1. Important Information
Gravel Farm Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 01/02/2020.
Data Controller, Data Processor and Data Protection Officer:
Rachel Gillam, Gravel Farm Ltd, Newmarket Road, Stretham, Cambridgeshire, CB6 3LJ
2. The data we collect
Point 1 important information lists whom we will collect personal data from, and we will collect the following information:
Contact data: Billing address, email address and telephone numbers.
Financial data: Bank account and payment card details.
Identity data: First name & last name, username or similar identifier, marital status, title, date of birth and gender of all guests.
Marketing and communication data: Your preferences in receiving marketing from us and our third parties and your communication preferences.
We do not collect any information about criminal convictions and offences.
Failure to provide personal data
If we are required by law, or under the terms of a contract we have with you, to collect your personal data and you fail to provide it, we may not be able to enter into or perform the contract with you and, we may have to cancel your booking and/or our service to you. We will notify you of this at the relevant time.
3. How personal data is collected
We collect personal data in the following ways:
Direct interactions: Personal data may be provided by you or on our behalf as part of your booking journey, or otherwise in connection with a booking by the lead guest. You may also provide personal data when you complete online forms, send messages, request products/services, subscribe to our services or enter competitions.
Third parties: We may receive personal data from third-party booking platforms who may be based inside or outside of the EEA (such as Airbnb, Booking.com, HomeAway, Sykes Cottages etc.).
4. How we use personal data
We will use your email address to send you confirmation of the booking and an email with more details on how to find us and other information you may find useful for your stay and again after your stay we will contact you to obtain feedback on your stay.
We will use your telephone number to contact for your security deposit and for an emergency if we have been unable to contact you by email.
We may periodically send promotional email about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
We would like to stay in touch with you to send information about the holiday cottages, any special offers we may have or local events. We send occasional emails (normally no more four per year) to people on our distribution list.
The distribution list is managed by a secure third party, Mailchimp. You may change your preferences or unsubscribe via Mailchimp at any time.
Neither we nor Mailchimp will pass your details onto any third party
6. How your data is stored
We are committed to ensuring that your information is secure. We operate appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to your personal data is restricted to individuals who have a business need to know and are under confidentiality obligations and can only process it on our instructions.
We also have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Neither we nor the third party agencies will share your information with any third party unless there is a legal reason for doing so.
7. Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of our marketing activities and satisfying any legal, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
We are required to keep basic information about our customers and clients (including contact, identity, financial and transaction data) for six years after the end of the tax year in which they cease being customers or clients, for tax purposes.
We will process your financial data such as credit card details for the purpose of processing payments, however, we do not retain any credit card details once the payment has been accepted.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser not to accept cookies. See for more information.
9. Controlling your personal information
If you have booked or enquired to holiday with Gravel Farm Ltd you are agreeing to us using your personal information for direct marketing purposes, however, you may change your mind at any time by writing to us at:
Gravel Farm Cottage
or emailing us at:
Tel: 07723 016965
Gravel Farm, Newmarket Road, Stretham, Ely, CB6 3LJ