The terms “Us”, “We” and “Our” all refer to The Bower House Restaurant & Rooms, its employees, contractors and agents. “You”, “Your” and other similar terms all refer to the users of our website and customers of our services.
WHAT INFORMATION DO WE COLLECT?
If you use our website we may collect and process data such as your name, telephone number, street address, email address, IP address, web browser information, the pages you visit on our website and your your booking / reservations history.
Some of this data is anonymous and is used to measure website performance and is primarily collected using cookies. We also process the personal data we collect when you fill in a form on the website or correspond with us using email, telephone or postal mail.
If you have previously been a customer of ours then we will have some information about you which could include your name, phone number, email address, home address and dates you visited.
As with any business, our existing client base is a vital source of repeat business and we value the opportunity to contact previous customers with special offers and news we think may be of interest. We can only do that if we have your consent to do so, and you will have the option to give that consent when filling in our web forms or checking in.
The marketing messages you can expect from us will be fairly infrequent, not usually more than once per month, and only promoting special offers at The Bower House Restaurant and Rooms.
If you do opt-in to hear from us, you can change your mind at any time by clicking the Unsubscribe link on any of our emails, or by following the instructions in the Removing your Details section of this document.
We keep comprehensive data about our employees including name, address, email address, phone number, curriculum vitae, HR related records, payroll records and any other information necessary to act as a responsible employer.
Employees can access this data by making a request to their line manager who will arrange for the data to be collated without undue delay.
Ex-employees should contact the Restaurant Manager with the request. Due to the sensitive nature of these records, they will be sent by Recorded Mail to the address we have on file for you. If your address has changed, we will need proof of identity before we can action your GDPR request.
We keep details records of our suppliers including company name, address, website, email address, phone number, contact(s), order history, billing history, performance & quality history and other pertinent information necessary for making sure we have strong ties with reliable, high quality suppliers.
Suppliers who are legal partnerships or sole traders can exercise their data access rights under GDPR as with any consumer. Private Limited and Public Limited companies do not have the same GDPR rights as consumers, however we will comply with any reasonable requests to access or modify data which we hold about your company without undue delay.
Where we deem information to be sensitive or confidential, we will only supply such data by Recorded Mail to the company’s registered office for the attention of the Data Controller.
Emails are kept to provide a record of our conversations so that we may refer back to them when needed and are not processed for any other purpose.
Cookies are small pieces of data generated by our website and stored on your computer when you use our website.
We use two types of cookies: session cookies and persistent cookies.
Session cookies are created when you visit the website and are deleted from your system when you close your web browser. These cookies do not collect any personally identifiable information about you. We use session cookies only to facilitate the proper functioning on the website, for example, to keep a user logged in as they move from page to page.
Persistent cookies are used on our site by third party systems such as Google Analytics, ResDiary and InnStyle. These cookies store various settings and preferences between website visits to provide continuity, and to collect statistical data in the case of Google Analytics.
Persistent cookies can be used to identify you as an individual. The Bower House does not use them for that purpose directly, but our third-party suppliers (Google, Innstyle & ResDiary) do.
You can read more about how cookies work, what they can do and how to control them here: https://www.aboutcookies.org
OUR USE OF GOOGLE ANALYTICS
We use Google Inc.’s Google Analytics product to monitor and measure various aspects of our website’s performance including the number of website visitors we have, where they were referred from, times of visits, pages visited, length of visits, country of origin, errors generated by the site, website page speeds etc.
To provide these services, Google use their own persistent (tracking) cookies and provide us with anonymised information once the data has been processed by Google. At no time do we have access to the “raw” data that can identify you personally or track your movements across the Web, but these cookies will allow Google to do so.
It is not necessary for you to allow these cookies in order to use our website, and you can opt-out of Google Analytics by making preference changes on Google’s own systems here: https://tools.google.com/dlpage/gaoptout?hl=en
OUR USE OF INNSTYLE & RESDIARY
Our website uses embedded third-party systems from InnStyle (room reservations) and ResDiary (restaurant bookings) and data collected on our website is transmitted to those services to facilitate such bookings.
When you use reserve a table or book a room on our website, you are interacting directly with the appropriate third-party system and not with our website even though the booking process appears to be “on” our website.
Data you enter is sent directly to the relevant third-party and processed by them to ensure your room or table reservation is made properly and we use their diary system to manage these aspects of our business with you.
Both InnStyle and ResDiary will store your information once processed and make it available to us so that we are able to manage your booking and communicate with you if necessary.
DATA YOU SUBMIT
If you contact us through the website, by phone or email, you may need to supply us with personal data in order for us to process your requests.
The data provided allows us to manage our rooms and restaurant bookings efficiently and provide you with the services and information you have requested, but it will not be used for any other purposes for which you have not given us express consent.
When filling in a form on our website (or with InnStyle or ResDiary), you will be given the option to hear from us about special offers and news related to our business. You do not have to give your consent for this in order to use our services.
If you do give your consent, we will only do so in the manner that you would reasonably expect and only using the channels you give permission for. We will normally contact you no more than once a month, unless there are multiple special offers or events occurring in succession (such as Christmas and New Year offers which are a week apart).
If you do not give your consent to receive marketing material, we will use your data only to respond to your communication.
3rd PARTY SUPPLIED DATA
We do not buy-in data, such as email lists, from 3rd parties and therefore no personal data is acquired in this way.
Table reservation data is kept for 12 months, room reservation data will be kept for 3 years.
If you have given consent to be contacted for marketing purposes, we will keep your data indefinitely or until such a time when you request to be removed.
Employee Data is kept for seven years following the date employment ended.
Supplier Data (companies) is kept indefinitely. Supplier data (partnerships and sole traders) is kept for three years after the last transaction.
Emails are kept for 2 years at which point they are archived. Archived emails are kept for seven years.
Where we are required by law to retain data for a given period of time we will do so in accordance with those laws.
WHO IS COLLECTING AND PROCESSING THIS DATA?
We are The Bower House Restaurant of Market Place, Shipston-on-Stour, CV36 4AG.
Paul Merrony is our ICO Registered Data Controller and our Data Processor for data generated on-site and processed by us. In addition, InnStyle & ResDiary act as additional Data Processors if you book any of our services through them. Google Inc. are the Data Processor for Google Analytics data.
WHO WILL THIS DATA BE SHARED WITH?
Data collected by InnStyle and ResDiary is shared only with us and will not be used by them for any other purpose than managing your booking with The Bower House.
We do not sell, rent or lend our customer / user data to or with any other third parties.
The only exception to this is if we are compelled to by a law enforcement agency presenting legal authority to acquire such data from us.
ASSIGNMENT ON SALE OF BUSINESS
ACCESSING AND AMENDING YOUR DATA
If you would like to view or amend this data, simply contact us detailing your request and, once we have confirmed your identity, this will be actioned within 30 days.
The request will be verified using the contact information we hold on file as a precaution against unauthorised data requests.
Note: We will not send any personal data to any email address or postal address that has not previously been verified as legitimate. If your email or postal address has changed, additional proof of identity may be required.
REMOVING YOUR DETAILS
You can easily remove your details from our marketing database by following the “Unsubscribe” link on any email you receive from us. Alternatively you can email us or use the Contact Us page on our website.
Once we have confirmed your identity, the deletion will be actioned within 30 days. The request may be verified using the contact information we hold on file as a precaution against unauthorised data requests.
If you ask us to remove your records we will also remove them from InnStyle and ResDiary. The exception to this is if you have a reservation pending in either system in which case we will need to keep your records until the pending business between us is concluded, after which your details will be removed.