General
Your privacy is important to us. This privacy policy is intended to give you confidence in the privacy and security of the personal information we obtain from you from form completions, general enquiries or from simply visiting our website.
However, please note that we are not responsible for any use of your personal information you provide to third-party applications or websites that may be accessed via the Pottergate website. We recommend that you review the privacy policy of any third-party applications or websites that you use.
Collection of Personal Information
At Pottergate you may be asked for personally identifiable information such as your name, address, date of birth, email address, telephone number. By giving us such information, you will need to consent to our using it in the manner described in this policy.
You may withdraw your consent at any time by emailing us at pottergate@serviced-lettings.com We will return or destroy your personal information within 14 days of receipt of your withdrawal of consent.
Cookie information, pages you have requested and your IP address may also be recorded by us and/or third parties from your browser as set out in this policy.
Use of Performance Data
Pottergate will use performance data, including performance statistics, bug fixes and other similar data (‘Performance Data’) uploaded to our Websites or acquired through our Products. Pottergate may use such Data in any way, including, but not limited to, using, editing, altering, reproducing, publishing and/or distributing the Performance Data for any purpose, commercial or otherwise, provided that such Data is stripped of all personally identifiable information.
Use of Personal Information
We use personal information to allow us to process your service requests, provide access to privileged areas of the Websites, send out newsletters, personalise your visit to our website, personalise your use of our Products, and enable us to improve the products and services we offer. We may occasionally carry out market research and send you details of services and offers that we think may be of interest to you. If you do not wish to receive such information, please e-mail pottergate@serviced-lettings.com or, alternatively, when we send you an e-mail, it will contain a provision for you to opt out of receiving any further information from us.
Disclosure of Personal Information
We may provide information about you to our employees and agents in order to administer any accounts, products and services provided to you by Pottergate.
We will not disclose your personal information to any third party unless you have consented to such disclosure or where we are required to do so by law. Should you breach our terms and conditions or terms of use or if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, we may disclose your information to a relevant authority. This may include exchanging information with other companies such as our property partners to complete your booking. Any disclosure of personal information will be strictly controlled and made fully in accordance with current UK law.
Cookies
Cookies are small data files that a website you visit may save on your computer or handheld device that usually includes an anonymous unique identifier. Our Websites and those of our Products may use cookies for user authentication, keeping track of your preferences, promotional campaigns, tracking our audience size and traffic patterns, and in certain other cases. We may include small graphic images in our email messages and newsletters to determine whether the messages were opened and the links were viewed.
Third-party advertisers may also create and access cookies, which will be subject to their privacy policies – we accept no responsibility or liability for the use of such third parties’ cookies. If you do not wish cookies to be placed on your PC or handheld device, then they can be disabled in your web browser. The option to do so is normally found in your browser’s “security settings” section. Please note that permanently disabling cookies in your browser may hinder your use of our Websites as well as other websites and interactive services.
Security
All security on our Websites is treated seriously. Where applicable, we undertake security steps, including use of SSL technology, on our back-end systems that store customer account information and to protect data transmissions. However, this is not a guarantee that such data transmissions cannot be accessed, altered or deleted due to firewall or other security software failures.
If you have any further concerns about security, please email our Customer Service team at pottergate@serviced-lettings.com
Policy Changes
Changes in this policy will be posted on our Websites. You are advised to check our Websites regularly to view our most recent privacy policy.
How do we store your data?
We are committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorised access and use. As effective as modern security practices are, no physical or electronic security system is entirely secure. We cannot guarantee the complete security of our databases, nor can we guarantee that information you supply will not be intercepted while being transmitted to us over the Internet. We will continue to revise policies and implement additional security features as new technologies become available.
