Terms and Conditions
Terms and Conditions
Terms and Conditions for Arun Retreats
Terms and Conditions + Sauna Disclaimer
This document sets out the terms and conditions on which the Accommodation is provided to customers by Us (“Us”, “the Company”).
We strongly recommend that you read this document before making a booking with Us.
We strongly recommend that you read this document before making a booking with Us.
It is important to us that all customers and their guests enjoy their time at Timberley, This is a working farm it is important that all guests remain respectful of the property, the countryside and any animals on the farm, and remain aware of tripping hazards. Customers who use the swimming pool, Inqolobane Jim (Jim’s Granary ) , tennis court and Sauna do so at their own risk , and they are also responsible for their children . Furthermore, any disrespectful or abusive behaviour of the property and our staff could mean automatic termination of the booking with out refund.
We reserve the right to change the terms and conditions at any time.
Definitions:
1. Interpretation
1.1 In these Terms and Conditions, the following words and expressions shall have the following meanings:
Accommodation: the whole property as advertised on the Company’s website, to be hired by the Customer, as specified in the Booking Confirmation.
Booking: the contract between the Customer and the Company for the Accommodation for the Hire period, Individuals making the booking must be over the age of 21.
Booking Confirmation: the written confirmation supplied once the booking is confirmed by the Company.
Business Day: a day other than a Saturday, Sunday or public holiday in England, when banks in London are open for business.
Charges: the total charge payable inclusive of VAT by the Customer for the hire of the Accommodation for the Hire Period.
Company: The Company specified in the booking email and to which payment for the property is made. Further details on The Company available on request.
Coronavirus: the disease known as coronavirus disease (COVID-19) and the virus known as severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2).
A like Coronavirus Event: an event or delay caused by, or arising from or in relation to, a Coronavirus epidemic or pandemic that prevents the performance under of any obligations under these Terms, including (but not limited to):
a) any illness, quarantining, shielding or self-isolation (including, but not limited to, precautionary self-isolation) of the Hirer, the Company’s key staff where the decision to quarantine or self-isolate is recommended or mandated by the Government;
b) any recommended or mandatory measures introduced by the Government intended to prevent or delay the spread of Coronavirus or similar pandemic diseases;
c) any disruption of, or interruption to services provided by utilities providers, including (but not limited to) electricity, gas, water and sewage.
Customer: the individual entering the Terms to hire the Accommodation with the Company.
Deposit: the non-refundable deposit to secure the booking of 30 % of the total charges.
Government: local, regional or central government.
Hire Period: the period agreed for the hire of the Accommodation as described in the Booking Confirmation. Access is at 1600 on day of arrival, departure is at 1100 on day.
Terms: the terms and conditions in this document between the Customer and the Company for the hire of the Accommodation.
House rules: a separate document that will be provided nearer to arrival date, and therewith forming our contract.
1.2 A reference to a statute or statutory provision is a reference to it as amended, extended or re-enacted from time to time. A reference to a statute or statutory provision shall include all subordinate legislation made from time to time under that statute or statutory provision.
1.3 Any words following the terms including, include, in particular, for example or any similar expression shall be construed as illustrative and shall not limit the sense of the words, description, definition, phrase or term preceding those terms.
1.4 A reference to writing or written includes email.
2. Confirmation of hire
2.1 These Terms shall come into effect on the date of the Booking Confirmation, or the date that the Deposit has been paid to the Company in cleared funds by the Customer, if later. Until that time, bookings for hire will be treated as provisional by the Company.
3. Licence and use of Venue
3.1 Subject to clause 7, the Company grants the Customer a right for the Hire Period to enter and use the Accommodation in accordance with the terms and conditions contained within. The Customer acknowledges that:
(a) the Customer, or guests of the Customer shall have the right to enter and use the Accommodation as a licensee only and no relationship of a landlord and tenant is created between the Customer and Company by these terms and conditions; and
(b) the Company retains control, possession and management of the Accommodation and the Customer has no right to exclude the Company from the Accommodation. The Company reserves the right to always enter the Accommodation during the Hire Period.
3.2 The Customer agrees and undertakes:
(a) to hire the Accommodation for the Hire Period and accept the Terms.
(b) not to do or permit to be done anything on the Accommodation which is illegal or which may be or become a nuisance (whether actionable or not), annoyance, inconvenience or disturbance to the Company, or any owner or occupier of neighbouring property.
