Policy key definitions:
- “I”, “our”, “us”, or “we” refer to the business, [Business name & other trading names].
- “you”, “the user” refer to the person(s) using this website.
- GDPR means General Data Protection Act.
- PECR means Privacy & Electronic Communications Regulation.
- ICO means Information Commissioner’s Office.
- Cookies mean small files stored on a users computer or device.
Processing of your personal data
Under the GDPR (General Data Protection Regulation) we control and/or process any personal information about you electronically using the following lawful basis.
We are exempt from registration in the ICO Data Protection Register on the Lawful basis of:
Contract, The reason we use this basis, provide our services to you and maintain your account (including for quality assurance purposes, and handling any complaints you might make), Take payment for our products and services and debt collection, Deliver products to you, Perform credit checks (you can find more information our credit checking process here) To deliver service communications (such as bills),and tailoring those communications to your circumstances Answer your complaints or questions.
Legitimate interests, The reason we use this basis, to maintain and improve our products and services e.g. optimise business processes, quality assurance purposes, support efficient management of our staff, analyse performance of webpages and provide relevant content to you.
We process your information in the following ways:
- Your contact details and the contact details of people associated with your account: information that allows us to contact you directly such as your name, email address, telephone number and addresses associated with your account or order.
- Account information and details of other people linked to your account: information about your account, age, gender, date of birth, unique account number, unique customer identification, contract details, or someone else set up to pay your bill, premises details, complaints details, incident details and notes added to your account.
- Vulnerability information: information that allows us to understand whether you are in a vulnerable situation, including health and disability information.
- Audio and video recordings, and contemporaneous notes: records of site visits by our field operations teams.
- Financial information: information that allows us to understand your creditworthiness and financial position.
- Transaction and payment information.
- Purchase and account history: records relating to the products and services which you have purchased or used.
- Records of your discussions with our customer support teams, including call recordings and emails: when you share comments and opinions with us, ask us questions or make a complaint
Data retention period: We will keep your personal data for as long as necessary in order to achieve the processing purposes or until the contract between us ends or is terminated under any contract terms.
Sharing your information: We do share your personal information with third parties and they include;
- Any party approved by you
- Credit and Anti-fraud reference agencies
- Industry supervisory bodies
- The government or our regulators
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.
Your individual rights
Under the GDPR your rights are as follows. You can read more about your rights in details here;
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to data portability;
- the right to object; and
- the right not to be subject to automated decision-making including profiling.
You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR.
Some cookies are required to enjoy and use the full functionality of this website.
Cookies that we use are;
Neither of these two cookies store personally identifiable information, and both of them (as “session cookies”) are deleted when you close your browser session.
- _ga – Google Universal Analytics – This cookie is used to distinguishes unique users by assigning a randomly generated number as a client identifier.
- _gid – Google Universal Analytics – Used to distinguish users.
- _gat – Google Universal Analytics – Used to throttle request rate
- wordpress_test_cookie –
Data security and protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
Transparent Privacy Explanations
We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.
Sponsored links, affiliate tracking & commissions
Our website may contain adverts, sponsored and affiliate links on some pages.
Clickable affiliate links may be displayed as a website URL like this; www.thetafhotel.co.uk or as a titled text link like this: Bed & Breakfast in Whitland.
Clicking on any affiliate links may track your actions by using a cookie saved to your device. You can read more about cookies on this website above. Your actions are usually recorded as a referral from our website by this cookie. In most cases we earn a very small commission from the advertiser or advertising partner, at no cost to you, whether you make a purchase on their website or not.
If you have any concerns about this we suggest you do not click on any affiliate links found throughout the website.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Resources & Further Information
- Data Protection Act 1998
- Privacy and Electronic Communications Regulations 2003
- Privacy and Electronic Communications Regulations 2003 – The Guide
- Fillable PDF Forms Creation