1. INTRODUCTION

Curious Retreats (referred to as “We, “Our” or “Us”), is committed to protecting the privacy and security of your personal information. We are committed to ensuring the privacy of our clients, guests, event attendees and users of our website and app.

We have therefore developed this Privacy Notice to inform you of the data we collect, what we do with your information, what we do to keep it secure, as well as the rights and choices you have over your personal information.

Throughout this document we refer to Data Protection Legislation which means the Data Protection Act 2018 (DPA2018), United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003, all the foregoing as amended from time to time, and any legislation implemented in connection with the aforementioned legislation. Where data is processed by a controller or processor established in the European Union or comprises the data of people of the European Union, it also includes the EU General Data Protection Regulation (EU GDPR). This includes any replacement legislation coming into effect from time to time.

Curious Retreats is the controller for the personal information we process, unless otherwise stated.

We are registered with the Information Commissioner’s Office (the ICO), under our parent entity Ripco Holdings Limited.

You can contact us either by phone, email or post.

Our postal address:
Curious Retreats, Broom Heath House, Broomheath, Woodbridge IP12 4DL
Phone: 01394 470070
Email: hello@curiousretreats.co.uk

 

2. THE INFORMATION WE COLLECT AND WHEN

We only collect personal information that we know we will genuinely use and in accordance with the Data Protection Legislation.

You are under no statutory, contractual requirement or obligation to provide us with your personal information; however, we require at least the information below in order for us to deal with you as a prospect, customer or owner in an efficient and effective manner.

We will not store, process or transfer your data unless we have an appropriate lawful reason to do so. The legal basis for processing your data includes the following:

  • performance of the contract we are to enter into or have entered into with you
  • your specific consent
  • complying with a legal obligation
  • carrying out our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

The type of personal information that we will collect about you, and you voluntarily provide to us may include some or all of the following:

2.1 CONTACT DATA

We may process information that you make available to us (“contact data”). This contact data may include your name, address (incl. postcode), phone number, email address, date of birth, partner’s name, dependant’s name(s) and other demographic information such as preferences and interests. This information may be provided to us in person or through our contact forms on our website or app. We may use this contact data, in conjunction with our partners and suppliers, during the course of providing our services to you.

Where you have provided your consent for us to do so, we may contact you to send you periodic newsletters or notify you of our promotions and offers.

The legal basis for processing contact data is for the purposes of establishing and carrying out our contract with you, or in taking specific steps, at your request, before entering into a contract.

2.2 ENQUIRY DATA

We may process information contained in any enquiry you submit to us regarding our properties (“enquiry data”). The enquiry data may be processed for the purposes of offering, marketing and selling appropriate products and/or services to you.

The legal basis for processing enquiry data is our legitimate interests in providing a suitable response to your enquiry.

2.3 TRANSACTION DATA

We may process information relating to any payments made to you through our website (“transaction data”). The transaction data may include your contact details, bank account details, and the transaction details. The transaction data may be processed for the purposes of completing these payments and for the proper keeping of accounts and records.

The legal basis for processing transaction data is, firstly, for the purposes of establishing and carrying out our contract with you, or in taking specific steps, at your request, before entering into a contract and secondly, our legitimate interests in properly administrating our business and accounts.

2.4 TECHNICAL AND USAGE DATA

We automatically collect personal data (“technical and usage data”) when you browse or engage with our website, by using cookies, server logs and other similar technologies. This technical and usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the technical and usage data is our analytics tracking system. This data may be processed for the purposes of analysing the use of the website and services.

The legal basis for this processing is our legitimate interests in monitoring and improving our website and services.

2.5 ACCOUNT DATA

If you set up an account with us on our website, you may provide us with information about yourself (“account data”). This account data may include your name, title, home address, email address, telephone number, date of birth and your login information including login email/username and password. We may use this data to provide you with services from our website, to monitor and administer your account with us, and to process any bookings, concierge bookings and/or any other services that we provide. The legal basis for this processing is the performance of our contract with you, and/or taking steps, at your request, to enter into such a contract.

Where you have provided your consent for us to do so, we may also use this data for the purposes of carrying out marketing activities, specifically in order to customise these activities so that the can present promotions offers and updates that are relevant to you.

