STORE YOUR DATA AND KEEP IT SECURE We take all reasonable technical and organisational precautions to store your information in a secure manner and prevent its loss or misuse.
Your data is stored on a secure database operated by our booking manager 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 (see the Information we Collect). Neither Phoenix Guest House or freetobook will transfer any personal data to any other party if it is not part of the booking and review process.
All credit and debit card data captured via our booking system or by other means is kept secure with the PCi level 1 compliance of PCi Card Storage.
Where you choose to pay us by credit or debit card in person, it will be processed on our secure payment system, provided by Worldpay. Card payment receipts/slips are not kept or stored.
On arrival, we require you to verify your identity and booking details by signing a printed registration form that includes the personal information you (or your representative) have provided. This registration form is kept in a secure location and can only be accessed by authorised personnel. This form is only kept for as long as is reasonable and destroyed using a security grade shredder.
USING YOUR PERSONAL INFORMATION The personal information provided to us will only be used in connection with the services we are providing to you and is intended to improve your experience.
We may use your personal information to:- Process your booking and provide confirmation details. Obtain payments for our services via credit/debit card. Respond to any questions or comments via e-mail or telephone. Provide information that may be useful to you. Return any items that you may forget to take with you on check-out. Send an email after your stay with a discount code that can be used for future bookings
DISCLOSURES, DATA STORAGE AND INFORMATION SHARING We will not store or process your personal information outside the United Kingdom. Other than this, we may disclose your personal data as required by law to any third parties.
We may share your personal data with third parties with which we have partnered to enable an integrated user experience. In particular, we work with Freetobook who provide our booking engine and handle the secure storage and processing of debit and credit card information.
Please rest assured that we only share your personal data as necessary for any third party to provide the services as requested or as needed on our behalf. These third parties (and any subcontractors) are subject to strict data processing terms and conditions and are prohibited from utilising, sharing or retaining your personal data for any purpose other than as they have been specifically contracted for (or without your consent).
EMBEDDED CONTENT FROM OTHER WEBSITES Articles on our website may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
YOUR RIGHTS You may request that we 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 ( e.g. a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address)
You also have the right to request that we delete and destroy your personal data. Subject to providing evidence of your identity (see above) we will be happy to comply with a request to delete your data.
THIRD PARTY WEBSITES Our website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites and you should exercise caution and look at the privacy statement applicable to the website in question.
UPDATING INFORMATION Please let us know if the personal information which we hold about you needs to be corrected or updated.