(c) to use reasonable efforts to ensure that any guests or other persons present at the Accommodation so comply.
(d) to permit the Company to search all containers, bags, boxes and equipment coming into or leaving the Accommodation, including those brought onto the Accommodation by the Customer or its guests during the Hire Period.
(e) not to cause or permit to be caused any damage to the Accommodation, including any furnishings, equipment or fixtures at the Accommodation.
(f) not to smoke or permit smoking (including e-cigarettes) anywhere in the Accommodation except in the designated smoking areas if any.
(g) not to fix any bolts, nails, tacks, screws, adhesives, tape or other such fixing devices to the walls or fabric of the Accommodation.
(h) not to display any advertisement, signboards, flag, banner, placard, poster, signs or notices at the Accommodation without the prior written consent of the Company.
(i) not to alter, move or interfere with any lighting, heating, Aga, power, cabling or other electrical fittings or appliances at the Accommodation, or install or use additional heating, power, cabling or other electronic fittings or appliances without the prior written consent of the Company.
(j) to use any equipment provided by the Company in the Accommodation, for its proper purpose and in accordance with any written instructions provided by the Company regarding its use.
(k) to leave the Accommodation in a clean and tidy condition and to remove the decorations, displays and any other equipment or personal items from the Accommodation at the end of the Hire Period.
(l) to ensure that the Customer and all guests leave the Accommodation by 11:00 on their final day.
(m) Not to bring or permit to be brought any animal onto the Accommodation without the prior written consent of the Company, with the exception of pet or assistance dogs within the meaning of the Equality Act 2010.
(n) not to exceed the pre specified capacity of the house
(o) not to bring or use sound systems unless authorised by The Company
(p) not to hire DJs, marquees or book any events or activities with the express permission of The Company
(q) not to use fireworks at any time
(r) it is the customers responsibility to ensure that all guests abide by these terms and conditions, and any breaches of the terms and conditions, by any guests of the customer, are the ultimate responsibility of the customer.
(s) to ensure all waste is removed and placed in correct waste disposal, recycling bins.
3.3 The Customer shall ensure that its guests behave in a responsible and safe manner at the Accommodation, and the Company reserves the right to remove or request that the Customer removes its guests that do not do so from the Accommodation.
3.4 From time to time the Company may give details to its customers of third parties which provide goods or services. If the Customer decides to instruct a third party during their stay at the Accommodation, unless otherwise stated, the Company will not be a party to any such contract (whether verbally or written) and the Company will not vet a third-party on the Customer’s behalf. The Customer enters any third-party contract at entirely their own risk. The Company will not be responsible or liable for any loss, damage, injury, accident, expense or inconvenience caused by the third party or in connection with the third-party goods or services provided. The Customer will be liable to the Company for any damage to the Accommodation caused by a third party.
4. Guest numbers and purpose of stay and Pets.
4.1 There is no minimum number of guests required for any booking. However, there is an overage to pay over extra numbers visiting the accommodation. Written approval is need in advance.
4.2 Each type of Accommodation can hold a maximum number of guests which is detailed on the Company’s website. The Company may enquire as to the number of guests (of the Customer) attending the Accommodation during the Hire Period; however, this is only for health and safety purposes. The Charges and Terms are not based on the number of guests the Customer invites/attends with The Charges are a set price by the Company to hire the Accommodation for the Hire Period.
4.3 The Customer may be required to provide the purpose/reason for booking the Accommodation for the Hire Period to the Company, however this only for information purposes, it does not alter the Terms or the Booking.
4.4 Pets
- Only 2 Permitted Pets or registered assistance animals are permitted to stay in the Property.
- Where pets that are not permitted but have been brought with you for the Booking, we reserve the right to request immediate departure.
- We reserve the right to refuse admission or request immediate departure from the Property to anyone who their Permitted Pet is, in our sole discretion, a nuisance or danger to others. No refund will be due.
- You will be liable for any damage caused by animals or parasites introduced by your Permitted Pets.
- We are not liable for any allergies that are affected because of pets present in a previous occupancy.
5. Charges and payment
5.1 The Customer shall pay the Charges in accordance with this clause 5.
5.2 The Company shall invoice the Customer for the Deposit, which shall be payable by the Customer in order to secure the booking of Accommodation for the Hire Period.
