Gwendon Privacy Policy – last updated: 15 February 2024

Who we are

We are ‘Gwendon’ (Gwendon Holiday Home), 5 Craig Ddu Estate, Amlwch, Anglesey’. In terms of this privacy policy, ‘we’, ‘us’ or ‘our’ means the owners of Gwendon, 5 Craig Ddu Estate, based in  Amlwch, located on the Isle of Anglesey LL68 9EH.

The purpose of this notice

It’s personal and that’s the way we want to keep it. At Gwendon, we only ask you for information needed to manage your booking and guest journey, send you newsletters and offers (only if you want them, and you can opt-out at any time), and understand how our website is used.

This policy provides you with information on how Gwendon will process your personal data. It also provides information about your rights regarding your personal data and how you can get in touch with us in order to enforce them.

Managing your booking

Our Website

We capture anonymised information about all visits to our website to help improve the website. We also capture data on how visitors find our website. To help us do this, our website uses small pieces of code called ‘cookies’. We don’t have cookies from third parties on our website.

Bookings

We use a third-party booking system to manage your booking securely and contact you about it. The personal data this system stores about you is your name and contact details as well as information about your booking and the dates and amounts of your payments. We can see and update the data. The system we use is Bookalet. See their Privacy Policy for details. Below is the information that’s held:

• Your full name & title
• E-mail address
• Postal address
• Telephone number(s)
• Guest names (and ages over 16)

Bookings via third-party agents

We may occasionally advertise Gwendon on travel sites such as Simply Owners, Independent Cottages, Tripadvisor and the like. Those sites have their own privacy policies, so head over to their individual sites for further details.

Guest Verification

Our bookings are protected by SUPERHOG,  our risk management partner. This service is in place to check guest identities and for guests to either purchase a damage deposit waiver or a refundable breakage deposit. See their Privacy Policy for details.

Digital Guidebook

We provide guests with access to a comprehensive digital guidebook. We pass your details to Touchstay. See their Privacy Policy for details.

Payments

We don’t store credit card details on our systems. We use a secure third-party payment system to process card payments. The personal data we can see about you is limited to your name and the last four digits of your card, we will never see any other card or account details. The system we use is Stripe. See their Privacy Policy for details.

Housekeeping

We want to provide you with a lovely clean holiday home upon arrival, therefore our housekeeping team need to collect some information to prepare for each set of guests. Typically, this may be via email, WhatsApp and/or Messenger and the information they require is the guest names, the number of guests & pets. The team may also discuss any damage done to the property. This anonymous data may include images and is linked to the date of your stay.

Social Media

Your privacy settings for social media platforms such as Facebook or Instagram 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.

How long we store your data

Accounting

We store your name, booking dates and amounts of your payments in Quickbooks, our accounting system. Where you have booked a holiday with us, we will retain your data for a period of 7 years for accounting & legal purposes to ensure that we are able to assist you should you have any questions, feedback or issues in connection with a holiday you have purchased from us or if any legal issues arise. See their Privacy Policy for details.

Email marketing – news & updates

We occasionally send out emails with news or special offers from our email marketing systems, Mailerlite & Mailchimp. Where you have opted to receive marketing material, you can unsubscribe from these emails at any time. We do not pass your information to other organisations for marketing purposes.

We may still email you about your booking even if you opt out of our marketing emails.

How we keep your information secure

Your personal details are digitally stored on the systems listed above, on each company’s cloud servers. Access to these systems are protected with strong passwords.  We do not store paper copies of any bookings on file. Occassionally, we may store information on our local servers periodically, for reporting purposes, but we aim to ensure that this is limited and destroyed on a regular basis. Your data will NEVER be sold to any third-party. It is solely used to manage bookings and send newsletters.

Data removal request

Under the General Data Protection Regulation, you have the right to request that we remove your personal information from our systems. We will need to retain it until your booking has been taken and we no longer need to contact you.

If you would like to see what data we hold of you, remove your data from our systems or notify us that you no longer wish to receive communication from us, please contact us.  Our Data Protection Officer is Ged Hartshorn, and you can contact Ged at stay@gwendon.co.uk or write to us at 174 Block Lane, Chadderton, Oldham, Greater Manchester OL9 7SB.

Complaints via ICO

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) on their complaints page. Please quote our ICO Registration ZB600386 in any correspondence.

Links

Our website contains links to and from the websites of other companies. If you follow a link to any of these websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for them. Please check those policies before you submit any personal data to those websites.

This privacy policy was last updated on 15 February 2024. We reserve the right to update our policy periodically.