Privacy Policy

We respect your privacy and are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal data, including any data you may provide through our website, Or when you sign up to our newsletter, purchase a product or service or take part in a competition, book a room, or dine with us.

Our website is not intended for children and we do not knowingly collect data relating to children. On reception we do not take any data of children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controllers

This privacy notice is issued on behalf of The Hatfield Hotel so when we mention "we", "us" or "our" in this privacy notice, we are referring to The Hatfield Hotel as appropriate who are responsible for processing your data. Contact details

Hatfield Hotel
The Esplande, Lowestoft, Suffolk, NR33 0QG
Email address: reception@thehatfieldhotel.co.uk
Telephone number: 01502565337

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.

Data Protection Regulator, Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF Tel:00301231113

Changes to the privacy notice and your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name, last name, username or similar identifier, title.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, 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 offenses.

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 goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
• Apply for our products or services;
• Dine with us
• Create an account on our website;
• Request marketing to be sent to you;
• Give us some feedback.
• Book a room
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookies policy.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract, we are about to enter into or have  entered into with you. This is called Performance of Contract and this means  processing your data where it is necessary for the performance of a contract to  which you are a party or to take steps at your request before entering into such  a contract. 
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This is  called Legitimate Interest, and this means 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 your personal data for our legitimate  interests. We do not use your personal data for activities where our interests  are overridden by the impact on you (unless we have your consent or are  otherwise required or permitted to by law). You can obtain further information  about how we assess our legitimate interests against any potential impact on  you in respect of specific activities by contacting us 
• Where we need to comply with a legal or regulatory obligation. This is  called Comply with a legal or regulatory obligation and it means processing your  personal data where it is necessary for compliance with a legal or regulatory  obligation that we are subject to 
• We do not broker or pass on information gained from your engagement with us.  You have the right to withdraw consent to marketing at any time by contacting  us. 

Purposes for which we will use your personal data 

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.

Marketing

We strive to provide you with choices regarding certain personal data uses,  particularly around marketing and advertising:

Promotional offers from us 

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). 

You will receive marketing communications from us if you have requested  information from us or purchased goods from us or if you provided us with your  details when you entered a competition or registered for a promotion and, in each  case, you have not opted out of receiving that marketing.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time  by contacting us. 

Where you opt out of receiving these marketing messages, this will not apply to  personal data provided to us as a result of a product purchase or other transactions. 

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when  websites set or access cookies. If you disable or refuse cookies, please note that  some parts of this website may become inaccessible or not function properly.  

Change of purpose 

We will only use your personal data for the purposes for which we collected it, unless  we reasonably consider that we need to use it for another reason and that reason is  compatible with the original purpose. If you wish to get an explanation as to how the  processing for the new purpose is compatible with the original purpose,  please contact us. 

If we need to use your personal data for an unrelated purpose, we will notify you  and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or  consent, in compliance with the below rules, where this is required or permitted by  law.

Disclosures of your personal data 

We may have to share your personal data with the parties set out below for the  purposes set out in the table in paragraph 4 above. 

External Third Parties: 

• Service providers acting as processors based in the UK who provide IT and  system administration services. 
• Professional advisers acting as processors or joint controllers including  lawyers, bankers, auditors and insurers based in the UK who provide  consultancy, banking, legal, insurance and accounting services. 
• HM Revenue & Customs, regulators and other authorities acting as  processors or joint controllers based in the United Kingdom who require  reporting of processing activities in certain circumstances. 
• Third parties to whom we may choose to sell, transfer, or merge parts of  our business or our assets. Alternatively, we may seek to acquire other  businesses or merge with them. If a change happens to our business, then  the new owners may use your personal data in the same way as set out in  this privacy notice. 

We require all third parties to respect the security of your personal data and to treat  it in accordance with the law. We do not allow our third-party service providers to  use your personal data for their own purposes and only permit them to process your  personal data for specified purposes and in accordance with our instructions.

International transfers

We do not transfer your personal data outside the European Economic Area (EEA). 

Data security 

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.

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

How long will you use my personal data for? 

We will only retain your personal data for as long as necessary to fulfil the purposes  we collected it for, including for the purposes of satisfying any legal, accounting, or  reporting requirements. 

