Contact DPOIf you have a special request concerning your personal data, please use this to contact our Data Protection Officer directly.
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Request ArchiveUse this to perform a Subject Access Request. We will send you a copy of all the personal data we currently possess on you.
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This policy details how we use and store your personal information here at Lowland Lettings, along with why that information is stored – and how we protect your privacy when doing so.
We pledge to handle any personal information under our control with a great deal of care, and to keep that information safe whilst respecting your privacy and rights.
It’s our aim to be 100% clear when collecting your information, and how we are going to use it.
Lowland Lettings is a family-run business offering all manner of helping with holiday lets, from taking bookings and welcoming guests, to helping with property management and going the extra mile to ensure your guests have the best possible holiday.
Our use of personal information allows us to operate in the Scottish Borders and East Lothian, providing holiday lets and property management, helping to ensure we offer a professional and personal service.
This policy is effective from 25th May 2018.
How we collect and store information about youWe collect and store information about you in a couple of different ways which we’re going to detail now.
Information you provide to us directlyYou may get in touch with us to make an enquiry, or to book a self-catering holiday let either over the phone or online via our website. You may also wish to seek help or advice when running your own holiday let in the Scottish Borders. When you’re using our website, we also collect personal information using what’s known as cookies (see below) and other methods of tracking. This means we’ll receive information regarding the type of device you’re using to access our site, and the settings your device may provide us with additional details about the type of device you’re using, the specific model and operating system you’re using, your device settings, and why a crash has occurred (if applicable). This is in accordance with common website practice. For more details on the the information available to us through your device, check with your manufacturer or OS provider.
Information from other sourcesWe may also use information from the sources detailed below:
Social mediaYour privacy settings for social media platforms such as Facebook or Twitter might be set up so that you give us permission to access certain information from those platforms - for example, tagging us in a post or photo.
Information available publiclyWe may also collect information available from public sources such as company websites, public social media accounts, the electoral register and Companies House. This helps us to put together a more complete picture of someone’s interests in Lowland Lettings.
The personal information we collectWe store, collect and use the information detailed below:
- Your name
- Your email address
- Your address and contact details (mobile number and/or landline)
- Details of your booking (including the number of guests in your party)
- Your bank or payment details where you’ve provided these to make a payment
- Any queries or requests you’ve submitted to us
- Any other personal information you’ve provided to us
How we use your personal dataWe’ll use your personal information in the following ways:
- Take bookings for your stay as a guest in one of our properties
- Property management and/or managing bookings for your holiday let
- Keep a record of your relationship with us
- Contact you regarding your booking or property
- Respond to any complaints or queries you get in touch with us about
- Better understand how to improve the services we provide by analysing data and conducting market research
- Send correspondence to you
- Display content that is suitable for the device you’re viewing our website on (such as a smartphone, tablet or PC)
- Protect our staff
- Practice due diligence
- Conduct training and/or quality control via our systems
- Audit and administration of our accounts
- To meet legal obligations, such as fulfilling a contract with you, or our obligations to regulators, government and/or bodies of law enforcement
- Establish, enforce or defend legal claims
How we protect your informationWe ensure that the appropriate technical and organisation safeguards are in place in order to protect your personal data. This includes using a secure network.
- Owners of the holiday let you’ve booked
- Marketing agencies performing services on our behalf
- IT service providers
- Analytics and search engine providers
- We sell or buy any business assets and disclose your personal information to a prospective buyer or seller of these assets
- All of our assets are acquired by a third party - your personal information may be included in those assets
Keeping your information updatedWe may from time-to-time use information from external sources to keep our records updated. This includes sources such as the public electoral roll, and the post official national change of address database. We’ll only use sources we’re confident that you’re aware of and where you are fully informed of how your information may be accessed and used. This helps us to ensure we never store duplicate records or preferences that are out-of-date - and also helps make sure we don’t contact you against your wishes (when you’ve explicitly asked us not to). We want to give you full control of your data, and you may feel free to opt out from this activity at any time. To find out more, just contact us via firstname.lastname@example.org or give us a call on 01835 869 927. If you wish to let us know of a change in your contact details, similarly just get in touch via the phone number or email address above. We will update our records accordingly and appreciate you informing us of any changes.
