Privacy Policy - Cairngorm Lodges
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Privacy Policy: Cairngorm Lodges

1. Introduction

Cairngorm Lodges (“we,” “us,” or “our”) is committed to protecting your privacy. This policy outlines how we collect, use, and store your personal data in accordance with the UK GDPR and the Data Protection Act 2018. For the purposes of data protection law, we are a “Data Controller” of your personal information.

2. What Personal Data We Collect and Why

  • Booking Information: When you book a stay, we collect your name, address, email, and phone number. This is required to process your reservation and fulfill our contract with you.

  • Reviews: Following your stay, we may collect data (such as your name and feedback) via Freetobook review forms. This helps us improve our service and, with your consent, may be shared on our website or social media.

  • Website Usage: Like most websites, we may collect your IP address and browser type for security and to improve your user experience.

3. Legal Basis for Processing

Under UK law, we must have a “lawful basis” for processing your data. We rely on:

  • Contractual Necessity: To manage and confirm your bookings.

  • Legal Obligation: To maintain financial records for tax (HMRC) purposes.

  • Consent: Where you have explicitly signed up for our newsletter or voluntarily submitted a review following your stay.

4. Who We Share Your Data With

We do not sell your data. We only share it with trusted third parties necessary for our operations:

 

  • Booking Partners: Specifically Freetobook, who provide our secure booking and review engine.

  • Payment Processors: To securely handle transactions. We do not store your full credit card details on our own systems.

     

  • Legal Authorities: Only if required by law (e.g., for tax reporting or health and safety requirements).

5. Data Retention

  • Booking & Financial Records: In accordance with UK tax law, we retain financial and booking records for 6 years.

  • Marketing Data: We keep your contact details for marketing only as long as you remain opted-in. You can withdraw consent at any time.

6. Data Security and Transfers

We use administrative, technical, and physical security measures to help protect your personal information. While we strive to store data within the UK/EEA, some third-party processors (like Freetobook) may use secure servers that involve data being processed globally under strict “adequacy” agreements to ensure your privacy rights remain protected.

 

7. Your Rights Under UK Law

You have the following rights regarding your personal data:

  • Access: Request a copy of the data we hold about you.

  • Rectification: Ask us to correct inaccurate or incomplete information.

  • Erasure: Request that we delete your data (subject to legal retention requirements).

  • Data Portability: Request your data in a structured, machine-readable format.

  • Withdraw Consent: Opt-out of marketing or reviews at any time.

8. Contact Information & Complaints

For any privacy concerns, please contact us at: [email protected].

 

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection.

 
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