If you sign up to our mailing list, you will receive periodic newsletters that may include company news, updates, and associated product or service information. Should you wish to unsubscribe, at any time, instructions are included at the bottom of each e-mail.

2.6 OWNER DATA

If you chose to let your property through Curious Retreats, we may process information that you provide to us (“owner data”). This owner data may include your name, home address, rental property address, postcodes, telephone number, email address, date of birth, gender, a photograph of you, date of birth, bank account details, demographic information such as preferences and interests, and information contained within images or texts that you send us which may contain locational data, and may be provided to us in person, through one of our contact or application forms or through our website or online portals. We may use this data to provide you with pricing information, for administering your account(s) with us, and for providing our services to you.

Where you have provided your consent for us to do so, we may contact you regarding the latest promotions and offers, and to send you newsletters.

The legal basis for processing owner data is for the purposes of establishing and carrying out our contract with you.

2.7 MARKETING DATA

We may process information that you provide to us for the purpose of subscribing to our newsletters (“marketing data”). The marketing data may include your name and email address and may be processed for the purposes of sending you our newsletters.

The legal basis for this processing is consent.

2.8 CORRESPONDENCE DATA

We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using our contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping.

The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

2.9 COMPETITION DATA

You may provide us with your details if you wish to enter one of our competitions. This data may include your title, name, email address, home address and post code, telephone number, date of birth and your demographic information such as preferences and interests. We may process this personal data for the purposes of processing your application to the competition or send you marketing communication if you actively opt-in at the time of entering the competition.

The legal basis for this processing is our legitimate interests in ensuring the proper running and administration of our competitions.

2.10 OTHER PROCESSING ACTIVITIES

In addition to the specific purposes for which we may process your personal data set out above, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

3. HOW WE USE YOUR INFORMATION

We use your personal data for several purposes, as outlined below:

  • To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
  • Make available our products and services to you;
  • Process your bookings;
  • Take payment from you or give you a refund;
  • Personalise your booking experience, for example we may provide you with details of properties that match a property, which you may have booked or enquired about previously;
  • For statistical analysis and to get feedback from you about our properties, websites, mobile apps, and other services and activities. For example, occasionally we may invite you to review a property or service you have previously used. If we do, it’s possible that we’ll use independent research and feedback providers to act on our behalf;
  • To power our security measures and services so you can safely access our website and mobile apps;
  • Help us understand more about you as a customer, the products and services you consume, so we can serve you better;
  • Contact you about products and services from us;
  • Provide you with online advertising and promotions; and
  • Help answer your questions and solve any issues you have.

4.  WHO WE MIGHT SHARE YOUR INFORMATION WITH

We may share your personal data with other organisations in the following circumstances:

  • If the law or a public authority says we must share the personal data;
    If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk);
  • We will share your personal data with property owners who have a need to know for the purpose of the booking. If you provide feedback on a property, we may also share this with the owner of the property which may include disclosing your personal data;
  • From time to time, we employ the services of other parties for dealing with certain processes necessary for the operation of our website;
  • We will not share your information with any third parties for the purposes of direct marketing;
  • We operate the following social media pages Facebook, Instagram, LinkedIn and Twitter. If you join one of our Social Media pages, please note that the provider of the social media platforms have their own privacy policies and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on our social media pages;
  • We use data processors who are third parties to provide elements of services for us. We have Data Processing Agreements in place with our data processors. This means that they are only able to process your personal information as per our instructions. They may only share your personal information with other organisations apart from us if we have provided authorisation to do so. In addition, these other organisations must comply with a substantially similar Data Processing Agreement. They will hold your personal data securely and retain it for the period we instruct;
  • All of the personal data that we collect is processed within the UK and/or EEA. If in the future your personal data is transferred outside of the EEA, we will ensure that either (a) The European Commission has made an “adequacy decision” with respect to the data protection laws of the country to which it is transferred, or (b) we have entered into a suitable data processing agreement with the third party situated in that country to ensure the adequate protection of your data. In all cases, transfers outside of the EEA will be protected by appropriate safeguards.

5. HOW WE KEEP YOU UPDATED ON OUR PRODUCTS AND SERVICES

We may send you relevant offers and news about our products and services in a number of ways including by email, but only if you have previously consented to receive these marketing communications. When you register with us, we will ask if you would like to receive marketing communications, and you can change your marketing choices online, over the phone or in writing at any time.

