BRUDOLFF HOTELS GROUP PRIVACY POLICY

Under the General Data Protection Regulations(“ GDPR”) and the Data Protection Act 2018.

ABOUT THIS POLICY
Brudolff Hotels group is committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible way.This policy outlines how we aim to achieve this and includes the information collected when;

1. You visit our websites www.shetlandhotels.com and www.craighaarhotel.com
2. You make a booking for accommodation, or a restaurant booking, on our websites.
3. You make an enquiry through or on our websites.
4. If you were interested in working with us.

DEFINITION OF PERSONAL DATA
Personal data means any data that relates to an identifiable person who can be directly and/or indirectly identified from that data. In this case it means any such data that you give is via our websites. By providing your personal data, you agree that we can use your personal data in accordance with this policy.
Ensure you understand this policy in its entirety and take time to read it.

WHO ARE WE?
We are Brudolff Hotels Group; head office address admin office, The Craighaar Hotel, Waterton Road, Stoneywood, Aberdeen AB21 9HS; and trading as The Craighaar Hotel, The Kveldsro House Hotel, The Shetland Hotel, The Waterfront Bar and Grill at The Shetland Hotel; The Lerwick Hotel; the Bay Brasserie at The Lerwick Hotel, The Wine Shop, Lerwick.

HOW DO WE COLLECT INFORMATION FROM YOU?
We collect information from you;
When you make a booking either for accommodation or dining;
When you visit one of  our hotels or restaurants and express preferences (eg allergies, room types,)
When you make an enquiry  with us
When you sign up for marketing emails.

WHAT TYPE OF INFORMATION IS COLLECTED FROM YOU?
You might be asked to submit personal information about yourself when you make any kind of booking. We will collect this information so we can fulfil your booking.
When you make a booking with us in one of our restaurants, for accommodation, or a meeting; we will collect information such as your title; your name; your email address; your home or work address; and billing information;
In the case of no shows( where applicable) telephone number, company name, dietary requirements, and marketing preferences( whether you opt in or opt out).

When you dine with us, marketing responses, survey responses, and current and past reservation details.

WHEN YOU ACCESS OUR SITES
There is device information about your computer hardware and software which is automatically collected by us; this information can include device type; cookies; operating system; IP address; browser type; browser information; domain names; access times; settings; referring website addresses; other data about your device to provide the services as otherwise described in the policy.

LOCATION INFORMATION
If you use our websites, we may receive your generic location (such as city or neighbourhood).

CAREERS
You may submit your cv if you are interested in working with us to email; this information may include your personal details; employment details; education; salary history; and other relevant details; we will use this information to assess your application. We may also keep it in our records for future reference. Please get in contact if you would no longer like us to hold your records in EMAIL.

HOW IS YOUR INFORMATION USED?
Our use of your personal data will always have a lawful basis, either because it is necessary to complete a booking, because you have consented to our use of your personal data (eg by subscribing to emails), or because it is in our legitimate interests.
We require the information outlined in the previous section to understand your needs and provide you with a better service and in particular for the following reasons;
Internal record keeping;
Send you service emails ( booking confirmation and post visit feedback);
Improve our products and services;
Send marketing communications if you have opted in to receive them;
We may use the information to customise the website according to your interests.

WHO HAS ACCESS TO YOUR INFORMATION?
We will not sell; distribute, or lease your personal information to third parties. Any personal information we request from you will be safeguarded under current legislation.
We will only share your information with companies if necessary to deliver services on your behalf. For example service providers (eg ResDiary for the provision of online dining bookings and Avon Data and SiteMinder for the provision of online accommodation bookings); third party payment processors, and other third parties to provide our sites and fulfil your requests, and as otherwise consented to by you or as permitted by applicable law.

Third parties whose content appears on our sites may use third party cookies, as detailed below. Please refer to “use of cookies” for more information on controlling cookies. Please note we do not control the activities of such third parties, nor the data they collect and use and advise you to check the privacy policies of any such third parties.
You may choose to restrict the collection or use of your personal information at any point. Please refer to the Your Choices section of this privacy policy for details.