5.3 The Company shall issue an invoice for the Charges and security deposit for damages of £500, which is returned post stay (less the Deposit and other costs paid), which shall be payable by the Customer no less than 60 Business Days before the start of the Hire Period (Payment Due Date).
5.4 If the Customer fails to make any payment due to the Company under the Booking by the Payment Due Date, then, without limiting the Company's remedies under clause 7, the Customer shall pay interest on the overdue sum from the Payment Due Date until payment of the overdue sum, whether before or after judgment. Interest under this clause 5.4 will accrue each day at 7% a year above the Bank of England's base rate from time to time, but at 7% a year for any period when that base rate is below 0%.
5.5 All amounts due from the Customer shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
5.6 Electric vehicle policy: charging is made available at Accommodation via an external ChargePoint , anyone found charging outside ChargePoint will be charged £300 .
5.7 Helicopter landing locations need to be pre agreed in advance, landing fees are £200 per day.
6. Liability
6.1 The Company has obtained insurance cover in respect of its own legal liability for individual claims not exceeding £5,000,000.00 per claim. The limits and exclusions in this clause reflect the insurance cover the Company has been able to arrange.
6.2 The restrictions on liability in this clause 6 apply to every liability arising in connection with the Terms including liability in contract, tort (including negligence), misrepresentation, restitution, deliberate fault or otherwise.
6.3 Nothing in the Terms limits any liability which cannot legally be limited, including liability for:
(a) death or personal injury caused by negligence; and
(b) fraud or fraudulent misrepresentation.
6.4 Subject to clause 6.3, the Company shall not be liable for: (a) the death of, or injury to, the Customer or any other guests or invitees to the Accommodation; or
b) damage or theft of any property of the Customer or that of the Customer's other guests of invitees to the Accommodation.
6.5 Subject to clause 6.3 and clause 6.4, clause 6.5(a) excludes specified types of loss.
(a) The following types of loss are excluded:
(i) loss of profits;
(ii) loss of sales or business;
(iii) loss of agreements or contracts;
(iv) loss of anticipated savings;
(v) loss of use or corruption of software, data or information;
(vi) loss of or damage to goodwill; and
(vii) indirect or consequential loss.
7. Cancellation
7.1 The Company may cancel the Booking with immediate effect by giving the Customer notice in writing if:
(a) the Customer fails to pay any amount due under the Charges on the due date for payment;
(b) the Customer commits a material breach of any of the Terms; or
(c) the Customer’s financial position deteriorates to such an extent that in the Company’s opinion the Customer’s capability to adequately fulfil its obligations under the Booking and Charges has been placed in jeopardy.
(d) The customer misleads the Company on the use of the property.
7.2 The Company strongly recommends that the Customer takes out suitable holiday insurance, to cover the Charges in the event of the Customer requiring cancellation.
7.3 On cancellation of a Booking by a Customer, the following shall apply;
(a) If the Deposit has been paid, but the balance of the Charges have not yet been paid. The Company will retain the Deposit and may at their discretion make a partial refund to the Customer if 7.4 is applicable.
(b) If the Deposit has been paid, and the balance of the Charges have also been paid, then the Company will retain the full amount of Charges. and may at their discretion make a partial refund to the Customer if 7.4 is applicable.
7.4 The Customer’s liability on cancellation to pay Charges may be subject to deductions if the Company is able to fill your cancelled booking with a replacement Customer. Please note that this provision is at the Company’s sole discretion and the Company may consider any deductions regarding the Company’s administrative time and any discounted price the Company may be required to charge to secure such booking at a later stage.
7.5 All cancellations must be notified to the Company in writing at least 60 Business Days prior to the Hire Period.
7.6 After the Booking Confirmation, if the Customer requests to change the Hire Period or type of Accommodation, this is subject to the Company’s approval, availability of Accommodation and the decision to approve this request would be at the Company’s discretion.
7.7 The Company may need to cancel or alter the Booking if for any reason:
a) the property you have booked becomes unavailable, for example because of flood, fire damage , war or other similar circumstances;
b) in circumstances beyond the Company’s reasonable control; or
c) the Company is prevented from making the Accommodation available to the Customer for the Hire Period due to a Government restrictions or public health measures (including measures which are introduced in response to a pandemic or epidemic, such as COVID-19);
If any of the events (a) to (c) above are applicable, then the Company will notify you in writing as soon as possible. The Company will, where practicable, try and provide an alternative Hire Period or alternative type of Accommodation. If this is not suitable, a full credit note will be given to the Customer.
