1. This Privacy Statement lets you know what we do with information we collect about you. The statement is addressed to individuals who are users of our services i.e. our guests, customers, visitors, prospective guests, customers and visitors, website users, and third parties. We refer to all these individuals as “clients” or “you” in this Statement.
2. We are the Londonderry Arms Hotel. We are based at 20 Harbour Road, Carnlough, Ballymena, Co. Antrim, Northern Ireland, BT44 0EU.
3. Our core functions are, operating as a hotel and restaurant, hospitality, tourism, as a wedding venue, and hosting entertainment and cultural events.
4. This document is subject to Copyright 2018. It is the exclusive property of the Londonderry Arms Hotel. This document or any part therefore, must not be reused, copied or duplicated in digital/electronic or hard copy format nor is it to be used on other websites, apps or other digital or electronic platforms without the express permission of the Londonderry Arms Hotel.
5. To fulfil our function, we will ask for information about you. We may ask for your name, address, contact telephone number, and/or a contact email address. We may ask for more detailed information from you when we are working with you on a specific event or activity relating to the delivery of our services. All this information is known as your “Personal Data”.
6. Where it is necessary, we will ask for your consent for your personal data where we have a legitimate reason for requesting it and a lawful basis for processing it.
7. We may collect information about you from other persons or organisations but if we do this, it would also form part of your “Personal Data”. We only collect information from other persons or organisations where we have a lawful basis to do so or where you have given your consent to that person or organisation to share your information with us.
8. We use your Personal Data in the following ways:
o To enable us to communicate effectively with you.
o We cannot provide you with our services unless we can use the personal data that we collect from you to enable us to communicate with you during or prior to or after your interaction with the Londonderry Arms Hotel.
9. We have set out below how we will use your personal data in several ways to administer our service(s) to you.
10. Therefore, to administer our services, we may use your Personal Data in the following ways because it is in our interests to deliver and improve our services.
o To manage our IT environment and business operation and ensure security of your data and our IT operations. We can use your Personal Data in this way because it is a necessary requirement for us to provide our services to you, and we also have a legal duty to ensure the security of your data.
o To monitor and assess compliance with the Londonderry Arms Hotel’s policies and procedures and to comply with our legal, regulatory and good governance obligations. We can use your Personal Data in this way because we have a legitimate interest to do so and it will assist us to provide the best service to you.
o For training purposes, we can use your Personal Data in this way because we have a legitimate interest to do so and it will assist us to provide the best service to you.
11. We may also supply HMRC with the personal data of our employees to fulfil their and our taxation and national insurance responsibilities.
12. To a third party in the event of any reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings).
13. As we believe to be necessary or appropriate – To comply with a legal process, to respond to requests from public and government authorities including public and government authorities outside your country of residence, to enforce our terms and conditions, to protect our operations, to protect our rights, privacy, safety or property, and/or that of you or others; to detect and prevent crime, including fraud;
14. We will share your personal data with persons acting on your behalf but only where we have your consent to do so.
16. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on our site or on other sites. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or that you look at the “About Cookies” (aboutcookies.org) website which offers guidance for all modern browsers”
19. Prior to our website placing Cookies on your computer, you will be presented with a message bar asking for your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling us to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of our website may not function fully or as intended.
Our website(s) may place the following Cookies:
Strictly necessary cookies
21. These cookies allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users can easily find what they are looking for.
22. You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser.
23. You can choose to delete Cookies at any time; however, you may lose any information that enables you to access our website more quickly and efficiently including, but not limited to, your personalised settings.
24. We recommend that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.
25. As outlined above, for more information generally on cookies, including how to disable them, please refer to the “About Cookies” (aboutcookies.org) website.
Securing your Personal Data
26. Where we hold your personal data, we undertake all reasonable steps to keep it secure, in both hard copy and digital/electronic formats.
Data Processing overseas
27. Londonderry Arms Hotel does NOT use data storage facilities outside the European Union or the European Economic Area. We currently only use secure cloud storage within the UK as a back-up data storage service for all our business data. If in the future, we were to use data storage outside the European Union or the European Economic Area then we will ensure that appropriate and legally binding data processing agreements are in place.
