Introduction

High Oaks Grange Ltd are committed to protecting and respecting your personal data and privacy. 

This privacy policy relates to how we use and collect personal data from you when you book with us as a guest or visitor to our self-catering accommodation (the Property), use our services or access our website (regardless of where you visit it from). It also relates to our use of any personal information you provide to us by telephone (including SMS), in written correspondence (including letter and email), through our social media channels and in person. 

Whenever you provide personal data, we are legally obliged to use your information in line with all applicable laws concerning the protection of such information; including but not limited to the Data Protection Act 2018 and the General Data Protection Regulation, as it applies to the UK (UK GDPR), described in this policy as the “Data Protection Laws”.

This privacy policy also forms part of our terms of business and is not intended to override them. This policy may be amended or updated from time to time and any revisions will be posted to this page, so please check back regularly. 

 

1. Who we are and how to contact us

For the purpose of the Data Protection Laws, High Oaks Grange Ltd is the controller and responsible for your personal data (referred to as “High Oaks Grange”, “we”, “us” or “our” in this privacy notice).

We are a private limited company registered in England and Wales under company number 14984142. Our registered office is at High Oaks Grange, Thornton Road, Pickering, YO18 7JX. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details provided below:

 

Data Protection Manager

High Oaks Grange

Thornton Road

Pickering

YO18 7JX

 

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Telephone: 01751 469351 and ask to speak to the Data Protection Manager.  

 

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.

 

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

This version was last updated on 1^st January 2024.

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.

 

Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that individual 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 as follows:

Identity Data includes first name, last name, title or other identifier (such as job title), marital status, date of birth, gender and images.

Contact Data includes billing address, email addresses and telephone numbers.

Transaction Data includes details about services you have purchased from us or your visits to our premises.

Financial Data includes bank account and payment card details. 

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

Profile Data includes purchases or orders made by you, your interests, preferences (including details about your personal likes and dislikes as identified during your visits to our premises), feedback and survey responses.

Usage Data includes information about how you use our website, products and services.

Marketing and Communicationsdata includes your preferences in receiving marketing from us and our third parties and your communication preferences.

 CV Data includes academic record, previous work experience, and other information that may be provided in a CV for job application purposes.

 

Please note that we may collect and/or process other personal data from time to time. If we ask you to provide any other personal information not described above, the personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point that you are asked to provide your personal information. 

We also collect, use and share Aggregated Data, such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data but is not considered to be personal data in law as it will not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate a percentage of users accessing a specific feature of our services. However, if we combine or connect your aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used solely in accordance with this policy.

We do not routinely collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). However, we will collect health information we need to provide special assistance services requested under the booking or where we need to record and report an incident or accident occurring at the Property. Nor do we collect any information about criminal convictions and offences.

 

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 provide 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.

 

3. How is your personal data collected?

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

 

3.1 Direct interactions. You may give us your Identity, Contact, CV, Profile and Financial Data by filling in forms or by corresponding with us by post, phone, messaging service, email or otherwise.

 This includes personal data you provide when you:

•  Book our Property;
•  Create an account on our website;
•  Subscribe to our additional service(s) or publications;
•  Request marketing to be sent to you
•  Enter a competition, promotion or survey; or
•  Give us feedback or contact us.

 

3.2 Automated technologies or interactions. We may also collect your Technical Data about your equipment, browsing actions and patterns when you visit our website. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy <insert link> for further details.

 

3.3 Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

• Technical Data from the following parties:
• analytics providers such as google;
• advertising networks; and
• search information providers.
•  Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
•  Identity and Contact Data from data brokers or aggregators, including trade organisations or exhibition organisers.
•  Identity and Contact Data from publicly available sources such as Companies House and the Electoral Registered based inside the UK

 

4. How we use your personal data

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 including any third party services we make available to you
• 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
• Where we need to comply with a legal or regulatory obligation
• Where we have obtained your consent. You have the right to withdraw consent to marketing at any time by contacting us or using the link on the bottom of each marketing email.

