Privacy Policy

Tracy Park believe in being upfront and transparent with how we use your data. We comply with any data protection law which would be applicable to you and closely monitor regulations and policies, including the The General Data Protection Regulation (GDPR) (EU) 2016/679.

 

When you interact with Tracy Park, for example by submitting an enquiry or booking a stay, we may request that you provide us with personal data. This privacy policy tells you how Old Thorns collects personal information, why we collect it and how you can edit, change and delete your data. By using our site, you confirm that you understand and accept the Privacy Policy. If you do not agree to the terms of our Privacy Policy, please do not use our website.

 

The types of data we collect and why

Tracy Park processes personal data as the data controller, as defined in the General Data Protection Regulation (GDPR).

 

Visitors to our website

Legal Basis for Processing: Consent
Retention Period: No more than 26 months

When someone visits www.tracypark.co.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to monitor and track trends such as visitors to the site, so we can make improvements. This information is anonymous.

 

We also use cookies on our website. Cookies are small data files which the website places on your computer or mobile device when you first visit the website. They can help us analyse how well our website is performing so we can make improvements. They can also improve your browsing experience by suggesting recommendations based on your browsing history. You can control, manage, disable and delete cookies in your browser’s settings.

 

When you make an enquiry

Legal Basis for Processing: Legitimate Interest
Retention Period: As long as strictly necessary for the purpose in which it was collected.

If you make an enquiry on our website, we will collect and process your data to respond to your enquiry. This is likely to include your name and contact information. Your data may be shared between departments at Tracy Park to ensure your enquiry is responded to accurately.  You will have the option to opt-in to additional marketing communications. If you do so, your data will be retained for this purpose (please see email newsletters and offers below).

 

E-mail newsletters and offers

Legal Basis for Processing: Consent
Retention Period: While you are a registered subscriber – you can unsubscribe and remove your data at any time.

Subscription to our email newsletters and offers is completely optional. We never place you on an email list automatically – instead you will need to opt in to receive these communications, either by filling in our newsletter form or checking an opt-in box on an enquiry, booking or competition form.

We use a third-party provider, MailChimp, to deliver our email newsletters and offer details. We gather statistics about email opening and clicks using industry standard technologies to help us monitor and improve our emails. For more information, please see MailChimp’s privacy policy.

 

Bookings

Legal Basis for Processing: Contract
Retention Period: As long as strictly necessary for the purpose in which it was collected.

When you make a booking either directly with us or through an Online Travel Agent or 3rd Party, we will collect personal data about you and other travellers in your group, including names, addresses, phone, email and payment details. We need this data to enter into a contract with you. If you provide us with details of other individuals included in a booking you must have the authority of those individuals to provide their personal data. We will use the information you provide us to contact you with reference to your booking. Your information will only be used for additional marketing communications if you opt-in to receive this.

 

Online Voucher Purchases

Legal Basis for Processing: Contract
Retention Period: As long as strictly necessary for the purpose in which it was collected.

We use a third-party provider, Voucher Cart, to process and manage online voucher sales. We use your personal information such as email, phone and address to process your voucher. Payments are handled by VoucherCart and Tracy Park do not have access to any payment information at any point in the process. Your personal data such as name, email and address are held within the VoucherCart system to process and redeem your voucher. Please refer to VoucherCart’s privacy policy for further information.

 

Membership Details

Legal Basis for Processing: Contract
Retention Period: As long as strictly necessary for the purpose in which it was collected.

If you become a member at Tracy Park, we will collect information from you to process your membership. For essential membership communications we will use the data you provide to inform you – e.g. for contract renewals, payment issues, changes to terms etc. We will also give you the option to opt in to additional communications such as additional member benefits and marketing offers. You can unsubscribe from these additional communications at any time.