If you wish to amend your marketing preferences, you can do so by unsubscribing by clicking the link at the bottom of the newsletter, emailing or calling us using the details provided in Section 11.

6.  YOUR RIGHTS OVER YOUR INFORMATION

Under data protection law, you have rights including:

6.1 YOUR RIGHT TO BE INFORMED ABOUT OUR COLLECTION AND USE OF PERSONAL DATA

You have the right to be informed about the collection and use of your personal data. We ensure we do this by providing you with this Privacy Notice. This Notice is regularly reviewed and updated to ensure it accurately reflects our data processing activities.

6.2 YOUR RIGHT OF ACCESS

You may request that we confirm what information we hold about you at any time (a “Data Subject Access Request”) and ask us to modify, update or delete such information. We shall make this information available to you without delay and within one month of the request. We will provide the information free of charge unless the request is “manifestly unfounded or excessive”. In this case we shall charge a reasonable fee based on the administrative cost of providing the information.

We may ask for proof of identity and sufficient information about your interactions with us so that we can locate your personal information. Please note that the time limit for fulfilling your request does not start until we have been able to verify your identity.

6.3 YOUR RIGHT TO RECTIFICATION

You may request that any inaccurate or incomplete data be rectified or completed. You may make the request verbally or in writing. We shall complete this request within one calendar month.

6.4 YOUR RIGHT TO RESTRICTION OF PROCESSING

You have right to restrict or block our processing of your information. When you request that processing is restricted, we can still store your information, but may not use it further.

6.5 YOUR RIGHT TO OBJECT TO PROCESSING

You have the right to object to certain types of processing. This includes processing on the basis of our legitimate interest or direct marketing.

6.6 YOUR RIGHT TO ERASURE

Also known as the ‘right to be forgotten’, you may request that we delete all the personal data we hold about you. You may make the request verbally or in writing. We shall complete this request within one calendar month.

6.7 YOUR RIGHT TO DATA PORTABILITY

The right to data portability gives you the right, in certain circumstances, to receive personal data you have provided to a controller in a structured, commonly used and machine-readable format. It also gives them you the right to request that a controller transmits this data directly to another controller.

6.8 FOR MORE INFORMATION ABOUT YOUR PRIVACY RIGHTS & COMPLAINT PROCEDURE

The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them here https://ico.org.uk/for-the-public.

7. HOW LONG WE KEEP YOUR INFORMATION FOR

We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the Data Protection Legislation and never retain your information for longer than is necessary. Unless otherwise required by law, contact, transaction, account and owner data will be stored for a period of 6 years after our last contact with you at which point it will be deleted.

Correspondence, technical & usage and enquiry data will be retained for 2 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems

Competition data will be retained for 1 year following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

If you have positively opted-in to receive marketing communication (including as part of entering a competition) your data it will be retained until a request is made to opt-out/unsubscribe from receiving such marketing information.

We may anonymise your personal data for research or statistical purposes. Such anonymised data may be used indefinitely without further notice to you.

8. GIVING YOUR REVIEWS AND SHARING YOUR THOUGHTS

When using our website or mobile app, you may be able to share information through social networks like Facebook, Instagram, LinkedIn and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.

9. SECURITY

Data security is of great importance to Curious Retreats and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.

We take security measures to protect your information including:

  • Limiting access to our places of work to those that we have determined are entitled to be there;
  • Implementing access controls to our information technology;
  • We use appropriate procedures and technical security measures to safeguard your information across all our computer systems, networks, websites and mobile apps.

10. CHANGES TO OUR PRIVACY NOTICE

We may change this Privacy Notice from time to time (for example, if the law changes). We recommend that you check this policy regularly to keep up-to-date.

11. HOW TO CONTACT US & COMPLAINT PROCEDURE

If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:

By telephone: 01394 470070

By email: hello@curiousretreats.co.uk
By post: Curious Retreats, Broom Heath House, Broom Heath, Woodbridge, IP12 4DL

You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.

Should you like to complain to the ICO, you may contact them as follows:

The ICO’s address:

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

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Thank you for taking the time to read our Privacy Notice.
Curious Retreats
This Policy was last updated on 22 July 2023

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