 

Purpose/Activity	Type of Data	Lawful basis for processing including basis of legitimate interest
To register you as a new customer	(a)  Identity         (b) Contact	Performance of a contract with you
To process and deliver your order including:   (a)  Manage payments, fees and charges   (b)  Collect and recover money owed to us	(a)  Identity   (b)  Contact   (c)   Financial   (d)  Transaction   (e)  Marketing and Communications	(a)  Performance of a contract with you   (b)  Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:   (a)  Notifying you about changes to our terms or privacy policy   (b)  Asking you to leave a review of take a survey	(a)  Identity   (b)  Contact   (c)   Profile   (d)  Marketing and Communications	(a)  Performance of a contract with you   (b)  Necessary to comply with a legal obligation   (c)   Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services
To enable you to partake in a prize draw, competition or complete a survey	(a)  Identity   (b)  Contact   (c)   (c) Profile   (d)  (d) Usage   (e)  Marketing and Communications	(a)  Performance of a contract with you   (b)  Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a)  Identity   (b)  Contact   (c)   (c) Technical	(a)  Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)   (b)  Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve you	(a)  Identity   (b)  Contact   (c)   (c) Profile   (d)  (d) Usage   (e)  Marketing and Communications   (f)    Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	(a)  Identity         (b) Contact	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you	(a)  Identity   (b)  Contact   (c)   (c) Technical   (d)  (d) Usage   (e)  (e) Profile	(a)  Necessary for our legitimate interests (to develop our products/services and group our business)   (b)  Consent
In the case of job applicants:   (a)  To assess your skills, qualifications, and suitability to work for us   (b)  To carry out background and reference checks, where applicable   (c)   To communicate with you about the recruitment process   (d)  To keep records relating to our hiring process   (e)  To make a decision about your recruitment or appointment   (f)    To determine the terms on which you may work for us   (g)  To comply with legal or regulatory requirements	(a)  Identity   (b)  Contact   (c)   (c) CV	(a)  Necessary for our legitimate interests (to fill a vacant job position)   (b)  Necessary to comply with a legal obligation
To post photos that you provide us on High Oaks Grange social media pages (Facebook, X (formerly known as Twitter), Instagram	(a)  Identity   (b)  Contact	Consent (and where images containing children are used, the consent of whoever holds parental responsibility for the child will be obtained)

 

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).

We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided. These emails – dependant on your preferences – are usually sent weekly. In very exceptional circumstances, it may be less.

Emails are likely to contain information on booking a holiday, information about the local area, any offers we may be running and new range launches. Emails may be tailored to you based on your chosen preferences and/or your perceived interests – more can be found in our cookie policy. Emails may also be sent to you and not others, or to others and not you depending on these preferences and/or perceived interests.

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and, in each case, you have not opted out of receiving that marketing.

If you wish to update your preferences or unsubscribe to the emails, please use the links on the bottom of each email.

 

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside of High Oaks Grange for marketing purposes.

 

Opting out

If you wish to update your preferences or unsubscribe to the marketing emails, please contact us or use the links on the bottom of each email.

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/service purchase, warranty registration, product/service experience or other transactions.

 

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 above rules, where this is required or permitted by law.

 

5. 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:

 

Name	Lawful basis for processing including basis of legitimate interest
Other companies in our group	(a)  Performance of a contract with you   (b)  Necessary for our legitimate interests (performing the contract)
Service providers for IT and system administration services	(a)  Performance of a contract with you   (b)  Necessary for our legitimate interests (perfoming the contract, using your data as we have described in this notice)
Our professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services	Necessary for our legitimate interests (complying with our legal obligations
HM Revenue & Customs, regulators and other authoriries based in the United Kingdom who require reporting of processing activities in certain circumstances	Necessary for our legitimate interests (complying with our legal obligations
Subcontractors	Performance of a contract with you. Necessary to fulfil our obligations to you and for our legitimate interests
Social media companies (Facebook, X (formerly known as Twitter), Instagram) where we post or share photos that you provide us with	These external third parties are based outside the European Economic Area (EEA) in the United States (US) so this will involve a transfer of data outside the EEA. We may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the EEA and the US

 

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.

 

6. International transfers

Your data is stored by us and our processors in the UK. However, several of our external third parties are based outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented. We will either:

• Transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
• Ensure that standard contractual clauses (SCCs) or, International Data Transfers Agreements (IDTAs) as required by law from time to time are in place and we have received assurances that an adequate level of protection of the personal data is achieved (based on a case by case assessment of the circumstances of the transfer), including adequate technical and operational measures in place to protect the personal data.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

 

7. 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.

 

8. 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 can be requested from us by contacting us.

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.

 

9. Your legal rights

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

Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and 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 in accordance with the provisions of the General Data Protection Regulation. Occasionally it may take us longer 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.