Our Data Protection Commitment
The Dove Inn will always respect our employee’s, customer’s and suppliers’ rights to data privacy and protection. We are committed to adhering to all relevant data protection law including all requirements of GDPR. We are committed to high standards of information security, privacy and transparency. We place a high priority on protecting and managing data in accordance with accepted standards.
Privacy Policy
This privacy policy sets out how we will collect, processes and protect any information that is received and held by us during the course of our business dealings and administration.
We are committed to ensuring that our employees, customers and suppliers privacy is protected. We will:
- Only collect information that is required for a specific purpose
- Ensure that it is relevant and up to date
- Only hold as much as is needed, and only for as long as is required
- Allow the subject of the information to see it on request
- Keep it secure
- Comply with both the law and good practice
- Respect individuals’ rights
- Be open and honest with individuals whose data is held
- Provide training and support for staff who handle personal data, so that they can act confidently and consistently
Compliance With Legal Obligations
Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with the guidelines set out via the General Data Protection Regulation 2018 (GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PEC), as supported by this Privacy Policy.
Employee Data
Information held by the Dove Inn regarding those employed or otherwise engaged by the business is managed on a contractual basis – those entering into a contractual agreement with the business agree to their data being managed on this basis as a requirement of their employment.
What We Collect
We may require to collect the following personally identifiable information (PII) as part of the management of those employed or otherwise engaged by the Dove Inn:
- Full name
- Date of birth
- Email address
- Mobile telephone number
- Residential telephone number
- Residential postal address
- National Insurance Number
- Proof of nationality/residency/right to work incl. passport/driving licence number
- P45 / P60 Income Tax documentation
- Bank account number / sort-code
- Next of kin name and contact details
What We Do With Your Information
We require these details in order to manage your employment with us with information relating to our products and services, and in particular for the following reasons:
- Employee management and record-keeping
- Payroll management and administration
- Provision of employment references
Customer & Supplier Data
Information held by the Dove Inn regarding those employed or otherwise engaged by the business is managed on the basis of consent, contractual or legitimate interest basis as appropriate.
What We Collect
We may be required to collect the following personally identifiable information (PII) as part of our day to day business to business interactions with customers and suppliers –
- Full name
- Date of birth
- Job title
- Company name
- Email address
- Business telephone number
- Mobile telephone number
- Residential telephone number
- Business postal address
- Residential postal address
What We Do With Your Information
We require these details in order to manage your booking/services/payment, and to provide you with information relating to our products and services, and in particular for the following reasons:
- Supplier & order management
- Bookings management including resident persons
- Internal record keeping/audit and accountancy records
- Information/promotion of our services, special offers etc.
For those persons staying overnight with us, we must ensure that we hold accurate details of all those residing within the premises at any given time.
We may periodically send newsletters or promotional emails about our services, events or other information which we think you may find interesting using the email address which you have provided. If you do not wish to receive such emails you are free to ‘opt out’ at any time, and a link will be provided in all emails to allow you to do this.
Accommodation Intermediaries
Accommodation at the Dove Inn is marketed through a number of online intermediaries. Bookings made through these services will result in personally identifiable data being held by the re-seller / merchant, some of which is passed to the Dove Inn. Information passed as such to us will be managed in accordance with the provisions of the policy as set out above. Management of the data held by the re-selling / merchant service is the responsibility of said service; current re-selling / merchant services utilised by us are:
Queenborough Group
https://www.queensboroughgroup.co.uk/privacy/
A number of further intermediaries services/booking websites [booking.com etc.] are utilised by Queensborough; the relationship with these further intermediaries is entirely managed by Queensborough and all inquiries should be directed to them in the first instance.
Payment Management / Merchant Services
Any digital payments made to the Dove Inn are processed by our merchant services provider AIB Merchant Services. No personally identifiable data [PID] relating to digital payments including names, card numbers or PINs are retained locally by us. Any queries relating to data processing by AIB Merchant Services should be referred to:
AIB Merchant Services
Block 6, Belfield Office Beaver Row,
Clonskeagh, Dublin4
Online Accountancy Services
The Dove Inn utilises online accountancy services for the management of all aspects of business administration including invoicing, accounts payable, supplier details etc. Data held within this system remains under the control of the Dove Inn whilst managed by the relevant online accountancy service. Any queries relating to data processing by online accountancy services should be referred to the relevant service. The accountancy services currently utilised by the Dove Inn are:
Xero
https://www.xero.com/uk/about/terms/privacy/
CCTV
Closed-circuit television [CCTV] is installed in public areas of our premises for the purposes of monitoring activity and ensuring customer safety. CCTV footage is recorded digitally and retained for a maximum period of 60 days. CCTV footage will be passed to police / other relevant authorities if officially requested, and NOT passed to any other external party.
Information Controller’s Officer Registration
The Dove Inn is registered with the Information Controller’s Officer as a Data Controller – registration number ZA249548.
Following assessment utilising the ICO self-assessment tool, it has been determined that the Dove Inn is are primarily processing personal data for core business purposes only. The categorisation of our data handling will be kept under regular review.
Sharing Data
Apart from where set out above in relation to booking intermediaries and accountancy services, we will NOT share any data with external parties. We will not in any way trade data with any external parties.
Where required to do so we will share data with regulators, law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws or regulations. A record will be kept of all data that is shared in this manner.
Data Protection Officer
The proprietor shall either themselves act as Data Protection Officer or nominate a member of staff to undertake this role. The Data Protection Officer will ensure that this Privacy Policy is maintained up to date and that all process and staff abide by its provisions.
Information Access Requests
You have the right to request from us access to any personally identifiable information that we hold relating to you, and to request rectification or erasure of such personal data or restriction of processing concerning your personal data, or to object to the processing as well as the right to data portability.
Should you choose to erase all personally identifiable information held on our systems, this will take place immediately in accordance with our obligations under GDPR.
Any such requests should be made in writing to the following postal address:
Data Protection Officer
The Dove Inn
Andover Road
Micheldever Station
Winchester
SO21 3AU
Or via email to the following address: contact@thedoveinn.net