• 01408 621252
  • Golf Road · Brora · Sutherland · KW9 6QS

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Website Privacy Statement

PRIVACY NOTICE 
The Royal Marine Hotel, Brora, is dedicated to safeguarding and preserving your privacy.

This privacy
notice will inform you how we look after your personal data, and tell you about your privacy rights and how the law protects your personal data.

Detailed in this privacy notice is how the Royal Marine Hotel collects and processes your personal data
through use of our website and other means, including post, telephone, and email.

1. Who we are
In this privacy notice the Royal Marine Hotel means the Royal Marine Hotel, Brora, having its registered office at Royal Marine Hotel, Golf Road, Brora, Sutherland, KW9 6QS.
Within the context of this notice “we”, “our” & “us” refers to the Royal Marine Hotel, Brora, (the Data Controller). This means that we are responsible for, and control the processing of, the personal information you provide to us in accordance with this privacy notice.
By using our website (https://www.royalmarinebrora.com/) you are accepting and consenting to the practices described in this notice.

2. How we get your personal information
a) Most of the personal information we process is provided to us directly by you for one of the following reasons:
a) You subscribe to ‘Join our Newsletter’.
b) You send us a general enquiry by completing our ‘contact form’ or email the Hotel direct.
c) You ‘book online’ for accommodation using our website.
d) You book online and buy ‘vouchers’ through our website
e) You ‘book the restaurant’ by reserving a table using our website
f) You apply for a job with us, i.e. completing an application form, providing a CV or other information about yourself for specific purposes.
If you contact us, we may keep a record of that correspondence. If you send us personal information which identifies you via email, we may keep your email and email address, and we will only use these details for the purposes in which it was given, or consented to.
b) We may also receive personal information indirectly, in the following scenarios:
a) We receive personal data about you from various third parties and public sources, such as
our business delivery partners, and suppliers.
b) As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
c) Technical Data such as IP address, browser type and version, etc from a) analytics
providers, b) advertising networks, c) search information providers.
d) Your identity and contact details from publicly available sources such as social media sites.
e) An employee of ours gives your contact details as an emergency contact or a referee.
3. What we do with your personal information
This section of the privacy notice provides clarity on what we do with your personal information.
For this purpose, we have grouped your personal data into the following categories:


Category: When you subscribe to ‘Join our Newsletter’.
1. Purpose So that we can add your personal details to our contact list for youto receive our newsletters featuring great short break ideas andexclusive offers throughout the year. You can select the areas ofyour specific interest, such as Festive Breaks; General Interest;Golf Breaks; Meetings and Events; Short Breaks; Wining and Dining.

2. Lawful basis for processing your data Consent

3. What data do we need / and what is collected?

We need enough information from you so we can add your details to our contact list and you can receive the requested information, such as, name, email address, country of residence, date of consent.

4. What we do with it We add your contact details to our contact list, which we then use as a tool for sending out the consented information.Were you have consented, we process your personal data for marketing purposes, such as, but not limited to, news, offers and important updates.

5. How long we keep it Personal Data is kept until consent is withdrawn, or the legitimate purpose for processing the data is no longer valid.

6. Do we use any data processors?

Plan B (website host); Constant Contact (used to service marketing
emails and host our ‘contact list’).

Category: When you send us a general enquiry by completing our ‘contact form’ or email the Hotel direct.
1. Purpose To provide you with the information for your enquiry, and be able to respond to you accordingly.

2. Lawful basis for processing your data For the performance of a contract.

3. What data do we need / and what is collected?

We need enough information from you to answer your enquiry, such as, name, telephone number, email address, enquiry details.

4. What we do with it We will keep a record of your details, and will then pass these details to the correct area of the business to be dealt with. We will also keep a record of our response.

5. How long we keep it From 12-months following the last action. Unless correspondence relates to a further contractual agreement, then it is kept for 7 years
following termination of the contract.

6. Do we use any data processors?

Plan B (website host); Its Simplicity (email and IT provider).

Category: When you ‘book online’ for accommodation using our website

1. Purpose So that we can ensure we have the necessary contact details
required to enable you to book accommodation with us. We may
also from time to time send you information that we think may be of
interest to you.

2. Lawful basis for processing your data For the performance of a contract, and Consent.

3. What data do we need / and what is collected?

For booking purposes, we require certain information from you, such as, name, address, contact telephone numbers, email address, any special requests, payment details.

4. What we do with it We will keep a record of your details, in paper form and an electronic copy. All payment card details are kept secure in accordance with PCI Compliance. We may contact you to inform you of products and services that we think may be of interest to you, unless you inform us that you wish to opt out. If you add ‘Accommodation Extras’ to your booking then we will share the required data with the service providers, such as, Bliss therapist; Brora Golf Course; Castle Stuart Golf Links. If accommodation is not available at the Royal Golf Hotel, then we may also suggest alternative accommodation at one of our partner accommodation providers, and if you click on the corresponding link you will be redirected to the according website.

5. How long we keep it For 7 years following the end of your booking.

6. Do we use any data
processors?

Bookassist (online reservation process provider); Rezlynx (hotel
property management system).

Category: When you book online and buy ‘vouchers’ through our website

1. Purpose So that we can ensure we have the necessary contact detailsrequired to enable you to order cash vouchers with us. We may alsofrom time to time send you information that we think may be ofinterest to you.