HOW AND WHERE DO WE STORE DATA?
We only keep your personal data as long as we need to in order to use it as described in this privacy policy, and /or for as long as we have your permission to keep it.
For dining reservations where we use Resdiary; and for accommodation reservations where we use Avon Data, your data will only be stored securely in data centres managed by rackspace, in the UK.
For all information stored by us, this is stored on site at each of our locations only.

PROFILING
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively.

YOUR CHOICES
We will not contact you for marketing purposes by email, phone, or text message unless you have given your prior consent. We will not pass your details to any third parties for marketing purposes, unless you have expressly permitted us to. Furthermore, you can change your marketing preferences at any time by contacting us by email at office@brudolffhotels.co.uk
You have a right to request a copy of the personal  information that any of our locations holds about you and have any inaccuracies corrected. Any such request should be made to office@brudolffhotels.co.uk 
You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it. We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for 10 years.

SECURITY
Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure data collected through our sites.

USE OF “COOKIES”
Like many other websites, our websites use cookies. We use them to help you personalise your online experience. A Cookie is a text file that is placed on your hard disk by a web page server which allows the website to recognise you when you visit. Cookies only collect data about browsing actions and patterns, and do not identify you as an individual.
We use  Cookies for the following purposes
Performance and analytics; cookies help us analyse how the services are being accessed and used, and enable us to track the performance of the services. For example, we will use cookies to determine if you viewed a page or opened an email. This helps us provide you with information that you find interesting. We also use cookies to provide insights regarding your End users and your sites’ performance, such as page views, conversion rates, device information, visitor IP addresses, and referral sites.
Third parties; Third party services may use cookies to help you sign into their services from our services. We may also use third party cookies, such as google analytics, to assist with analysing performance. Any third party cookie usage is governed by the privacy policy of the third party placing the cookie.
Opting out; you can set your browser to not accept cookies, but this may limit your ability to use the services.

Our site may contain links to other websites. Please note that we have no control over how your data is collected, sorted, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

WHAT HAPPENS IF OUR BUSINESS CHANGES HANDS?
We may, from time to time, expand or reduce our business and this may involve the sale and/or transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part. The new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use that data only for the same purposes for which it was originally collected by us.
In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance and informed of these changes.

GROUP INFORMATION.
We may share your information (such as meal or seating preferences and special occasions; or such as accommodation preferences) with other hotels in the same hotel group. This is to enhance the hospitality experience that we provide when you are with us.
In addition to providing you with a more customised service, we may, as permitted by applicable law, share your information with our affiliates to support operations, such as to perform analytics, tailor marketing to you, support a loyalty program that you have chosen to participate in, and improve services.

For more information please feel free to contact us at office@brudolffhotels.co.uk

CHANGES TO THIS STATEMENT.
Brudolff Hotels Group will occasionally update this Privacy policy to reflect company and customer feedback. Brudolff Hotels Group encourages you to periodically review this statement to be informed of how Brudolff Hotels Group is protecting your information. This policy was last updated in April 2018.

CONTACT INFORMATION.
Brudolff Hotels Group welcomes your comments regarding this Privacy Policy. If you believe that Brudolff Hotels Group have not adhered to this Privacy Policy, please contact us at office@brudolffhotels.co.uk. We will aim to use commercially reasonable efforts to promptly determine and remedy the problem.

The Data protection Officer, the person required to be appointed in specific circumstances under the “GDPR” is the  Managing Director from time to time of Brudolff Hotels Group who can be contacted at office@brudolffhotels.co.uk

REPORTING A PERSONAL DATA BREACH.
The GDPR requires data controllers to notify and personal Data Breach to the applicable regulator and, in certain instances, the Data Subject. We have put in place procedures to deal with any suspected personal data breach and will notify data Subjects or any applicable regulator where are legally required to do so within 72 hours.
If you know or suspect that a Personal Data Breach has occurred you should contact the managing director immediately at office@brudolffhotels.co.uk or at the address for the company given above.