Rose Dene Privacy Policy  

The Rose Dene takes your privacy seriously and only use your personal information to provide help us provide you with the best experience possible on your stay. 

We collect and process your personal information & data in the following ways:

• On our websites when you visit or make or manage a reservation; when you use our contact forms for email enquiries.
• If you contact us (by phone, email, text or otherwise), we may keep a record of our correspondence with you to help at a later date to matters related to this contact.
• When you make a reservation by telephone email or in person data is entered onto our secure booking management system. 
• When you enter our competitions.
• We are also working closely with third parties (including for example, Online Travel Agents) and may receive information about you from them.

We may use your personal information & data in the following ways: -

• To administer a booking or reservation.
• Send you emails or call you in relation to your stay.
• To contact you on departure to obtain feedback to your stay.
• To send you marketing & promotional emails should you opt in to this service.
• We use closed circuit television at our property that may capture or record images of guests and visitors in public areas for the protection of our staff, guests and visitors to our properties where permitted by law.
• To comply with the law

Sensitive personal data

• We only use personal data volunteered by you to improve the experience of your stay. We may use data provided by you to serve you better and meet your particular needs (for example, the provision of disability parking). You do not need to provide us with personal information simply to browse our website.

Credit/Debit Cards

• Website bookings require credit/debit card details to take a deposit. We use a secure website in order to process any purchases/bookings made on our site. 
• Credit/debit card information may also be requested over the phone when a booking is being made. 
• Card details are input directly onto the same secure system as the website, and are never written down. 
• We can send a secure payment link if you prefer this rather than giving details over the telephone. 
• We will never ask you to send card details by email. 
• All such information is stored on a secure system and will only be accessed when necessary to take payments as outlined in our Terms & Conditions. This data will be kept for as long as is necessary to fulfil your contract with us. 
• We have no access to the card details on the secure system. These details can only be used to pay any outstanding balance on your booking, or to pay for damages on departure.

Opt Out

• Marketing & Promotional emails will only be sent to those that have opted in for them
• Marketing & Promotional emails provide a link at the end of the e-mail to unsubscribe from that service.
• Please note that it is not possible to ‘opt-out’ of receiving communication from us which relates to your bookings or reservations.

Non-disclosure to third parties

• We do not share your data with any other company for marketing purposes
• We may share your data with agencies such as law enforcement or governmental organisations where we are required to make such disclosures by any applicable law
• We may share your data with banks and payment providers, to authorise and complete payments
• We may pass your information to our third-party service providers, agents, sub-contractors and other associated organisations for the purposes of completing tasks and providing services to you on our or your behalf (for example to process payments and send you email). We will only pass on relevant information for the process. They are all obligated to use the data for the purpose of the task only.
• We work with carefully selected Online Travel Agents (OTAs). When you enquire about or book with these third parties, they will share your data with us that is relevant to your booking. That data will then be treated as per our privacy policy. They will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy. 
• If you use other media platforms such as Facebook to interact with us they will use your data in line with their privacy policy.

Retaining personal information

• We retain personal information about you for the period necessary to fulfil the purposes outlined in this Policy, unless a longer retention period is required or permitted by applicable law. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
• We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
• Any written or printed data no longer required will be shredded.

Recruitment

• Should you apply for a position within our company, your details will be held on file until such a time as the position is filled. If you are unsuccessful in your application, your details will be disposed of securely and in a timely manner unless you request otherwise.
• How we use cookies
• Our website may use “cookies”. provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. 
• We don’t use cookies to track individuals or store sensitive information such as your name, address or credit card details.
• Internet
• If you log onto our Wi-Fi, the system will monitor which sites you have visited. This information is only accessed if requested by the police to help with the identification of illegal operations.

Getting in contact

If you would like to discuss anything in this privacy policy, please contact: -

Gillian Dunwell

Rose Dene

106 Columbus Ravine

Scarborough

North Yorkshire

YO12 7QZ

01723 374252

gillian@rose-dene.co.uk       This policy was updated on 22nd March 2023.