For the avoidance of doubt, 7.7 (c) excludes a Coronavirus Event, or where there is a public travel restriction in place that prevents the Customer (or any guest of the Customer) travelling to the Accommodation.
Examples for Customer’s reference:
Example 1: If the Company cancels the Booking by virtue of the Accommodation being located in a Tier 4 area, then the Customer is entitled to a full credit note.
Example 2: If the Customer cancels the Booking due to the Customer being located in a Tier 4 area and is not able to travel, however the Accommodation is otherwise available for use, then the Customer shall still be liable for the Charges in full.
7.8 Transfers: Any Bookings which are transferred to an alternative Hire Period or alternative Accommodation under clause 7.6 or clause 7.7, shall be treated as a new booking for the purpose of cancellations, with effect from the date the Company confirms to the Customer in writing that the Booking is transferred. The Terms communicated to the Customer via email and in the Customer login on the Company’s website, on the date the transfer is confirmed will apply to the transferred Booking.
7.9 The Company will not be liable for any form of damages, compensation or expenses claimed by the Customer in respect of the non-availability of the booked Accommodation, except as provided for by a refund as set out in clause 7.7.
8.Force Majeure
Subject to clause 7.9, the Company shall have no liability to the Customer including for any refunds under these Terms if it is prevented from or delayed in performing its obligations under these Terms or from carrying on its business by acts, events, omission or accidents beyond its reasonable control, including strikes, lock-outs or other industrial disputes (whether involving the workforce of the Company or any other party), failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation, guidance, direction or Coronavirus Event, accident, breakdown of plant or machinery, fire, flood, drought, storm, tempest or default of suppliers or subcontractors.
9.Third party rights
9.1 Nobody other than the Customer and the Company has any rights under the Booking.
10. Amendments
10.1 The Company reserves the right to amend the Terms at any time prior to confirming the Booking. The Company’s Terms and Conditions will be emailed to the Customer and available on the Customer login on the Company’s website.
11. Governing law
11.1 The Booking, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by, and construed in accordance with the law of England and Wales.
12. Jurisdiction
12.1 The Company and the Customer agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the Terms or its subject matter or formation.
13. Fire and Safety
13.1 The premises is unstaffed; you must adhere to the following requirements:
Guests must:
a) Make yourselves familiar with escape routes. This will be displayed by the fire alarm at each house.
b) Ensure you know the location of fire-fighting equipment.
c) Make plans to assist other guests as required in an emergency.
d) Ensure you know the location of the assembly point.
e) Leave the building immediately by the identified route on hearing the alarm.
f) Phone the fire service from outside the premises in an emergency.
g) Keep all communal areas and emergency exits clear and free from obstructions or trip hazards.
Guests must not:
a) Use or bring any faulty/damaged electrical appliances.
b) Smoke anywhere inside any of the premises.
c) Tamper with the fire alarm system or emergency equipment.
d) Store items (personal or otherwise) which could cause damage or be a risk to the health and safety of other guests.
e) Wedge or prop open fire doors
14 Sauna Disclaimer and Rules
We have a Sauna and cold shower/ tub for the use of the customer and their guests during the stay. The Sauna can be a pleasurable and relaxing experience, however for your safety and enjoyment there are strict rules and guidelines that must be adhered to when using it.
We accept no responsibility for any reactions or illness you might experience following the use of our Sauna.
The signatory is responsible for making sure that all members of their party are aware of, and strictly adhere to the guidelines which are in the sauna .
IMPORTANT
1. Extreme caution must be exercised to prevent unauthorised access by children.
2, No one under 16 is permitted in the sauna unless under super vision .
3, Children under 8 are not advised to use Sauna .
4. Please Remind everyone that wet surfaces can be very slippery. Make sure everyone takes care entering and leaving the Sauna area.
5. Under no circumstances remove the any operating panel.
6, Keep all loose articles of clothing or hanging jewellery away from heat.
7. The use of drugs, alcohol or medication before or during tub use, may lead to a danger of injury.
8. Pregnant women, persons suffering from obesity, heart disease, low or high blood pressure, circulatory problems, or diabetes should consult a doctor before using the Sauna.