How long we keep hold of your dataLowland Lettings has specific guidelines in place to determine how long we keep hold of your personal data. These are determined by both legal and operational considerations. As an example, we’re required to keep some of your information for tax purposes.
Your rightsAccording to UK data protection law, you have rights over any personal information that is held about you. We’ve broken these down for you below:
The right to access your personal informationIt’s your right to request access to any personal data we hold about you. It’s also your right to request a copy of that information from us - which we will provide to you unless legal exceptions dictate otherwise. If you wish to access your information, you may send a written request to Linda Maclaughlan at Lowland Lettings, Friars Acre, Jedburgh, Roxburghshire, TD8 6BN. Alternatively, you can contact the DPO here.
The right to have incorrect personal information correctedIt’s your right to get any inaccurate or incomplete information we hold about you amended. If you think the information we hold about you might be wrong or incomplete, just provide us with the details (using the details mentioned above) and we’ll investigate and correct any inaccurate information.
The right to restrict use of your personal informationIt’s your right to ask us to restrict the processing of some or all of your personal information if:
- Some information we hold about you is incorrect
- We’re not legally allowed to use it
- You require us to retain your information in order to establish, exercise or defend a legal claim
- You believe your right to privacy outweighs our interests to use your information for a specific purpose and you object to this
The right to be forgottenIt’s your right to request that we delete some or all of your personal information from our system. We will carry out this request as long as there are no legal exceptions preventing us from doing so.
The right for your personal information to be portableIf we’re processing your personal information by automated means (either to carry out a contract with you or having received your consent to do so) it’s your right to request we provide you or another service provider with that information in a digital or machine-readable format.
The right to object to the use of your personal informationIf we happen to be processing your personal information based on our own interests or for research or statistics, you have the right to object to your information being used in this way. If we’re processing your information for the purposes of direct marketing, and you decide to object, we’ll stop processing your information as soon as possible. You can exercise any of the above rights at any time. To do so, please contact Linda Maclaughlan at Lowland Lettings, Friars Acre, Jedburgh, Roxburghshire, TD8 6B. Alternatively, you can email email@example.com. It’s possible we may need to request further information and/or proof of your identity. However, all requests will be responded to within one month - unless we contact you to state otherwise. Please bear in mind that exceptions will apply to several of the above rights, and not all rights will be applicable in all circumstances. For more details, it’s recommended that you check the guidance outlined on the UK Information Commissioner’s Office (ICO) website.
AdWords and DoubleClickWe use AdWords and DoubleClick to help measure how effective our online ads are, helping to maximise the cost-effectiveness of our campaigns. These cookies have two main roles:
- To track anonymised conversion data to help us gauge how effective our ads are
- To serve ads to or exclude visitors who have visited our website
Other cookiesPlease bear in mind that we may use additional cookies from third-party or analytics partners from time-to-time over the short-term to improve the effectiveness of our ads.
Disable cookies on browsersIf you want to disable cookies on your web browser (such as Google Chrome, Mozilla Firefox, Safari or Internet Explorer), just click the ‘Help’ menu in the toolbar. This should guide you on how to change the settings on your browser, and how to disable cookies completely. For more guidance, click this link to AllAboutCookies.org (external link).
Contact usIf you would like to get in touch with us for any reason (whether to ask a question, leave a comment, suggest a change or make a complaint) please contact us via firstname.lastname@example.org or give us a call on 01835 869 927. You can also reach us by post: Lowland Lettings Friars Acre The Friars Jedburgh Roxburghshire, TD8 6BN
Our designated data protection officer is Linda Maclaughlan.
You can contact our DPO directly by sending an email to email@example.com or by using the form below.
If you submit this form we will send you a report outlining all of the data we currently possess on you.
Please use this form if you would like to be unsubscribed from all of our email marketing lists.
If you submit a forget-me request, also known as an erasure request, we will delete all of the data we currently possess on you. Caution, this can not be undone.