Privacy Policy

Who We Are

Rudby Hall (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice along with our  Terms of Use,  provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Rudby Hall’s registered office is at Rudby Hall, Hutton Rudby, North Yorkshire, TS15 0JN and we are a company registered in England and Wales under company number 8229907. We are registered on the Information Commissioner’s Office Register; registration number ZA068414. Our designated Data Protection Officer/Appointed Person is Lisa Loudon, Office Manager, who can be contacted at Rudby Hall, Hutton Rudby, North Yorkshire, TS15 0JN, reservations@rudbyhall.com or 01642 701 839.

Our Commitment

We are fully committed to handling personal information in accordance with the General Data Protection Regulation (GDPR) which comes into force on the 25 May 2018.

This means your personal information will be:

  • Processed lawfully, fairly and in a transparent manner.
  • Collected for specified, explicit and legitimate purposes.
  • Only collected as required for our lawful purposes.
  • Reviewed regularly.
  • Retained only for as long as necessary and in accordance with our retention policy.
  • Processed securely and with integrity.

It is important that you are aware of our procedures and practices and understand your rights in relation to your personal data and this Privacy Notice is designed to be part of that information.

This Privacy Notice applies to the following categories of data subjects:

  • Clients of Rudby Hall
  • Potential clients that have enquired via the website

 

Information That We Collect

Rudby Hall processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from you is: –

  • Name
  • Home Address
  • Personal Email
  • Business Email
  • Home Telephone Number
  • Mobile Telephone Number

We collect information in the below ways: –

Online enquiry form, enquiry forms in person, email enquiries, telephone enquiries and employment CV’s. If you contact us, we may keep a record of that correspondence. We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

How We Use Your Personal Data

Rudby Hall takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.  The purposes and reasons for processing your personal data are detailed below: –

Collecting your information when making a booking or enquiry:

  • We collect your personal data in the confirmation of a booking and to ensure that the contract is completed and can be sent out to your preferred address
  • We collect and store your personal data as part of our legal obligation for business accounting and tax purposes.
  • We have an obligation to share your personal data with Coghlans upon a booking being made, who undertake the catering and hospitality for events at Rudby Hall. Coghlans require your personal details in order to make contact with you and to arrange the contracts and invoices to be issued to your preferred address
  • We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that Rudby Hall processes about you and to request information about: –

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Rudby Hall uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Coghlans

We use Coghlans to provide catering and hospitality services for weddings and events at Rudby Hall and they act in the capacity of a processor on our behalf. The only information they have access to is your name, address, contact telephone, email address and any specific booking information in order to create a contract, invoice and provide the ordered services.

For more information about Coghlans, please read their Privacy Notice at
https://coghlanscatering.co.uk/privacy-policy/

Safeguarding Measures

Rudby Hall takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place.

Your data is stored on secured premises in a locked cabinet and on a secure client relationship management (CRM) database enforced by password protocols.

 

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to Rudby Hall, however, as this information is required for us to provide you with our services, we will not be able to offer some or all of our services without it.

How Long We Keep Your Data

Rudby Hall only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Marketing

Occasionally, Rudby Hall would like to contact you with the offers, services, upcoming events and promotions that we provide. If you consent to us using your contact details for this purpose, you have the right to modify or withdraw your consent at any time by using the opt-out/unsubscribe options or by contacting Rudby Hall directly. Rudby Hall will occasionally send offers, services, upcoming events and promotions by email that has been identified as being beneficial to our customers and in our interests. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time.

Consent

If you consent to us contacting you with the above-mentioned marketing and offers, please tick the ‘join our newsletter’ box on the enquiry form below, or on any of the pages on the Rudby Hall website. Rudby Hall takes your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Notice.

Lodging A Complaint

Rudby Hall only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Rudby Hall, Hutton Rudby, North Yorkshire, TS15 0JN

01642 701839, reservations@rudbyhall.com

Information Commissioner’s Office

https://ico.org.uk/

Cookie Notice

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