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 requirements. 

Details of retention periods for different aspects of your personal data are available  in our retention policy which you can request from us by contacting us. 

In some circumstances you can ask us to delete your data: see “Request erasure”  below for further information. 

In some circumstances 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. 

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation  to your personal data.

Request access to your personal data (commonly known as a "data subject access  request"). This enables you to receive a copy of the personal data we hold about you  and to check that we are lawfully processing it. 

Request correction of the personal data that we hold about you. This enables you  to have any incomplete or inaccurate data we hold about you corrected, though we  may need to verify the accuracy of the new data you provide to us. Request erasure of your personal data. This enables you to ask us to delete or  remove personal data where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal data where you  have successfully exercised your right to object to processing (see below), where we  may have processed your information unlawfully or where we are required to erase  your personal data to comply with local law. Note, however, that we may not always  be able to comply with your request of erasure for specific legal reasons which will  be notified to you, if applicable, at the time of your request. 

Object to processing of your personal data where we are relying on a legitimate  interest (or those of a third party) and there is something about your particular  situation which makes you want to object to processing on this ground as you feel it  impacts on your fundamental rights and freedoms. You also have the right to object  where we are processing your personal data for direct marketing purposes. In some  cases, we may demonstrate that we have compelling legitimate grounds to process  your information which override your rights and freedoms. 

Request restriction of processing of your personal data. This enables you to ask  us to suspend the processing of your personal data in the following scenarios: (a) if  you want us to establish the data's accuracy; (b) where our use of the data is  unlawful but you do not want us to erase it; (c) where you need us to hold the data  even if we no longer require it as you need it to establish, exercise or defend legal  claims; or (d) you have objected to our use of your data but we need to verify  whether we have overriding legitimate grounds to use it. 

Request the transfer of your personal data to you or to a third party. We will  provide to you, or a third party you have chosen, your personal data in a structured,  commonly used, machine-readable format. Note that this right only applies to  automated information which you initially provided consent for us to use or where  we used the information to perform a contract with you. 

Withdraw consent at any time where we are relying on consent to process your  personal data. However, this will not affect the lawfulness of any processing carried  out before you withdraw your consent. If you withdraw your consent, we may not be  able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us. No fee usually required 

You will not have to pay a fee to access your personal data (or to exercise any of the  other rights). However, we may charge a reasonable fee if your request is clearly  unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your  request in these circumstances. 

What we may need from you 

We may need to request specific information from you to help us confirm your  identity and ensure your right to access your personal data (or to exercise any of  your other rights). This is a security measure to ensure that personal data is not  disclosed to any person who has no right to receive it. We may also contact you to  ask you for further information in relation to your request to speed up our response. 

Time limit to respond 

We try to respond to all legitimate requests within one month. Occasionally it may  take us longer than a month if your request is particularly complex or you have  made a number of requests. In this case, we will notify you and keep you updated. 

Consent

Through agreeing to the privacy policy notice you are consenting the The Hatfield Hotel processing your personal data for the purposes outlined. You can withdraw  consent at any time by emailing reception@thehatfieldhotel.co.uk 

IP Addresses and Cookies Policy

As stated above, we may collect information about your computer, including where  available your IP address, operating system and browser type, for system  administration and to report aggregate information to any advertisers. This is 

statistical data about our users' browsing actions and patterns and does not identify  any individual. 

For the same reason, we may obtain information about your general internet usage  by using a cookie file which is stored on the hard drive of your computer. Cookies  contain information that is transferred to your computer's hard drive. They help us  to improve our Site and to deliver a better and more personalised service. They  enable us: 

To estimate our audience size and usage pattern. 

To store information about your preferences, and so allow us to customise our Site  according to your individual interests. 

To recognise you when you return to our Site. 

You may refuse to accept cookies by activating the setting on your browser which  allows you to refuse the setting of cookies. However, if you select this setting you  may be unable to access certain parts of our Site. Unless you have adjusted your  

browser setting so that it will refuse cookies, our system will issue cookies when you  log on to our Site. 

Please note that any advertisers on our Site may also use cookies, over which we  have no control.