9, Prolonged immersion in Sauna can result in hyperthermia – a dangerous condition that occurs when the internal body temperature exceeds 37 degrees centigrade. Symptoms include, unawareness of impending hazard, failure to perceive heat, failure to recognise the need to exit.
10. Do not use the Sauna after strenuous exercise.
11. Test the temperature with your hand before entering the Sauna to make sure it is comfortable
12. Always shower before use, perfumes, hair products, fake tan can contaminate the Sauna, and you may be charged for this.
13. Do not drag the vinyl cover using the cover straps, always use the handles.
14. Do not use any glass wear or crockery in the Sauna area. If glassware is broken this will result in the Sauna being closed, cleaned, for which there will be a charge of £400.
15. Do not allow any pets in the Sauna.
16. Do not use detergent or soaps of any kind in the Sauna.
17. Do not drink the water.
18. Do not allow anyone to sleep in it.
19. Please treat the Sauna as it was your own as maintenance is very expensive.
20. Please be aware that the Sauna must not be used after 11pm as this may cause a nuisance to neighbours.
The cost of any damaged to the sauna will be deducted from the damage deposit.
Your digital signature confirms your agreement to abide by these terms, and that you indemnify the company of any loss, injury, illness or other condition arising from use of the sauna.
Contact details are on website or Info@timberleyhouse.co.uk
Privacy Policy
Privacy Policy - version 1
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INTRODUCTION AND IMPORTANT INFORMATION
(“we”, “us” or “our”) are committed to protecting and respecting your personal data and privacy.
This privacy policy relates to how we use and collect personal data from you when you use or purchase our services, or access our website. It also relates to our use of any personal information you provide to us by telephone (including SMS), in written correspondence (including letter and email) and in person.
Please note that:
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our services and our website are not intended for children under the age of 18 and we do not collect data relating to children; and
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our website and services 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 policy of every website you visit.
Whenever you provide personal data, we are legally obliged to use your information in line with all applicable laws concerning the protection of such information; including but not limited to the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), described in this policy as the “Data Protection Laws”.
This privacy policy also forms part of our terms of business and is not intended to override them. This policy may be amended or updated from time to time and any revisions will be posted to this page, so please check back regularly.
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WHO WE ARE AND HOW TO CONTACT US
2.1 For the purpose of the Data Protection Laws, the data controller is the privacy officer . We are a private limited company registered in England and Wales under company number 07030264. Our registered office is at Hillend Farm, Monk Sherborne, Tadley, Hampshire, RG26 5HB. If you want to request more information about our privacy policy or information regarding data protection you should contact us using the details provided below:
FAO: Privacy Officer
Email: manager@timberleyhouse.co.uk
2.2 You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
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The data we collect about you
3.1 We collect and process personal data. Typically the personal data we collect and process will include identity, contract, transactional, technical, profile, usage and marketing and communications data such as:
3.1.1 Identity Data includes first name, last name, title or other identifier (such as job title), marital status, date of birth, gender and images.
3.1.2 Contact Data includes billing address, email addresses and telephone numbers.
3.1.3 Transaction Data includes details about services you have purchased from us or your visits to our premises.
3.1.4 Financial Data includes bank account and payment card details.
3.1.5 Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
3.1.6 Profile Data includes your username and password, purchases or orders made by you, your interests, preferences (including details about your personal likes and dislikes as identified during your visits to our premises), feedback and survey responses.
3.1.7 Usage Data includes information about how you use our website, products and services.
3.1.8 Marketing and Communications data includes your preferences in receiving marketing from us and our third parties and your communication preferenes.
Please note that we may collect and/or process other personal data from time to time.
3.2 We also collect, use and share aggregated data, such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data, but is not considered to be personal data in law as it will not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate a percentage of users accessing a specific feature of our services. However, if we combine or connect your aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used solely in accordance with this policy.
3.3 We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
3.4 We only collect data from you directly or via third parties (see the section Third Parties below).
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HOW IS YOUR PERSONAL DATA COLLECTED?
4.1 We use different methods to collect data from and about you including through:
4.1.1 Direct interactions. You may give us your Identity, Contact, Profile and Financial Data by filling in forms or by corresponding with us by post, phone, messaging service, email or otherwise. This includes personal data you provide when you:
(a) apply for our services;
(b) create an account on our website;
(c) subscribe to our service;
(d) request marketing to be sent to you;
(e) enter a promotion or survey; or
(g) give us feedback or contact us.
