1st March 2021. Date of next review March 2022
WCF Ltd, Crawhall, Brampton, Cumbria, CA8 1TN (trading as Herding Hill Farm) ("We", "the Company", “Herding Hill”) are committed to protecting and respecting the confidentiality, integrity and security of the personal information we hold about each past or present guest, customer, enquirer, prospect or visitor to our website ("you", "your"). This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us, and how we comply with our responsibilities under applicable data protection laws ("Data Protection Laws"). Please read this policy carefully and if you have any questions or concerns please contact us using the information below.
For the purposes of the Data Protection Laws, the data controller of your personal information is WCF Ltd, Crawhall, Brampton, Cumbria, CA8 1TN.
We only hold personal data about you which you have provided to us or to one of our authorised data processors or has been collected via social media metadata.
We may collect the following information from you:
We will use the personal data which you provide to us for the following purposes:
In processing customer data WCF relies on the following legal bases:
Where the data subject has given their consent for the processing of their personal data. Any information which you provide to us in relation to your health, disabilities or access requirements will constitute “special category” personal data and you will be asked to consent to our processing of such data by us in accordance with the purposes set out in this policy at the time that such information is provided or when your booking is made.
We may process customer data on more than one legal basis. Please contact us if you need details as to which legal ground we are relying on to process any specific item of personal data.
Where we rely on consent to send marketing communications, you have the right to withdraw your consent at any time by contacting one of our site wardens on 01434 320175 or via email at firstname.lastname@example.org.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.
We will not disclose personal information we hold about you to any third party except as set out below.
We may disclose personal data to third parties who are providing services to us, in particular to the IT companies that support our booking, ecommerce and e-mail newsletter systems, to Wigwam Holidays, to the mailing houses and postal services that distribute our marketing literature and to payment processors for the purposes of booking payments and refunds.
We may also disclose personal data we hold to third parties:
We have no desire to contact those customers, prospects or enquirers who do not wish to receive marketing correspondence from us. However, where you have enquired about booking a holiday or have booked a holiday, we have a legitimate business objective in marketing to you to encourage new or repeat purchases. We will do so in compliance with Data Protection Laws. In accordance with your marketing preferences, we may use your personal data to send you newsletters and other marketing communications. We may also collect information about how you interact with our marketing communications (for example, whether you open emails we send to you). This helps us make our marketing more relevant to you.
If you wish to change your marketing preferences, there are various ways in which you can do this:
Please note that you may continue to receive marketing communications for a short period after changing your preferences while our systems are updated.
You may request to see the personal information we hold about you either digitally or on file at any point by making a request in writing to us via The Company Secretary, WCF Ltd, Crawhall, Brampton, Cumbria, CA8 1TN or via email on email@example.com. This request will be responded to within 30 working days. You will be provided with a copy of the personal information we hold about you. If we require more time to respond fully to any request, we will notify you in writing within the 30-day period referred to. Any additional copies of any information we provide to you may be subject to a reasonable fee.
You also have other rights under Data Protection Laws in relation to your personal data. In particular, you may have (i) the right to request that we rectify or erase information we hold about you in certain circumstances, (ii) the right to ask us to limit our processing of your information, (iii) the right (if we are processing information based on your consent, such as for marketing purposes) to withdraw your consent, (iv) the right to object to certain processing of your information (including the right to object to processing of your personal data for direct marketing purposes at any time), (v) the right to ask us to move, copy or transfer your personal information to another organisation.
If you wish to exercise any of these rights, please contact us via the Company Secretary at Crawhall, Brampton, Cumbria, CA8 1TN or via email on firstname.lastname@example.org.
We try to ensure that the information we hold about you is accurate and kept up-to-date and may ask you to re-confirm certain information when processing your booking. However, if at any time you believe that any information we are holding about you is inaccurate, out-of-date or incomplete, please notify us in writing via Herding Hill Farm, Shield Hill, Haltwhistle, Northumberland, NE49 9NW, by calling 01434 320175 or via email at email@example.com as soon as possible. We will promptly correct or delete any information found to be incorrect.
We have put in place what we consider to be appropriate security measures against unlawful or unauthorised processing of the personal data we hold about you, and against the accidental loss of, or damage to, such personal data.
Except if appropriate safeguards are in place, we will not transfer any data to a country outside of the European Economic Area ("EEA") or to a person based outside the EEA (unless required to do so by applicable EU or member state law to which we are subject) and, in such circumstances, we shall inform you of such requirement (unless prohibited by applicable EU or member state law on important grounds of public interest). If we or one of our data processors enters into EU Standard Contractual Clauses (or their equivalent in the UK) with a third party outside the EEA to whom personal information is being transferred, this will be deemed "appropriate safeguards" for the purposes of this Policy.
We are committed to ensuring that we do not retain personal data for any longer than is necessary for the purposes for which it was obtained. In the majority of cases, all personal data about you will be deleted 6 years after the date of your last stay or enquiry.
You can update your marketing preferences at any time by using one of the methods outlined above.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
If you have any queries about this policy or your personal data, or you wish to submit an access request or raise a complaint about the way your personal data has been handled, please do so in writing and address this to the Company Secretary, WCF Ltd, Crawhall, Brampton, Cumbria, CA8 1TN or via email on firstname.lastname@example.org.
If you are not satisfied with our response to any queries or complaints you raise with us or believe we are not processing your personal data in accordance with the Data Protection Laws you have the right to lodge a complaint at the Information Commissioner’s Office.