At The Broadway Hotel we take the privacy of our customers and their information very seriously.This policy explains how we use any personal information we collect about you, your rights to access and correct the personal information we hold about you.
By providing us with your personal information “Data” (as defined below), whether through the Website or in person, you consent, agree and accept that we, as well as our respective
What personal information do we collect about you?
We collect personal data from you when you make an enquiry, a reservation, purchase a gift
voucher , either in person or over the phone, and also when you make a reservation online.
We also collect data from you when you subscribe to any of our marketing communications, connect
using our social media websites, enter our competitions or provide feedback. These may be carried
out online, by telephone or in person.
Without limitation, any of the following personal data may be collected:
– Your full name
– Contact information such as email address, landline and/or mobile telephone numbers
– Home address and postcode
– Your credit or debit card details if you are making a payment
– preferences and interests
– The month of your birthday
– Your special dietary requirements and allergies
-car registration number
– Passport details (only for guests who reside outside of the commonwealth)
– Your IP address
– Your web browser type and version
– Your operating system
– A list of URLS starting with your referring site, activity on our website, and the website you exit to
-Your cookie information
If you provide us with any personal Data relating to any third party (e.g. information about your
spouse, companion, employees or colleagues) for particular purposes, by submitting such
information to us, you warrant and represent to us that you have obtained the consent of such third
party to provide us with their personal Data for the respective purposes.
What do we use your Data for?
We use the information we collect about you to
-process your bookings, reservations and purchases
-Reply to your questions and enquiries
– respond to your feedback
– Keep you updated on our latest news and special offers
We will only contact you via our marketing channels (via email, phone or post) with news and offers
relating to Hortus Inns Ltd, if you have given us your consent by "opting In". Consent can be given
by, but not limited to, joining our newsletter on the website, ticking the box to give your permission
whilst making a booking, purchase, enquiry, checking in. Our marketing communications are
generally sent by email. At any time you may stop these communications by clicking the
"UNSUBSCRIBE" link – or you can email email@example.com.
Any or all of the above Data may be required by us from time to time in order to provide you with
the best possible service and experience. Specifically, Data may be used by us for the following
– internal record keeping
-providing your with confirmation of the services we have provided to you
– linking you with third parties that are offering services you may require – eg to reserve a table
during your stay that you have booked
– linking you with third party payment collecting company for payments
-to communicate with you about our offers, promotions, events and news – this may be by email,
telephone, post or text message.
– to pass on to the police and government authorities as requested by them, for example in cases of
fraud and theft
– to comply with any applicable rules, laws, regulations, codes of practice or guidelines issued by any
legal or regulatory body which are binding on us
-To notify you of any security or data breach alerts
If you choose to connect with us via social media websites, for example such as Facebook or Twitter,
we may collect your user name, (which may contain your name and surname) by you “liking” or
“following” our page. We may also run competitions via these social media websites which will send
you to a separate competition website link. By connecting with us via social media websites you are
bound by their terms and conditions and privacy policies.
To ensure that we treat your data with the highest regard and comply with legal requirements, it is
our company policy to:
– Ensure all our relevant employees have received training in how to handle Data. This includes –
ensuring they are aware of the importance of handling Data safely and securely, and understanding
the procedures in place to ensure this happens.
• When collecting Data for third party clients all Data is anonymised, save for payment details
where we use a third party payment collecting company Secure Trading Ltd
• Once every year we will evaluate our database and securely delete any contacts no longer
engaged or any Data no longer needed by us.
• We have measures in place to keep the personal Data we hold safe and secure.
How do we store your personal information
To ensure your data is stored safe and legally we use the following trusted third parties:
Property Management system
We use a third-party PMS system to store all bedroom reservations history called RoomLynx which is
provided by Guestline Limited. Further information can be found at:
Internet Booking Engine
We use a third-party online Booking Engine (OBE) to take your online hotel reservations. The system
we use (Rezlynx) is provided by Guestline Limited (Guestline). Details of Guestline's policies can be
found at https://www.guestline.com/about-us/about-guestline/gdpr.html
We use a third-party system to store all restaurant reservations and to facilitate online restaurant
bookings. The system we use is Resdiary. The Restaurant Diary widget that you use to book a table
some of your booking details. Further details can be found at https://sales.resdiary.com/gdpr-terms-
We use a third party system to facilitate all gift voucher purchases. The system we use is iBooked
online. Details of Journeys policies can be found at:
Email marketing database
The email marketing database that we use is called Mailchimp. Details of Mailchimps policies can be
found at. https://mailchimp.com/about/security/
Online payments and Credit card storage
We store credit and debit card detail when bookings are taken online for both pre-authorisation and
found here https://www.securetrading.com/privacy/. If you do not agree with their privacy
policy then do not purchase our services.
In addition to the Data collected via our Website when we collect Data in person,we keep this
information in secure files with restricted access to keys and passwords.
