At Historic Sussex Hotels we are committed to protecting and respecting your privacy by acting in accordance with both this privacy policy and the General Data Protection Regulations of May 2018.

Historic Sussex Hotels registered number is 3673448 and registered office is Fourteen Acre Barn, Climping Street, Climping, West Sussex BN17 5TG.

This privacy policy sets out:

1. Who we are

2. How we collect personally identifiable information (PII) from you

3. What type of information we collect

4. How the information is used

5. How long we keep your information

6. Who has access to your information

7. Third party service providers

8. Your choice

9. Online security

10. Review of the policy

We may make changes to this Privacy Policy from time to time so please check this page occasionally to ensure that you're happy with any changes.

1. Who are we?

Historic Sussex Hotels is a collection of three privately owned hotels in West Sussex, each with a spa and restaurant: Bailiffscourt, Ockenden Manor and The Spread Eagle

2. How do we collect information from you?

We obtain information about you when you make a reservation or enquiry, join us as a member of our spa or dining club, use our website or wifi or register to receive our newsletters. We also collect information whilst guests are on the premises, such as CCTV footage and consultation forms

3. What type of information is collected from you?

The personally identifiable information (PII) we collect might include:

Name

Address

Phone number

Email address

Car registration number

Card payment information (strictly within PCI DSS guidelines)

Payment information for Spa or Dining Club Membership

CCTV footage

Other information you may provide us with at the time of booking for example dietary requirements or medical status for a spa consultation form

4. How is this information used?

We may use your information to:

- Process your reservation in one of our hotels, spas and/or restaurants

- Process orders you have submitted for example gift vouchers or spa memberships

- Carry out our obligations arising from any contracts entered into by you and us

- Keep you informed about offers, news and events from Historic Sussex Hotels that may be of interest to you

- Deal with entries into a competition

- To protect and improve Health and Safety standards on our premises

- Seek your views or comments on the services we provide

- Notify you of changes to our services

- Process a job application

5. How long do we keep your data?

We only retain personally identifiable information for as long as is necessary and we have strict review and retention policies in place to meet these obligations.

You are important to us and we want to recognise you as a returning guest and be able to confirm, update and improve guest records to enable this.

We will not keep your PII for any longer than 5 years after your last visit or until you request to be removed from our records. Please note for particularly sensitive personal information, for example spa consultation forms, we will hold your records for no longer than 3 months after your last spa visit.

Where you have consented to us using your details for direct marketing, we will keep such information until you notify us otherwise and/or withdraw your consent.

We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity.

6. Who has access to this personally identifiable information?

Historic Sussex Hotel employees will have access to the personally identifiable information in order to allow them to provide the services you have requested. We will not sell, rent or share your information to any third parties without your consent. Your PII is secure and confidential.

7. Third Party Service Providers working on our behalf

We may pass your information to our third-party service providers for the purposes of completing tasks and providing services to you on our behalf.

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

Our third-party service providers include:

SK Chase: Gift Vouchers

Vision Marketing: Dining Club Membership

Pure 360: E- Marketing

Maestro: Property Management System

Opentable: Restaurant Management System

Collier Pickard: Maximizer Customer Relationship Management System

D3R: Website

TMB Systems Group: IT Support, System Hosting, Office365

PXP & Lloyds Cardnet: Payment card processing

Bottomline Technologies: PT-X BACS & Direct Debit handling

8. Your choice - You are in control

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about our offers, news and events then you can make your choice by ticking the relevant boxes situated on the form on which we collect your information.

If your PII changes or you wish for your PII to be removed from our records, you may update or delete by emailing privacy@hshotels.co.uk. If you wish to view the PII we hold for you, we will give you access within 30 days of receipt of your written request to gdpr@hshotels.co.uk

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. All marketing email correspondence contains an unsubscribe option by which you can opt out of further email contact if you so wish.

9. Online Security

By making your travel purchase on our online booking engine, you are protected by Secure Socket Layer (SSL) technology, used by most popular browsers. Through encryption, the personal information you enter, including your name, address and credit-card information, is converted into code that is then securely dispatched over the Internet.

We do not store any debit or credit card details in our CRM or PMS

We do not use any website recording services to track your mouse clicks.

Our website also uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses cookies. The information generated by the Google Analytic cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States of America. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. By using our website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. You can read Google's privacy policy here for further information https://www.google.com/policies/privacy/

The information collected is used to improve our website usability and is stored and used for aggregated and statistical reporting.

10. Review of this Policy

We keep this Privacy Policy under regular review. This Privacy Policy was last updated in May 2018.

Any questions about this Privacy Policy and our privacy practices should be sent to privacy@hshotels.co.uk or in writing to Historic Sussex Hotel Limited, Fourteen Acre Barn, Climping Street, Climping, West Sussex BN17 5TG.

We reserve the right to change the conditions of use at any time. We advise you to review the conditions of use on a regular basis. Accessing and using this website after such changes have been posted constitutes acceptance by you of these conditions.

Disclaimer

www.hshotels.co.uk will take every care and precaution to ensure that the contents and information it publishes on this website is accurate and up-to-date. Unfortunately we cannot guarantee the accuracy of contents or information contained in its pages and any person using information contained in them does so entirely at their own risk.

Please be advised that you should verify the accuracy of any information before acting upon it. www.hshotels.co.uk also reserve the right to change information at any time without notice.

Special offers and rates

All rates and offers are subject to availability and may not be available on some key dates. Booking conditions apply. Charges will apply for bookings cancelled outside the cancellation policy specified at time of booking.

Your privacy and security are not compromised when you accept a cookie from our website. A cookie simply contains a large random number which in itself does not contain any personal information and any information you submit in the registration section of the website will not be contained within the cookie data. Cookies from our server cannot read data from your computer's hard disc or read cookie files from other websites or write any information to your hard disc. They simply make the website easier for you to use.

The use of cookies is an industry standard, and many major websites use them to provide useful features for their customers. Each website can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a web site to access the cookies it has already sent to you, not the cookies sent to you by other sites. You can configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is set. (Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.) Flash cookies can be disabled or the data held deleted by changing your browser add-on settings or by visiting the website of the add-on manufacturer. If you reject all cookies, you may not be able to receive personalised information on our website. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

When someone visits our website we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We will not associate any data gathered from this site with any personally identifying information from any source.