4.1.2 Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details.
4.1.3 Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
(a) Technical Data from the following parties:
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analytics providers;
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advertising networks; and
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search information providers.
(b) Contact, Financial and Transaction Data from providers of technical, or payment services.
(c) Identity and Contact Data from data brokers or aggregators, including trade organisations or exhibition organisers.
(d) Identity and Contact Data from publicly available sources such as Companies House.
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IF YOU FAIL TO PROVIDE PERSONAL DATA
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 (for example, to provide you with our services). In this case, we may have to cancel all or part of a service you have with us but we will notify you if this is the case at the time.
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HOW YOUR DATA WILL BE USED
6.1 We use information held about you to:
6.1.1 carry out our obligations arising from any contracts entered into between you and us and provide our services, including any third party services we make available to you;
6.1.2 carry out feedback and research on our services; and
6.1.3 notify you about changes to our services.
6.2 We never sell your data to third parties or allow third parties to contact you without your permission.
6.3 We share your data with third parties where there is a legal obligation for us to do so or we have identified a valid lawful basis as set out in the table below (please also see clause 7 below). We may process your personal data without your knowledge or consent where this is required or permitted by law.
6.4 We have set out below in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
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Purpose/Activity |
Type of data |
Lawful basis for processing including basis of legitimate interest |
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To register you as a new user or customer. |
Identity Contact |
Performance of a contract with you |
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To provide our services to you and to process related transactions, including: Manage payments, fees and charges Collect and recover money owed to us |
Identity Contact Transaction Usage Marketing and Communications |
Performance of a contract with you Necessary for our legitimate interests (to recover debts due to us) |
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To manage our relationship with you which will include: Notifying you about changes to our terms or privacy policy Asking you to leave a review or take a survey |
Identity Contact Profile Marketing and Communications |
Performance of a contract with you Necessary to comply with a legal obligation Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
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To enable you to partake in a competition or complete a survey |
Identity Contact Profile Usage Marketing and Communications |
Performance of a contract with you Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business) |
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To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). |
Identity Contact Technical |
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) Necessary to comply with a legal obligation |
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To measure or understand the effectiveness of the advertising we serve to you |
Identity Contact Profile Usage Marketing and Communications Technical |
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
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To use data analytics to improve our website, products/services, marketing, customer relationships and experiences |
Technical Usage Profile |
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
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To make suggestions and recommendations to you about goods or services that may be of interest to you |
Identity Contact Technical Usage Profile Marketing and Communications |
Necessary for our legitimate interests (to develop our products/services and grow our business) |
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LAWFUL BASIS FOR PROCESSING
7.1 We only process your data (which may include providing it to a third party) where we have identified a valid lawful basis to do so. These are as follows:
7.1.1 Contractual obligation – means processing that is necessary to comply with our obligations arising out of a contract, for example, where you have bought services from us we will use the personal data you provide to fulfil our contractual obligations.
7.1.2 Legitimate Interest - means in the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process you personal data for our legitimate interests. Where we use legitimate interests we will record our decision on making this decision. We rely on legitimate interest where processing of the data we hold on you does not, in our opinion, affect your rights or freedoms and is proportionate to our interests e.g. keeping you up to date with our latest services or obtaining your feedback on our service.
7.1.3 Consent – We will seek to obtain your consent to process:
(a) your data outside our contractual obligations (see above) unless we have identified a Legitimate Interest (see above); and
(b) any special category data.
7.1.4 Legal obligation – We may process your data where we it is necessary for us to do so to comply with the law.
We may also use your personal data in the following circumstances, which are likely to be rare:
7.1.4.1 Where we need to protect your vital interests (or someone else’s vital interests); or
7.1.4.2 Where it is needed in the public interest.
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THIRD PARTIES AND SHARING INFORMATION
8.1 We will keep your information within the organisation except where disclosure is required or permitted by law or when we use third party service providers (data processors) to supply and support our services to you. We have contracts in place with our data processors. This means that they cannot do anything with your personal data unless we have instructed them to do so. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
8.2 Please see below the list which sets out the categories of recipients of personal data.
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SERVICE PROVIDERS WHO MAY RECEIVE YOUR PERSONAL DATA |
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MARKETING
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1 We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
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2 You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.