How we share data
Hortus Inns will never sell your data to a third party for marketing purposes.
Your data will be shared within Hortus Inns Ltd on our password protected, centralised Property
Management database , see how we store your data.
Occasionally we need to share your personal data with other organisations. If deemed necessary or
required we may share your data in the following way.
Where we use contracted and trusted third parties to facilitate services and offers, we will share
your Data with those parties for that purpose, and that purpose only. This includes the processing
and delivery of marketing communications to you, and any other third party services engaged to
perform payment, business support, operational or administrative function. Third parties are subject
to confidentiality obligations. See "How we store your data".
We may, on occasion, expand or reduce our collection of hotels, this may involve the sale of a
property. Data provided by you will, where the original remit for the Data remains the same and it is
relevant, be transferred to the new owner or newly controlling party. Subject to the new owner or
for which it was supplied by you.
We may also disclose personal Data as permitted or required by law. For instance, if asked by the
police, we may share your personal Data with them for the purposes of prevention and detection of
Transaction and Data Security
Whilst we take reasonable, appropriate technical and organisational measures to safeguard the
personal Data that you provide to us, no transmission over the internet can ever be totally
guaranteed secure. Consequently, please be aware that we cannot guarantee the complete security
of any personal Data that you transfer over the internet to us whilst in transit. Sending such
information is entirely at your own risk.
We understand how important it is to securely store any Data that you provide. We take the privacy
and security of your payment and personal details very seriously. Although we take reasonable care
to keep your personal Data secure, we cannot be held liable for any loss you may suffer from
unauthorised access or loss of any Data provided.
See "how we store your data"
If you choose to use the guest wifi at our properties you will require a password to log-on to the
service. Once logged onto the service you will automatically be diverted to the Broadway Hotel
personal information and can not be used to identify you.
We would like to send you information about Hortus Inns properties, offers, news and services,
which we believe may be of interest to you. If you have consented to receive our marketing, you
may opt out at any time. If you no longer wish to be contacted, you can unsubscribe by any of the
– Select the UNSUBSCRIBE link included in our emails or
– Contact our Marketing Team on the email address: firstname.lastname@example.org with the word
UNSUBSCRIBE in the email subject.
ACCESSING AND AMENDING YOUR DATA
You have a right to access a copy of the Data which we hold about you. If you would like to do this,
please write to us at the address at the bottom of this document and enclose a stamped self
addressed envelope along with confirmation of your full name, address, email address, contact
number and details of your previous or forthcoming stays with us – this information is required to
verify your identity before we can release the data. We will provide the Data within thirty (30) days
of receipt of your written request.
We want to make sure that your personal Data is accurate and up to date. You may need to modify
or update your Data if your circumstances change. Additional Data as to your marketing preferences
may also be stored and you may change this at any time. You are able to make amendments by
telling our reception staff when you check in or by contacting us via email at manager@broadway-
hotel.co.uk with UPDATE in the subject matter
RETENTION OF YOUR DATA
Your personal Data will be retained for as long as it is necessary to fulfil the purpose for which it is
collected, for business or legal purposes, or in accordance with applicable laws. Should you choose
to unsubscribe from our mailing list, please note that your personal Data may still be retained on our
database for up to 24 months or to the extent permitted by law.
DELETING YOUR DATA
You have a right to withdraw your consent of use. If you wish for your entire data records to be
deleted please email email@example.com with OPT OUT in the subject.
If you withdraw your consent to any or all use of your personal Data, depending upon the nature of
your request, we may not be able to provide or continue providing our products and services to you,
or administer any contractual relationship already in place.
You understand and agree that in such instances where we require your personal Data to fulfil a
contractual obligation to you and you withdraw your consent to collect, use or disclose the relevant
personal Data for those purposes, we cannot be held liable for breach of that agreement. Our legal
rights and remedies in such event are expressly reserved.
We can only delete your data in accordance with applicable laws.
We have CCTV installed at all properties in public areas and particularly around entrances and exits;
this is for the purposes of prevention and detection of crime and monitoring of staff. The data
captured on the CCTV system is overwritten on a rolling 30 day basis.
Only senior appointed staff within the organisation have access to replay the CCTV footage which is
We may disclose CCTV footage as permitted or required by law. For instance, if asked by the police,
we may share the footage with them for the purposes of prevention and detection of crime.
LINKS TO OTHER WEBSITES
sites, operated by other owners and third parties, over which we have no control. For this reason,
applicable. Any access to such other websites or pages is entirely at your own risk. We are not
responsible for the privacy policies, content or security of any third party websites linked to our
uploaded to our Website and the old version removed. Please check back frequently to see any
updates. This was updated last in October 2019.
Hortus Inns Ltd. Unit 60 Basepoint, Crab Apple Way. Vale Business Park. Evesham. WR11 1GP
Company number: 12036142