This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.
The Stanwick Hotel is pleased to provide the following Privacy Notice:
Personal Information – what information do we collect?
What Legal Basis do we Rely on When Collecting and Processing Personal Data?
Performance of a contract: The use of your information may be necessary to perform the contract that you have with us. For example, if you use our services to make an online reservation, we will use your information to carry out our obligation to complete and administer that reservation under the contract that we have with you.
Legitimate interests: We may use your information for our legitimate interests, such as provide you with the best suitable content of the website, emails and newsletters, to improve and promote our products and services and the content on our website, and for administrative, fraud detection and legal purposes.
Consent: We may rely on your consent to use your personal information for certain direct marketing purposes. You may withdraw your consent at any time by contacting us.
What do we use your Information for?
We may use your information for the following purposes:
in the normal course of our business, to allow us to register you to use our hotels and services and to provide you with our services on the basis that processing is necessary in order to perform our contract with you to provide our services;
to allow us to manage your reservation on the basis that processing is necessary in order to perform our contract with you to provide our services;
to communicate with you including sending you information about products and services which we think may be of interest to you. You will be able to opt-out of such communications at any time by clicking on the unsubscribe link.
to validate your information to check that the data we hold about our customers is accurate, consistent and up to date on the basis that processing is necessary in order to perform our contract with you to provide our services;
in pursuit of our legitimate interests, to record CCTV footage to ensure the safety and security of our premises, staff and customers;
to comply with any legal obligations to which we are subject
We shall periodically check that the personal data we store for you is accurate
Who do we share your information with?
How long do we store your Personal Data for?
We only store your personal information for as long as necessary for the purposes listed under the ‘What do we use your information for?’ section and to meet our legal obligations as a company.
What are Your Rights?
Access to your personal data: You have the right to request a copy of any information which we hold about you.
Right to withdraw: Where you have given your consent for us to use your personal data, you may withdraw your consent at any time.
Rectification:You may ask us to rectify inaccurate information held about you. If you would like to update the data we hold about you.
Erasure: You may ask us to delete your personal data. If you would like us to delete the personal data we hold about you, please contact us specifying why you would like us to delete your personal data.
You are advised that if you do not consent to the use and saving of cookies from the website(s) on to your computer hard drive then you should take necessary steps within your web browser security settings to block all cookies from this website and its external serving vendors.
Security and Data Storage
We will treat all of your information in strict confidence and we will endeavour to take all reasonable steps to keep your personal information secure once it has been transferred to our systems. We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information, and data stored on our IT systems, the website(s) and associated databases.
Job Applicants, Current and Former Employees
We are the data controller for the information job applicants provide during the process.
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfill legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
We do not collect more information than we need to fulfill our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for.
We shortlist applications for interview.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
Proof of your identity – you will be asked to attend our clinic with original documents, we will take copies.
Proof of your qualifications – you will be asked for original documents, we will take copies.
You will be asked to complete a criminal records declaration to declare any unspent convictions.
We will contact your referees, using the details you provide in your application, directly to obtain references.
If we make a final offer, we will also ask you for the following:
Bank details – to process salary payments
Emergency contact details – so we know who to contact in case you have an emergency at work.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the recruitment process. Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the recruitment process.
All of the information gathered during the application process is taken into account to make final recruitment decisions.
You are able to ask about decisions made about your application by speaking to the Manager or by emailing email@example.com.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared:
with named third parties with your explicit consent;
with the relevant authority such as the police or a court, if necessary for compliance with a legal obligation to which we are subject e.g. a court order;
with your doctor or the police if necessary to protect yours or another person’s life;
with the police or a local authority for the purpose of safeguarding a children or vulnerable adults; or
with our insurance company in the event of a complaint or insurance claim being brought against us; or
our solicitor in the event of any investigation or legal proceedings being brought against us.