29. We are not required by current data protection legislation to have a specific Data Protection Officer (DPO). However, we take our data protection responsibilities seriously and have a designated data protection lead within our organisation. Our Assistant Manager has responsibility as our data protection lead and can be contacted by ringing the main office on 028 28885255 or emailing us at firstname.lastname@example.org. Our Assistant Manager is responsible for addressing any queries or questions you may have about this Privacy Statement or dealing with your requests to exercise your rights that are described below.
We recognise and respect your data protection rights as a data subject. To facilitate your rights, you can contact us at the telephone number and/or the email address above and/or in writing by letter addressed to us at The Londonderry Arms Hotel, 20 Harbour Road, Carnlough, Ballymena, Co. Antrim. BT44 0EU for one or more of the following reasons:
o To ask us to amend or update any information that we hold about you that is wrong or incomplete, this is known as “your right to rectification”.
o To ask us to delete any information that we hold about you, this is known as “your right to erasure”.
o To tell us you no longer agree to us using information that we may hold about you and asking us to stop, this is known as “your right to object”.
o To tell us to stop using information that we may hold about you to inform you of our services, this is known as “your right to restrict processing”.
o To make a “data subject access request”, which is a request by you for us to send you the personal data that we have about you.
o To ask us to provide you or someone else (on your request) in a structured, commonly used and machine-readable format with any information that you have provided to us about yourself. This is known as “your right of “data portability”.
o To ask us not to use information that we hold about you in a way that allows computers to make decisions about you based solely on automated processing. This is known as “your right to restrict automated decision making”.
30. Sometimes we may not stop using your information when you ask us to, for the legitimate and lawful reasons described in this Statement, but we will tell you about this if you make a request.
31. In other cases, if we stop using your information we will not be able to provide the services that you are asking us to give you. We will tell you about this if you make a request.
32. We will not use your personal data to engage in any form of profiling or automated decision making with the use of any computer system.
33. You have the right to complain to the Information Commissioner’s Office (ICO) about how we treat any or all of your Personal Data. The ICO can be contacted at: https://ico.org.uk/global/contact-us/
34. We are registered with the ICO. Our registration number is: ZA424444.
35. We are only allowed to keep your information if we need it for one of the reasons we have described above.
36. Our standard retention policy is that we will keep personal data for up to 7 years to satisfy HMRC requirements or for as long as required where there may be additional legal or contractual requirements.
37. We may require to up-date this Privacy Statement from time to time. We will notify you of the changes on our website where we are required by law to do so.
38. This is our first Privacy Statement under the new Data Protection Act 2018. It is version 01/2018, which was produced October 2018. In the future we will always provide the current Privacy Statement on our website. Previous versions of the statement will be available on request using the following contact details: Tel. 028 28885255 or emailing us at email@example.com
UPDATE TO PARAGRAPH 5 & PARAGRAPH 6
“Your personal data – what we collect and what we do with it” :-
We will now ask for legally acceptable proof of your covid status :-
– Certification in paper form (travel / domestic vaccine certificate or blue vaccine card issued at time of vaccination) that the person has completed a course of doses of an authorised vaccine with the final dose having been received at least 14 days before the relevant timeaccompanied with photographic ID. – Certification in electronic form (travel / domestic vaccine certificate apps) that the person has completed a course of doses of an authorised vaccine with the final dose having been received at least 14 days before the relevant time- with photographic ID.
– Certification by text or email through the NHS Covid-19 reporting app of a negative result of a lateral flow device test taken within 48 hours before the relevant time- accompanied with photographic ID, or – On-site negative lateral flow device test, taken within 48 hours before the relevant time
– A valid notification of a positive result of a polymerase chain reaction test taken no earlier than 30 days, and no later than 180 days, before the relevant time- accompanied with photographic ID
– Confirmation in writing of their participation (current or past) in a clinical trial for vaccination against coronavirus from the organiser of that trial- accompanied with photographic ID
– Evidence provided through the Northern Ireland Covid Certification process for medical exemption accompanied with photographic ID; or – An equivalent process in the persons place of residence of a clinical reason for not being vaccinated with any authorised vaccine- accompanied with photographic ID.