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Privacy Policy

Overview

In order to operate the BabyFriendlyBoltholes.co.uk website, Botholes Guides Limited (“Botholes Guides”, “our”, “us” or “we”), the data controller & processor, must ask you to provide us with information about yourself and your child/ren. By consenting to, and agreeing to the terms of this Privacy Policy, you expressly consent and agree to us processing your data in the manner set out herein. This Privacy Policy describes the information we collect and how we use that information. Boltholes Guides takes the processing of your information very seriously and will use your information only in accordance with the terms of this Privacy Policy. For the purposes of this Privacy Policy, the term “information” means any confidential and/or personally identifiable information or other information related to users of Boltholes Guides services.

We have always guarded the privacy of our users carefully and have never sold or rented your information to third parties for their marketing purposes. If we were to do so in future, we would not do so without your explicit consent. Our registered company details are as follows: Boltholes Guides Limited, 5 Pontcanna Mews, Cardiff, CF11 9DH

You can contact us at any time at help@babyfriendlyboltholes.co.uk and we will reply within 72hours.

Boltholes Guides may change this policy from time to time by updating this page.
This policy is effective from 18/05/2018 and was updated in 2019 to reflect current GDPR guidelines.

Key principles of GDPR:

Our privacy policy embodies the following key principles; (a) Lawfulness, fairness and transparency, (b) Purpose limitation, (c) Data minimisation, (d) Accuracy, (e) Storage limitation, (f) Integrity and confidence, (g) Accountability.

Processing of your personal data

Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.

  1. Lawful basis: Consent
  2. Where our purpose for processing is: To provide a personalised service
  3. Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.
  4. Sharing your information: We do not share your information with third parties.

If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

Your individual rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and
  • the right not to be subject to automated decision-making including profiling.

You also have the right to complain to the ICO www.ico.org.uk if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR.

Internet cookies

We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant adverts or content, referred you to a third party website.

Some cookies are required to enjoy and use the full functionality of this website.
We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.
Cookies that we use are;

  • Google Analytics

Data security and protection

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.

Fair & Transparent Privacy Explained

We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.

Email marketing messages and subscription

Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the "Processing of your personal data" above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.

Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.
Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences.
Our EMS provider is; Constant Contact. We hold the following information about you within our EMS system;

  • Email address
  • Subscription time & date

Resources & further information

Data Collection

We collect information from you through various means to provide the services you have requested when making an enquiry or booking request on our website, completing a survey, subscribing to mailing lists and when contacting us both on and offline including:

  1. Name, address, contact information including phone and email
  2. Subscription and demographic information such as preferences, interests, age and family information.
  3. Information relating to booking holiday accommodation and travel, including information regarding family such as names, dates of birth and holiday preferences.
  4. Information relevant to customer surveys, competitions, feedback, offers and market research.

We do not store financially sensitive information such as credit card numbers, bank details or security numbers. Payment of accommodation services are made to the accommodation provider by you and according to their terms and conditions. From time to time, we may assist you on passing this information to the accommodation provider on your behalf but will only do so if requested by you. If this should change in future and we begin processing payments, this policy will be amended and you will be notified at the time of placing your booking request.

  1. Information automatically received by us when you use the website, access our marketing information or contact us by email or phone. Such information includes traffic data, location data and other communication data. We may also use software tools such as Google Analytics to measure and collect session information, length of visits to certain pages, repeat visits and page interaction information (such as clicks and mouse movements).
  2. The domain and IP address that your computer uses to connect to the internet; your computer, browser, operating system, internet connection, referral information, search terms and other standard information collected by default by tools such as Google Analytics.
  3. Information provided voluntarily by you. For example, when you submit your information through an enquiry/booking form on our website.

Use of data

We use the information that we collect from you to provide our services to you, along with those of the accommodation partners we work with. In addition to this we may use the information for one or more of the following purposes:

  1. To provide information to you that you request from us relating to our products or services.
  2. To provide information to you relating to other products that may be of interest to you.
  3. To use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.
  4. To inform you of any changes to our website, products and services.

We will only contact you via email where you have provided express consent. Where such consent has been provided it can be withdrawn by you at any time by contacting us directly via help@babyfriendlyboltholes.co.uk or by clicking the unsubscribe button on our promotional and newsletter emails.

We will always treat your personal data with the utmost care and we will never sell or lease your personal data to other companies or third parties for any purpose.

Your details will be supplied to our accommodation partners and booking/survey software providers strictly for the purpose of processing the booking request/enquiry/post-stay survey related to the accommodation that you, yourself have completed an enquiry or booking form for.

Security 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.

Disclosing your information

We will not disclose your personal information to any other party other than in accordance with this privacy policy and in the circumstances detailed below:

  1. Where we are legally required by law to disclose your personal information.
  2. To further fraud protection and reduce the risk of fraud.

Retention Time

Your Data is kept for the time necessary to provide the service requested by the User, or stated by the purposes outlined in this document, and the User can always request that the Data Controller remove the data.

Controlling Your Personal Data

You have the right to access personal data/information which we hold about you by contacting us at any time. To exercise the right to access your personal data/information please write to: Boltholes Guides Limited, 5 Pontcanna Mews, 200 Kings Road, Cardiff, CF11 9DH, United Kingdom, or email help@babyfriendlyboltholes.co.uk. We will request that you supply information to prove who you are (to eliminate risk of unauthorised disclosure).

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.

Managing Your Marketing Preferences

We may wish to provide you with information about new products, services, promotions and offers, which may be of interest to you.  We may also invite you to take part in market research or request feedback on our products and services. This communication may occur by e-mail, telephone or SMS. We will seek your consent for this where necessary under Data Protection Law.

You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data and if you do not wish to consent then please do pay attention to the marketing consent check boxes.

You also have the right to ask us not to process your personal data for marketing purposes at any time. This means you can change your mind about receiving marketing communications from us when you have previously consented to this.  You can opt-out of receiving such communications by clicking the “unsubscribe” link on any email that we send to you or by emailing help@babyfriendlyboltholes.co.uk at any time.

Cookie Statement

A cookie is a small file which asks permission to be placed on your computer’s hard drive. The file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We also use Google Adwords Conversion Tracking and Google Analytics Goal Tracking so that we know how many people complete our enquiry forms who visit the website from our Google Adwords advertisements and other digital marketing campaigns.

You can easily opt-out of how Google uses cookies by going to the following page: http://www.google.com/settings/ads
You can also use the Google Analytics Opt-Out Browser Add-on https://tools.google.com/dlpage/gaoptout/