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3 We strive to provide you with choices regarding certain personal data uses, namely around marketing and advertising. In particular:
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3.1 We will always obtain your express opt-in consent before we share your personal data with any third party for marketing purposes; and
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3.2 You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to your or by contacting us at any time.
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INTERNATIONAL TRANSFERS
10.1 Your data is stored by us in the UK. However, several of our external third parties are based outside of the UK, including in the European Economic Area.
10.2 Whenever we transfer your personal data to the EEA, we ensure a similar degree of protection is afforded to it by ensuring we only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
10.3 Whenever we transfer your personal data to countries outside of the UK and EEA, where we use certain service providers (see clause 8.2), we will rely on an appropriate international data transfer mechanism approved by the UK regulatory authority, the Information Commissioner’s Office.
10.4 Please contact us using the details provided in clause 2.1 for further information on the specific international data transfer mechanisms that we rely on when sending personal data outside of the UK. -
DATA SECURITY
11.1 We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
11.2 We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. -
DATA RETENTION
12.1 We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
12.2 To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
12.3 By law we have to keep basic information about our clients (including Contact, Identity, Financial and Transaction Data) for 6 years after they cease being clients.
12.4 In some circumstances you can ask us to delete your data (see below for further information).
12.5 We may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you. Please see clause 3.2. -
YOUR RIGHTS
13.1 Under the data protection laws your rights are:
13.1.1 To be informed – We must make this privacy policy (sometimes referred to as a privacy notice) available to you and be transparent over how we process your data.
13.1.2 Access – You are entitled to know what details we hold about you and why. We strive to be as open as we can be in terms of giving people access to their personal data. You can find out if we hold any of their personal data by making a formal request under the data protection laws. Such requests should be made using the contact details provided in this policy. If we do not hold information about you we will confirm this in writing at the earliest opportunity. If we do hold your personal data we will respond in writing. Our response will:
(a) confirm that your data is being processed;
(b) verify the lawfulness and the purpose of the processing;
(c) confirm the categories of personal data being processed;
(d) confirm the type of recipient to whom the personal data have been or will be disclosed; and
(e) let you have a copy of the data in format we deem suitable or as reasonably required by you.
13.1.3 Rectification – We are obliged to correct or update your details. We will correct or update your data without delay provided you make the request in writing to the contact details provided in this policy, clearly specifying which data is incorrect or out of date.
13.1.4 Erasure – This is also known as the right to be forgotten. Under Data Protection Laws you have the right to require us to erase your personal data under specific circumstances. A request for your personal data to be deleted will be decided on a case by case basis and should be submitted in writing to the contact details provided in this policy.
13.1.5 Restrict processing – You have the right to ‘block’ or suppress the processing by us of your personal data.
13.1.6 Portability – You have the right to obtain the personal data that you have provided to us in a commonly used machine-readable format and reuse it with a different provider.
13.1.7 Object – You have the right to object to us processing your data in certain circumstances. You have an absolute right to stop your data being used for direct marketing, but in other circumstances we may still be allowed (or required) to process your personal data if we can show you that we have a compelling reason for doing so.
13.1.8 Rights in relation to automated decision making and profiling – We do not use automatic decision making or profiling.
13.1.9 Withdraw consent. Where you have given us consent to process your personal data, you can withdraw that consent at any time either by contacting us using the details set out in this policy, or by following the opt-out links in electronic messages where relevant. We do not penalise individuals who wish to withdraw consent and we act on withdrawals of consent as soon as we can.13.2 Please note that you may need to provide identification in order to prove who you are if you wish to invoke any of your rights as provided by the data protection laws and as summarised above.
13.3 If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
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APPLICATIONS TO WORK FOR US
If you apply to work for us (directly or indirectly) in any role we may receive data about you from third parties. In addition, we will keep the details of your application and any additional information provided to us by you or others during your application so that we can keep you informed of future opportunities that you may be interested in. If you do not wish for us to keep your details for this reason, please let us know by contacting us using the details provided in this policy.
Business Information
JCB Estates 41 LTD
Registered Company: 07030264
Registered Office: Hillend Farm,
Monk Sherborne,
Tadley,
Hampshire,
RG26 5HB
Credits
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