This page explains what information we collect, how we use it, and how it’s kept safe
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Who we are
This website is operated by Heart of Scotland Holidays Ltd, a not-for-profit accommodation provider based in Scotland.
If you have any questions about this policy or how your data is used, you can contact us at:
- Webmaster email: office@heartofscotlandholidays.com
- Registered office address: Kinneil House, Kirk Entry, Polmont, Falkirk, FK2 0QS, Scotland
What information we collect
We may collect and process the following personal data:
Information you provide directly
- Name
- Email address
- Phone number
- Booking details (dates, preferences, number and demographic details of guests)
- Any information you include in messages or enquiries
Information collected automatically
- IP address
- Browser type and device information
- Pages visited and time spent on the site
How we use your information
We use your data to:
- Respond to enquiries
- Process and manage bookings
- Communicate with you about your stay
- Improve our website and services
- Meet legal and regularly obligations
We only use your data where we have a lawful basis to do so, including:
- Contract (to manage bookings)
- Legitimate interests (to run and improve the business)
- Legal obligations
As well as communicating with you about your stay, this may include occasional follow-up contact where appropriate.
Email communications
If you choose to provide your email address, we may use it to send you occasional updates, offers, or news about staying with us.
This may happen where:
- you have explicitly opted in (for example, via a feedback form or joining our mailing list), or
- you have previously stayed with us and we believe the information is relevant to your stay.
You will always have the option to opt out of these communications. Every email we send will include a clear unsubscribe link, and you can also contact us directly to request removal at any time.
We do not send frequent marketing emails, and we aim to keep any communication relevant and occasional.
Payments
Payments may be processed through third-party providers such as Stripe or Paypal.
We do not store full payment card details. Payment providers process your data in accordance with their own privacy policies.
Sharing your data
We do not sell your personal data.
We may share your data with:
- Payment providers
- Booking or property management systems, including ResNexus, AirBnB, and Booking.com
- Hospitality and cleaning providers
- IT and website service providers
- Legal or regulatory authorities if required
All third parties are required to respect the security of your data.
Cookies And Analytics
We use cookies to understand how our website is used and to help improve its performance.
These may include analytics tools such as Google Analytics and the Meta Pixel, which collect information about how visitors use the site. This can include pages visited, time spent on the site, and how you arrived here.
This information is collected in an aggregated and anonymised form, where possible, and is used to help us improve the website and how it works.
Where these tools are in use, they may involve the processing of data by third parties outside the UK. We ensure that appropriate safeguards are in place where required.
You can choose whether or not to accept analytics cookies when you first visit the site, and you can change your preferences at any time through your browser settings.
How long we keep your data
We only retain personal data for as long as necessary to:
- Fulfil bookings
- Meet lega, tax, and accounting requirements
After this, data is securely deleted or anonymised.
What rights you have over your data
Under UK data protection law, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of your data
- Object to or restrict processing
- Request transfer of your data
To exercise any of these rights, contact us using the details above.
You also have a right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
DAta security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.
Changes to this policy
We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.
Contact
If you have any questions about this policy or your data, please contact:
Heart of Scotland Holidays
Email: office@heartofscotlandholidays.com
Address: Kinneil House, Kirk Entry, Polmont, Falkirk, FK2 0QS, Scotland