2. Lawful basis for processing your data

For the performance of a contract, and Consent

3. What data do we need / and what is collected?

For booking purposes, we require certain information from you,such as, email address, postal address of the purchaser and/or recipient, payment details.

4. What we do with it We will keep a record of your details, in paper form and an electronic copy. All payment card details are kept secure in accordance with
PCI Compliance. We may contact you to inform you of products and services that we think may be of interest to you, unless you inform us that you wish to opt out.

5. How long we keep it For 7 years following the end of your booking.

6. Do we use any data processors?

Bookassist (online reservation process provider).

Category: When you ‘book the restaurant’ by reserving a table using our website

1. Purpose So that we can ensure we have the necessary contact details required to enable you to make a restaurant reservation with us. We may also from time to time send you information that we think may be of interest to you.

2. Lawful basis for processing your data For the performance of a contract, and Consent.

3. What data do we need / and what is collected?

For booking purposes, we require certain information from you, such as, name, email address, telephone number(s), and any special requests and allergies, date, time, number of guests. 4. What we do with it We will keep a record of your details, in paper form and an electronic copy. Your details will be shared internally for the purposes of your reservation only. We may contact you to inform you of products and services that we think may be of interest to you, unless you inform us that you wish to opt out.

5. How long we keep it Securely destroyed after 6 months following the last action.

6. Do we use any data processors?

Plan B (website host); Its Simplicity (email and IT provider).

Category: When you apply for a job with us, i.e. completing an application form, providing a CV or other information about yourself for specific purposes.

1. Purpose To assess suitability for the role/position applied for. Plus,confirmation of identity, and where applicable, validation ofqualifications.

2. Lawful basis for processing your data

For the performance of a contract. To comply with legal or regulatory requirements.

3. What data do we need / and what is collected?

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role, such as, contact details, CV information, referees. We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary, such as, confirmation of identity, right to work in the UK, bank details, emergency contact information, health questionnaire.

4. What we do with it We will keep a record of your details, in paper form and an electronic copy, which we share with those involved in the recruitment process
and decision making.

5. How long we keep it - Successful recruitment candidate information – all paperwork will be attached with employee records and retained for 7 years following the end of employment.
- Unsuccessful recruitment candidate information – all paperwork will be securely destroyed after 1-year following the last action.

6. Do we use any data processors?

Ord Storage (records destruction company).

4. Your Data Protection Rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. If we are processing your information for criminal law enforcement purposes, your rights are slightly different.

a) Your right of access - you have the right to ask us for copies of your personal information, and find out how we are using or storing your personal data. This right always applies. However, there are some exemptions, which means you may not always receive all the information we process.
You exercise this right by asking for a copy of the data, which is commonly known as making a ‘subject access request’. We will respond to your request within one month, however in certain circumstances we may need extra time to consider your request which may take up to an extra two months. If we are going to do so, we will let you know within one month that we need more time and why.

A copy of your personal data will be provided free of charge, unless we consider your request ‘manifestly unfounded or excessive’, then we will ask for a reasonable fee to cover administrative costs associated with the request.
b) Your right to rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
c) Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.
d) Your right to restriction of processing – you have the right to object to the processing of your personal data in some circumstances. If we agree to your objection, we will stop using your data for that purpose unless we can give strong and legitimate reasons to continue using your data despite your objections. You have an absolute right to object to us using your data for direct marketing.
e) Your right to data portability - This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent, or in talks about entering into a contract and the processing is automated.

5. Sharing your personal information
We will never share your personal data with a third party for marketing purposes without your prior consent to do so. You have the right to ask us not to process your personal data for marketing purposes, therefore if you wish to change your mailing preferences or opt-out of specific marketing communications, you may follow the instructions on the relevant forms, or notify us on the contact details provided in this privacy notice. We use data processors, who are third parties, to provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.


In some circumstances we are legally obliged to share information. We’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information. Current data protection law, imposes restrictions on the transfer of personal data outside the EEA (European Economic Area), to third countries or international organisations. These restrictions are in place to ensure that the level of protection of individuals afforded by the current regulations is not undermined. Personal data may only be transferred outside of the EEA in compliance with the
conditions for transfer. Companies may transfer personal data where the organisation receiving the personal data has provided adequate safeguards. Individuals’ rights must be enforceable and effective legal remedies for individuals must be available following the transfer. We do not share your personal data outside of the EEA.


6. Links to other websites
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

7. Website browsing
a) Analytics
When you visit our website we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
b) Our use of Cookies
Cookies allow web applications to respond to you as an individual. The web application can then tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. Overall cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any
information about you, other than the data you choose to share with us. You will be given the opportunity to accept or reject the use of cookies in a pop-up box when you
first access our website. You may choose not to accept the ‘cookies’, however, this may prevent you from taking full advantage of the website.
8. Changes to our privacy notice Any changes we make to our privacy notice in the future will be posted on this page. By continuing to
use our website you will be deemed to have accepted such changes.
9. How to contact us Questions, comments and requests regarding this privacy notice are welcomed and should be
addresses to:
• Email: dataprotection@royalmarinebrora.com
• Hotel telephone number: +44 (0) 1408 621252

 

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