Introduction
Your privacy is of the utmost importance, we are therefore committed to safeguarding your personal information. That starts with helping you understand our privacy practices.
This policy describes the personal information we collect, how it is used and shared, your choices regarding this information and applies to any users of our services.
Any reference in this policy to information or personal information is to “personal data” as defined under the General Data Protection Regulations.
Version 1.0
last modified 02/09/2018
Who are we?
We are a family-run business and owners of Kirkconnell House. We operate through a number of websites as well as our own site www.kirkconnellhouse.co.uk, where we take bookings directly.
All references to “we” “our” “us” or “company” within this policy or within any opt-in notices are deemed to refer to Kirkconnell House/Kirkconnell Lettings. Our registered office is Kirkconnell Lettings, Kirkconnell House, New Abbey, Dumfries. DG2 8HL. United Kingdom
Data controllers
For your reference the data controller is:
Kirkconnell Lettings, Kirkconnell House, New Abbey, Dumfries. DG2 8HL UK.
The Data controller representative is:
Pat Counsell who can be contacted at roachdene@gmail.com.
The personal information we collect
We collect the following categories of information:
1. Personal information you provide
For example, this information may be collected when you:
- Contact us about any of our services
- Create or update your account
- Subscribe to a newsletter
- Enquire about, book or review a holiday
- Enter a competition
- Calculate your travel distance from a property
The type of information we collect from you may include your name, email address, phone number, postal address etc.
We may ask for information such as the names and ages of guests in your party, some of whom may be under 18. If you provide us with information for anybody under the age of 18, you are confirming that you are their parent or guardian and you are giving consent for us process their data.
2. Information created when you use our services
The following types of information are created when using our services:
Site management information
We do not monitor whether you are logged in or out nor record anonymous information to maintain your identify across multiple servers. Server logs are not collected to monitor technical errors, aid diagnosis and other system activity and will not include your device & IP Address.
Session information
We will not collect data for booking information, any searches performed and saved, nor will we collect non-personally identifiable information such as your IP address and customer ID, along with your device information such as operating system with browser or app version as applicable.
Analytics information
We do not use analytics tools to understand how users find, move around and interact with our website.
3. Information from other sources
We may collect information relating to you or products you purchase from us from other sources which may include:
- Business partners who help us facilitate the services we provide, such as payment providers, email service providers and holiday review partners.
- Marketing service providers such as social media and search engines.
- Other businesses through whom we advertise our service.
- Publicly available sources
Information from these sources may be combined with other information in our possession.
Cookies and third-party technologies
We may also gather information from cookies, web beacons or similar technologies from the internet.
‘Cookies’ are small text files stored on your computer by your browser or device by websites, apps, online media and advertisements.
How we use your information
Our main purpose in collecting your personal information is to provide you with the services you requested and those which we believe will improve your experience with us.
We may use your information in the following ways:
Providing services and features.
- Calculate your travel time and distance from our property
- Verify your eligibility for any products, promotions or services we offer
- Provide holidaymaker reviews on our website
- To assist you when you contact us
- Monitor and improve our services
- To perform functions and services otherwise described to you when we collect your information
Research and development
We may use the information we collect for testing, research, analysis and product development. This allows us to gain better market insights, improve and enhance the safety and security of our services and to develop new features and products. It also enables us to track the performance of our website and the content within it.
Profiling
We may analyse your information to create a profile about you in order to serve you with relevant content. We may use additional information about you from other sources to help us to do this more accurately and efficiently.
We do not profile in any way that will put you at a disadvantage. We do not profile in any way using sensitive information (such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation).
Marketing communications & advertising
We may communicate with you about our products, services, promotions and news or, where applicable, relevant third parties services.
Verifying information
We may use or share your information with third parties to verify its accuracy.
Legal proceedings and requirements
We may use the information we collect to investigate or address claims or disputes relating to your use of our services, or as otherwise allowed by applicable law.
Information sharing and disclosure
We always treat your data with sensitivity and keep it secure. At times we share your information with others where it is either necessary to perform our services or where you have given your consent to do so.
Other parties that we share your data with include:
The general public
When you submit content through public forums such as blogs, social media and independent partners for holiday reviews, any personal information provided in such forums is done so at your own risk as voluntarily provided by you.
External service providers and business partners
In order to perform or market our services to you, we may provide information to trusted third parties such as consultants, marketing partners or business partners (for example when sending you the latest brochure or other direct mailings). We do this where we believe we have a legitimate interest or you have given consent to do so.
We will not share your information with third parties for their direct marketing purposes without your consent.
With relevant authorities
For legal reasons or in the event of a dispute we may share your information when required or allowed to do so by law. For example, if you use another person’s credit card, we may be required by law to share information with that credit card holder, including holiday information.
With your consent
We may share your information other than as described in this policy if we notify you and you provide your specific consent for this purpose.
Safety and security
We know how much data security matters to all our customers and we treat your data with the utmost care.
We adopt best practices and operate a secure data network protected by industry standard firewall protection to safeguard personal identifiable information.
Choice & transparency
Accessing and Correcting Your Information
You can edit the name, phone number, postal address and email address within your account (where applicable) or by contacting us.
Marketing Opt-Outs
You may opt-out of receiving marketing communications from us by contacting us at roachdene@gmail.com, writing to the Data controller representative, Kirkconnell House, New Abbey, Dumfries. DG2 8HL. United Kingdom or by calling +44 (0) 79 200 44 727 and asking to speak to the Data controller representative.
Please remember that if you change your preference it may take a short time for those preferences to become effective.
How long we keep your data for
We will only keep personal data for an appropriate period of time for the purpose(s) for which we are using it. This period will vary and be dependent on our contractual and legal requirements.
Your rights
You have the right to ask us to provide you with the personal information we may hold for you and what we are using this information for. This is known as a “Subject Access Request”. You also have the right to request that we delete your personal information. Upon receipt of such requests we will endeavour to respond to you as soon as possible, but at least within one month.
If you believe the personal information we hold for you is incorrect, please let us know and we will rectify this as soon as possible.
If you would like to exercise these rights, please contact us at 
roachdene@gmail.com or write to the Data controller representative, Kirkconnell House, New Abbey, Dumfries. DG2 8HL. United Kingdom or call +44 (0) 79 200 44 727 and ask to speak to the Data controller representative.
If you are not happy with the manner in which we have used your personal information you have the right to complain to a statutory authority, in the UK this would be the Information Commissioner’s Office.
External links
On our websites you will find some links to external websites. Once you have left our website, our responsibility to you at Kirkconnell Lettings ends. Please check the privacy policies on other websites.
Updates to this policy
We monitor and review our privacy policy regularly. If we make significant changes we will endeavour to notify you through the website or through others means, such as email.