 

Membership Communications

Legal Basis for Processing: Legitimate Interest
Retention Period: As long as strictly necessary for the purpose in which it was collected. i.e. for as long as you are a member

If you are currently a member of Tracy Park, you’ll receive communications from either the golf team, with information that we feel would be of interest to you and that enhances your membership. For example golf course updates, tee times and competitions. We recommend you receive these so you get the most from your membership. However, if you wish to be removed from these mailings you can do so by contacting the membership team or unsubscribing from the bottom of the emails.

 

Complaints

Legal Basis for Processing: Legitimate Interest
Retention Period: As long as strictly necessary for the purpose in which it was collected.

If you make a complaint to Tracy Park we will process your data to respond to your complaint. Your data may be shared between departments at Tracy Park to ensure your complaint is responded to accurately.

 

Information from 3rd parties

Legal Basis for Processing: Contract
Retention Period: As long as strictly necessary for the purpose in which it was collected.

If you book your stay with us through a 3rd party such as an online travel agent, golf company, spa company they will pass on your details to us so that we can perform the contract. Your details will only be used to carry out the request/booking unless you have opted in to receive additional marketing communications.

 

Applying for a job

Legal Basis for Processing: Legitimate Interest/ Consent
Retention Period: As long as strictly necessary for the purpose in which it was collected.

If you apply for a job at Tracy Park the information you provide will be used by the HR team and the hiring department in the selection process. After the selection process is complete, any data will be deleted unless you have specified that you wish your data to be retained for future job opportunities in which case it will be held by our HR department for future positions.

 

Other uses of your data

Legal Basis for processing: Legitimate Interest
Retention Period: As long as strictly necessary for the purpose in which it was collected.

We may process personal information for certain legitimate business purposes, which include some or all of the following:

  • Where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our customers
  • to identify and prevent fraud
  • to understand how people interact with our websites
  • to determine the effectiveness of promotional campaigns advertising

Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights at all times.

 

Processing your information

Tracy Park adopt security measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Whilst Tracy Park will take all reasonable steps to protect your personal data from any data breach, we cannot guarantee the security of the personal data you disclose online or that no data breach will occur. We encourage you to help us by ensuring that any passwords you use are kept confidentially, and you log off when using a shared computer.

 

Storage of information

Tracy Park may store your personal data in the cloud. This means that your personal data may be processed on behalf of Tracy Park by a cloud service provider and could be stored in different locations around the world. Examples of this include MailChimp for email newsletters and VoucherCart for our online voucher purchases.

 

Access to information

You have the right to request access to the information we have on you. You can do this by contacting us on reception@tracypark.co.uk. We will make sure to provide you with a copy of the data we process about you. In order to comply with your request, we may ask you to verify your identity.

We will fulfil your request by sending your copy electronically, unless the request expressly specifies a different method for which there may be an administrative fee.

 

Information correction

If you believe the information we have about you is incorrect or you wish to change your subscription preferences, you are welcome to contact us, so we can update it and keep your data accurate.

 

Information deletion

If at any point you wish Tracy Park to delete information about you, you can simply contact us. Please be aware that some data is necessary for us to provide you with our service (for e.g. an upcoming hotel stay, a golf tee time etc). Therefore, if you have booked a service with us, please be aware that some personal details will need to be retained for processing your booking. This can be deleted post to your stay with us – please just request this.

 

Changes to this privacy policy

We keep our privacy policy under regular review. If we make any changes to our privacy policy we will add appropriate site notices to advise of the changes. We encourage you to periodically review this page for the latest information on our privacy practices. This policy was last updated on 18th May 2018.

 

Contacting the data controller

You can contact us at any time to:

  •     Request access to information that Tracy Park has about you
  •     Correct any information that Tracy Park has about you
  •     Delete information that Tracy Park has about you
  •     Raise a complaint on how we have handled your personal data
  •     Ask any additional questions about Tracy Park’s collection and storage of data or about this Privacy Policy

 

Tracy Park Golf & Country Hotel
Bath Road,
Wick,
Near Bath,
BS30 5RN

+44 117 937 1800