The transmission of information via the internet is not completely secure and may involve the transfer of data to countries outside of the European Economic Area (EEA). This occurs typically through use of cloud solutions for web hosting, email hosting or proprietary software solutions delivered to us through the Cloud. We do not however authorise any third party to use your personal data for their own purposes. Non EEA countries may not provide an adequate level of protection in relation to processing your personal data. By submitting your data, you agree to this transfer, storing and processing. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to us. Any transmission of data is at your own risk. Once we receive your personal data, we use appropriate security measures to seek to prevent unauthorised access.
Who might we share your data with?
We may disclose your Data to third parties who provide a service to us or in the event that we sell or buy any business or assets, in which case we may disclose your Data to the prospective seller or buyer of such business or assets or if we are under a duty to disclose or share your Data in order to comply with any legal obligation, or to protect our rights, property, or safety of staff or customers. Details of who we currently disclose your Data to are available by contacting the property’s general manager. Some jurisdictions may not have adequate safeguards for the protection of personal data, and where this is the case we comply with Chapter 5 of the General Data Protection Regulation (“GDPR”) to provide an alternative method of safeguarding your personal data.
How can you access the information we hold about you?
As an individual, under EU law you have certain rights to apply to us to provide information or make amendments to how we process data relating to you. These rights apply in certain circumstances and are set out below:
1. The right to access data relating to you (‘access right’).
2. The right to rectify/correct data relating to you (‘right to rectification’)
3. The right to object to processing of data relating to you (‘right to object’)
4. The right to restrict the processing of data relating to you (‘right to restriction’)
5. The right to erase/delete data relating to you (i.e. the “right to erasure”)
6. The right to ‘port’ certain data relating to you from one organisation to another (‘right to data portability’)
Retention time
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for. Therefore: Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed. Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes.
Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner. The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.
GDPR Policy
With the GDPR regulations coming into enforcement on the 25th of May 2018, Net Trading Ventures Ltd have undertaken development and procedural changes to ensure that we are working in compliance with this. The privacy and security of our guests, employees and partners information is of the utmost importance to us and we updated and amended our security and procedural measures to make sure we adhere to the new data privacy guidelines.
Capture, process and disclose information fairly
All personal data that is captured by Net Trading Ventures Ltd is used solely for the purpose it is collected for. This is made clear to our guests via our online privacy statement. This can be found here.
The controller for the purposes of GDPR is Net Trading Ventures Ltd
To provide our services we may use third-parties to support our business and we have obtained clearance under a GDPR perspective using assessments and questionnaires that such vendors are in compliance with the new regulations.
Do we disclose any information to outside parties?
We do not sell, trade or otherwise transfer your personally identifiable information to outside parties nationally or internationally. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential and secure, in alignment with the GDPR regulations.
We may also release your information when it is required to comply with relevant legal requirements, enforce our site policies, or protect ours or other rights, property or safety.
However, non-personally identifiable visitor information may be provided to and gathered by other relevant parties for marketing, advertising or other uses if it conforms with our own strict requirements of privacy. We have also conducted vendor and third-party risk assessments to make sure that those entities also comply with the newly enforced GDPR regulations within the EU.
Use data in ways compatible with explicit purposes
Personal data which is captured is only used in accordance with a guest’s upcoming stay and may be used for marketing campaigns, updates on new properties & newsletters. Guest can opt out by emailing pottergate@serviced-lettings.com at any time.
Ensure that it is adequate, relevant and not excessive
Net Trading Ventures Ltd will collect only information that is relevant to the services we offer both from our guests, our employees and our vendors.
Data Retention
As part of the new GDPR guidelines data controllers are encouraged to delete data if it is no longer required for any business need.
Data breaches
In the unlikely event that one of our data assets was breached, Net Trading Ventures Ltd is committed in following the procedures highlighted in the GDPR regulation and mitigate the same within 72 hours of discovering said breach. A data breach protocol measure is in place to make sure we adhere to this statement and that we document the facts.
If you have any further questions about our Data protection policies or need to know more, please contact us, our Managing Director and the data protection officer for Pottergate Apartments.