Privacy Policy

Company Information

Madfabulous Hotels Ltd operates The Bower at Hyll. The company is registered in England (company number 14990788, VAT 448456560). Registered office: Eastgate, 2 Castle Street, Manchester, M3 4LZ.

1. Introduction

This privacy notice explains what personal information we collect, how we use it, the security measures we take to protect it, and your rights regarding the data we hold about you.

2. Personal Information Definition

Personal information is any information which we collect about you that can be used to identify you, stored electronically or in usable filing systems.

3. Data Collection

Sources of Data

• Direct contact (website, telephone, guest registration, comments cards, loyalty cards)
• Third-party booking partners (Booking.com, Expedia, Laterooms, Travelclick)

Note: When booking through third-party partners, we only receive names; contact and payment details are handled by those partners under their own privacy notices.

Categories of Data Collected

• Personal contact details (name, title, address, telephone, email)
• Payment card information
• CCTV footage

How We Use Your Data

• Legal compliance (guest registration, fire and emergency safety)
• Processing bookings
• Customer offers and promotions
• Marketing communications (unless you have opted out)

Data Security

Your information is stored on secure networks with firewalls, virus checking, anti-spyware protection, and regular security updates. Local files are encrypted, and access is restricted to authorised employees on a need-to-know basis.

4. Legal Basis for Processing

We process your data based on:

• Contract performance necessity
• Legal obligation compliance
• Legitimate interests (in limited circumstances)
• Vital interests protection
• Public interest or official purposes

5. Marketing

You will always have a clear opportunity to opt out of marketing communications. You can unsubscribe via the links in our emails or by contacting us directly. If you opt out, your email address will be retained separately to prevent future contact.

6. Information Sharing and Retention

Who We Share Data With

• Associated group companies
• Rezlynx (Guestline property management system)
• TheDevTeam (website hosting)
• Mailchimp (marketing communications)
• Payment processors (Worldpay, First Data, Realex, Elavon)

International Transfers

We do not transfer data outside the EEA except to Mailchimp, which is US-based and compliant with the EU-US Privacy Shield framework.

Data Retention

Personal information is stored for up to 7 years from your last contact with us, after which it will be automatically erased or you will be offered the option to request deletion.

7. Website

7.1 Cookies

Cookies are small text files that store unique identifier codes on your device. We use the following types:

• Strictly necessary cookies: Essential for website functionality
• Functionality cookies: Remember your preferences

First-Party Cookies

We use Google Analytics cookies (_ga, _gat, _gat_oxRollUpTracker) to track visitors anonymously and improve our website.

Third-Party Cookies

Embedded content from YouTube, Vimeo, and Facebook may set their own cookies. We have no control over these third-party cookies.

Note: Disabling cookies may limit some website functionality.

For more information about cookies, visit allaboutcookies.org

7.2 Social Media

Content shared via social media platforms is controlled by those networks. Please consult their privacy notices:

• Twitter Privacy Policy
• Facebook Privacy Policy
• Instagram Privacy Policy
• YouTube Privacy Guidelines

8. When We May Disclose Your Information

We may share your personal information when:

• Legally required (e.g., tax authorities, law enforcement)
• Necessary for legal proceedings or advice
• Required to protect our interests (e.g., fraud prevention)
• Necessary for crime prevention or prosecution
• Needed to protect vital interests (e.g., medical assistance)
• Required by third parties providing administrative or processing services
• In the event of a business asset sale

9. Your Rights

9.1 Right of Access

You may request access to your personal data in writing. We may require identity verification and ask that requests are made at reasonable intervals. We will respond within one month.

9.2 Right to Information

You may contact us for clarification on how we collect and use your data.

9.3 Additional Rights

• Rectification: Correct any inaccurate information we hold about you
• Erasure: Request deletion if data is no longer necessary, was unlawfully processed, or is not needed for legal claims
• Restriction: Limit processing during accuracy disputes, if processing is unlawful, or if data is retained for legal claims
• Data Portability: Request transfer of information provided under consent or contract
• Objection: Object to processing based on legitimate interests or for direct marketing purposes (marketing cessation is permanent)

10. Complaints

We will handle all complaints thoroughly and respond appropriately. If you make a complaint, we may need to disclose your identity to the subject of the complaint, though you may request anonymity (this may not always be feasible). You may also escalate complaints to the Information Commissioner's Office.

11. Contact Us

For any questions about this privacy policy or to exercise your rights:

Email: sarah@charingworthmanor.com