Introduction

You need to be aware of this Privacy Notice if you are making a booking for the hotel, conference or wedding or any other service at Lydiard Park, Hotel and Conference Centre.

This privacy notice covers any of the following bookings or activities delivered by Lydiard Park, Hotel and Conference Centre:

• Hotel booking
• Conference booking
• Wedding booking
• Function or event booking
• Restaurant booking
• BBQ booking
• Park booking of any type
• Hotel visitor
• Park visitor
• Museum visitor
• Signing up to the Lydiard newsletter
• Any individual purchase from Lydiard Park, Hotel and Conference Centre

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Lydiard Park, Hotel and Conference Centre operates under the authority of Swindon Borough Council, which is the data controller. The data controller decides how your personal data is processed and for what purposes.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

We collect a range of data about you during the booking process.

This may include:

• Your name, address, email address and telephone number
• Your age
• Payment details
• Family or party data
  • This is data that you supply us in relation to the people that you are with.  For those who are under the age of 18 we will normally limit the data we collect to their name, nationality and date of birth (all of which must be provided by an adult)
• Service usage information
  • This data that we may derive from recording your usage of our services either from your interactions with various parts of the facility, or from calls and correspondence you have with us in relation to your usage. This can help us tailor our services to you and others.

• Feedback and complaints information
• Safety and Security information
  • CCTV images and information entered into accident reports you have been involved with etc.

How do we process your personal data?

We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We may need to use some information about you to:

• To make a reservation for you for any activity at the hotel, conference centre, or park grounds, and enable you to pay us for our services
• To enable us to communicate with you ahead of your arrival with relevant news and updates related to your booking
• To help you make bookings around the hotel for meals, BBQs etc.
• To help ensure we can tailor our services to your requirements before and after your stay with us
• To help ensure we can keep you and your property reasonably safe and secure whilst you stay with us
• To help ensure you can feedback to us important information about your experiences as our customer so we can resolve challenges and improve our services
• To help us provide relevant information to you about future offers from Lydiard Park, Hotel and Conference Centre
• To provide the legal and regulatory authorities with specific information they appropriately request from us within their legal authority and to help ensure we are combatting Fraud and Financial Crime
• To help us recover any debt that may be owed by you to us

How the law allows us to use your information?

There are a number of legal, legitimate or lawful reasons why we need to collect and use your personal information.

Each Privacy Notice from the menu on this page explains for each service which legal reason is being used.

Generally we collect and use personal information in circumstances where you have made a booking with us or are party to a booking with us.

Who do we share your information with?

We will not share your details with anyone outside of Swindon Borough Council which operates Lydiard Park, Hotel and Conference Centre, except for our payment administrators Stripe and room booking administrators Guestline.

How do we protect your information?

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

• encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a ‘cypher’. The hidden information is said to then be ‘encrypted’.
• pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours.
• controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
• training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
• regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches).

How long do we keep your personal information?

If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws.

For example we may keep:

• Check-in details for 7 years
• Invoice details for 7 years
• Vehicle Registration details for 12 months

We have developed a separate Retention & Disposal Policy that sets out the full details of how long we retain your data for and how we then dispose of it.  If you want to understand how long a particular personal data set is retained for then please send your request to dataprotection@swindon.gov.uk.

What you can do with your information?

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

You can ask for access to the information we hold on you.

You have a number of rights. 

You can:

• access and obtain a copy of your data on request (Subject Access Request)
• require the Council to change incorrect or incomplete data
• require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Council’s Data Protection Officer, Civic Offices, Euclid Street, Swindon SN1 2JH or email DataProtection@swindon.gov.uk.

We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.

However, you also have the right to ask for a copy of all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we have recorded about you, however, we cannot let you see any parts of your records that contain: 

• confidential information about other people
• data a professional thinks will cause serious harm to you or someone else’s physical or mental wellbeing
• information that may stop us from preventing or detecting a crime

This applies to personal information that is in both paper and electronic records. If you ask us, we will also let others see your record (except if one of the points above applies).

If you cannot ask for your records in writing, we will make sure there are other ways that you can. If you have any queries about access to your information contact DataProtection@Swindon.gov.uk.

Your right to complain

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk This website also contains information on data protection and your rights and remedies.

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council during the booking process for any activity at Lydiard Park, Hotel and Conference.

However, if you do not provide the data, we will not be able to process your application.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

Read the main Privacy Notice on the Swindon Borough Council website.
Read the newsletter Privacy Notice on the Swindon Borough Council website.