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About our policy

This privacy policy sets out how the theoldrectory.com uses and protects any information that you give to us when you use this website or contact us.

The oldrectory.com is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when you contact us, then you can be assured that it will only be used in accordance with this privacy statement.

We may change this policy from time to time by updating this page. You should check this page regularly to ensure that you are happy with any changes. This policy is effective from 01.01.2019

For the purpose of the General Data Protection Regulation and the Data Protection Act 2018 the data controller is Old Rectory Cottages
Kings Nympton, Devon, United Kingdom. The data processor is [the old rectory cottages] and sub-processors providing services in connection with the operation of our online booking system which are [the old rectory].

When you make a booking with us, you are entering into a contract with us. We collect and use the information which you provide to us.
When you make a reservation, you are asked for your name and email address. We may also ask for your home address, telephone number, payment information, the names of any guests travelling with you and any preferences you might have for your stay. These may include accessibility or dietary requirements and any other special requests you may have.

If you book direct with us via the booking engine on our website, then the data is collected directly by, and stored securely by, [the old rectory cottages]. If you book via a third party booking agency, then the data will be collected by that booking agency and passed securely via an intranet system to the Old Rectory Cottages. We will then manually input the data to the third party booking admin system we use, which is [old rectory cottages]. If you have questions or concerns about how your information is handled by third party booking agencies (for example booking.com), then please contact your booking agency directly.

We require this information to process your booking, understand your needs and provide you with a better service.

We use your home address as part of the card payment processing to validate the card.
We will use your email address to send you confirmation of the booking, and any other information we deem necessary.

If you have made an online booking and have made a special request, we may contact you via email or telephone to ensure we can meet your needs.

If you have not given us an arrival time, or have requested a time that we cannot accommodate, we will either call or email you to advise you of this. 
After your stay you will receive an automatic email from our booking system offering you the option of reviewing your stay. 
We will not otherwise use your telephone number to contact you unless it for an emergency and/or we have been unable to contact you by email.

We may use the information to improve our products and services

We are required by law to collect the following information on all our guests. We do this by asking you to complete a registration form on arrival.

For commonwealth guests: Name and nationality

For non-commonwealth guests; Name, nationality, passport number, address of next destination

We will ask you to confirm that you agree to us holding your data in accordance with GDPR 2018.

We will keep these forms safely in a locked filing cabinet. We are required to keep these registration forms for a year and show them to a police officer if they request to see them. We will destroy these forms 12 months after your stay.

We will not send you any marketing information.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

All of the personal and debit/credit card data you supply to us, as part of the booking process, is stored and processed securely. The data processor is Stephanie Atkinson and sub-processors providing services in connection with the operation of our online booking system which is FreeToBook.

Neither we nor our data processors will share your information with any third party unless there is a legal reason for doing so.

Access to your information

You have the right to request a copy of the information we hold about you. If you would like a copy of this information, please email us here

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes.

if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us here.

We may also disclose personal data as permitted or required by law. For instance, if asked by the authorities, such as the police or HMRC, we may share your personal data with them for the purposes of prevention and detection of crime. Information is not shared with them outside of this purpose.
You may request details of personal information which we hold about you. If you would like a copy of the information held on you please write to us or email. We will provide this information within one month, electronically and free of charge.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

If you have any questions about this Privacy Policy, please contact us: here.