At The Stromness Hotel, we are committed to working tirelessly towards maintaining our highly regarded and respected quality of service.
The Stromness Hotel (“We”) are further committed to ensuring that any of your Personal Data which we have with us, is protected and respected always.
Our use of your personal information is governed by this Privacy Notice and any other documents referred to in it.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The Stromness Hotel is a Data Controller for the personal information that it collects and uses about you and a Processor for some data referred to us by any Third Party who you would have allowed, or enabled to use your data for a lawful purpose relating to our services. We will always treat your personal information as confidential and your personal information will only be shared with others in accordance with this Privacy Notice.
The Data Controller can be contacted at:
Data Protection Compliance, sales@thestromnesshotel.com
The Data Protection Number for the Data Controller is: ZA437053
By visiting thestromnesshotel.com you are accepting and consenting to the practices described in this policy. The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.
We are committed to ensuring the privacy of our guests and will use information you have provided to us in the process of booking a stay in our serviced apartments in accordance with this privacy policy. We will only collect information lawfully and we will only process information lawfully.
This Privacy Notice explains:
If we need to change the way in which your personal information is used by us, this Privacy Notice will be updated and if the changes are significant, we will advise you.
Personal information is any information that, on its own identifies you, or can be put together with any other either information, can identify you or tell us something about you. This could include information such as name, email address, other contact details, date of birth, bank account details or any information about your needs or circumstances.
Some personal information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive, and we need to have further justifications for collecting, storing and using this type of personal information.
Any references to personal information in this privacy notice will include personal data, and where relevant, special categories of personal data.
Much of the personal information we process is information that you or someone acting on your behalf knowingly provides to us.
This Policy also applies to the personal information about you that we receive from a third party, unless specifically covered by such third party’s privacy policy.
On this site, “The Stromness Hotel”, “our” and “we” each mean any permanent The Stromness Hotel Office or temporary location being used as such, in the United Kingdom, which collects and use your information in the manner set out in this Privacy Notice.
We may collect and process all or some of the following data about you when you contact us, enquire with us or interact with us.
We collect information about you (which can include documents) through a variety of different methods including from you directly and from third parties.
From you directly:
You may provide personal information and /or documents by:
From third parties:
We may receive personal information and/ or documents about you from various third parties such as (but not limited to):
CCTV:
Some of the apartment buildings we operate in have CCTV which will record your image on entering and exiting the building
You may give us information about you by making a booking or filling in forms on our site thestromnesshotel.com (“our site”) or by corresponding with us by phone, email or otherwise. This includes information you provide when you search for a serviced apartment, book a serviced apartment on our site and when you report a problem with our site. The information you give us at this point is likely to include your name, address, email address and phone number, financial and credit card information, special requirements such as those relating to any disability or medical condition which may affect the chosen arrangements and dietary restrictions (which may disclose your religious beliefs).
When you make a booking via our partner property management system – who then process this Data on our behalf you can be assured that this is via a secure https:// connection and any details provided are stored securely in the booking system. During this process, as a guest, you would create an account which you can login to and see details of reservations, as well as your data which is held there. This can be edited by you, giving you control.
The types of personal information that we may collect, receive and process, includes:
When you wish to book an apartment with us we will ask you for the following documents:
Such documents as we deem necessary and as set out in our terms of business from time to time [this may include (but is not limited to) a copy of your passport and/or other identity document and a photograph of both sides of your payment card (but with part of the long PAN number obscured)] and/or as required under The Immigration (Hotel Records) Order 1972
Where we require a deposit from you and/or where you add extras to your booking we may also collect the following information from you to process the payment
The Immigration (Hotel Records) Order 1972 requires that we must collect the following information from guests
For all who are not British, Irish or Commonwealth guests
PAYMENTS FOR AN APARTMENT
Subject to our right to collect payment card details as referred to above, your payment card details will normally be supplied by you directly to one of our payment platforms (such as but not limited to Stripe or Worldpay) via a secure payment link which we provide you.
Although we can access this information, we will NOT download or store this information outside of the payment platform.
Your payment card details will only be used as set out in our terms of business from time to time.
FAILED AND CANCELLED BOOKINGS
If you supply personal information and/or documents in connection with a failed and/or cancelled booking we will retain that information as set out in this privacy policy.
With regard to each of your visits to our site we may automatically collect the following information:
We may receive information about you if you use a website that we either operate or which directly processes Data on our behalf, via the other services we provide. We work closely with many third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers) and therefore we may receive information about you from them.
If you have booked through a third party website (such as, but not limited to Booking.com or Silverdoor) we may collect the above personal information from them (as booking agent on your behalf) rather than directly from you.
If an employer spouse or other third party has booked the apartment for you we may collect the above personal information from them (as booking agent on your behalf) rather than directly from you.
In the case of indirect bookings we may still ask you directly to verify such personal information as we may deem necessary to reserve the apartment for you.
We will only request as much Data from you that we require at certain stages in our business processes. This is good practice in GDPR terms.
We will only use your personal information lawfully. We use information held about you in the following ways:
We will use this information:
We will use this information:
We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we may request a copy of your passport.
The lawful grounds (reasons) which we will typically use for processing your personal information are:
Where we need to perform the contract between us:
Where it is necessary for our legitimate interest:
We may process personal information that we hold to further our legitimate interests which may include the following activities:
Where we need to comply with a legal obligation:
We may process personal information that we hold because we have to by law.
This will typically arise from our obligations under The Immigration (Hotel Records) Order 1972. This may also arise where we are requested directly (or by third parties) to supply personal information to the police and/or or other crime prevention and/or enforcement agencies/ authorities in connection with suspected criminal activity, including but not limited to suspected activity involving fraud, drugs and child exploitation. This may also arise where a local council requests information from us about the use of any of our apartments.
With your permission and agreement (consent):
Generally, we do not rely on consent as a legal ground (reason) for processing your personal data, other than in relation to sending marketing communications to you via post, phone, email, SMS, Whatsapp, Messenger or similar.
Marketing by The Stromness Hotel:
By choosing to stay with us you are expressly consenting (opting in) to receiving marketing communications from The Stromness Hotel (and any sister companies) before during and after the booking completes.
You have the right to stop the processing of your information for any and all direct marketing activity through all channels, or selected channels. We must always comply with your request because whenever you have given us consent to process your personal data, you have the right to change your mind and withdraw that consent at any time.
You can withdraw consent to marketing at any time by emailing us at sales@thestromnesshotel.com.
You can also withdraw consent to marketing by click the unsubscribe button on any marketing email you may receive from us.
Marketing by third parties:
We do not share personal data with any third party for marketing purposes, if this however should there be a circumstance where this is required we will get your separate express opt-in consent before we share your personal data with any third party for marketing purposes.
Because the security of your personal information is important to us, Secured Socket Layer (“SSL”) software is used on our booking platform ‘Elina’ to encrypt the personal information that you provide to us. If your browser is SSL enabled (which most are), your transmission of personal information to this platform online will be encrypted. You can verify whether your personal information is transmitted using SSL encryption by confirming the symbol of a closed lock or solid key on the bottom bar of your browser window. Different browsers may use different symbols. You can also verify that your personal information will be encrypted using SSL encryption by making sure that the prefix for the web address listed for that page has changed from “http” to “https”. If you do not see the appropriate symbol and the “https” prefix, you should not assume