Protecting your personal data - Privacy notice - August 2023

1. Important information and who we are

We are The Chambers – Richmond, a trading name of Miller Property (North) Ltd (we, us). 

Address: 140 Coniscliffe Road, Darlington, Co. Durham, United Kingdom, DL3 7RT 

Email: michelle@thechambers-richmond.com 

Phone number: 07970 767460 

Miller Property (North) Ltd is a registered data controller with the Information Commissioner's Office. Our registration can be found here. Registration number: ZB589137. 

Information Commissioner's Office - Register of data protection fee payers (ico.org.uk) 

This privacy notice informs you about how we collect and process your personal information when you make a booking to stay at our holiday apartment, The Chambers – Richmond, or when you interact with us on Social Media. We, as controller, are responsible for your personal information. We will keep your personal information secure and use the information you provide only in accordance with applicable privacy and data protection legislation and the terms of this privacy notice.

2. The types of personal information we collect

We currently collect and process the following personal information:

• Name.

• Contact details including telephone number, email address and home address.

• Details of your booking.

We will only collect special categories of personal information where this is required by us to provide our service to you. We will only process this information to meet your specific requirements (for example, where you provide us with health information, including any difficulties with mobility, for us to check that your requirements can be met) or where we are required to do so.

3. How we get personal information and why we have it

Information you provide directly 

We sometimes receive personal information from you directly, via the telephone, email or social media, for enquires and booking for The Chambers – Richmond.

Information you provide indirectly

Most of the personal information we process is received indirectly from our agent, Awaze UK, for enquiries about stays at The Chambers – Richmond or for the provision of your booking with us. We advise you to also check the privacy notice provided by Awaze UK, available on their website Privacy notice - Awaze.

Information from other sources

Social media - Your privacy settings for social media platforms such as Facebook or Instagram might be set up so that you give us permission to access certain information from those platforms – for example, when commenting on our posts or tagging us in a photo.

Public information

For due diligence purposes, we may also collect information available from public sources such as websites, public social media accounts, the electoral register and Companies House.

We may use your personal information to:

• Enable us to manage your booking.

• Deliver information you have requested from us.

• Provide pre-arrival information (directions and car parking) or booking updates.

• Property management.

• Keep a record of your relationship with us.

• Respond to your enquiries or any complaints you may have.

• Audit and administration of our accounts.

• Statistical purposes to improve our service.

• Comply with legal obligations, such as fulfilling a contract with you, or our obligations to regulators, government and/or bodies of law enforcement.

• To comply with government advice or guidance.

• Enforce booking conditions and agreements, including investigation of any breach.

• Detect, prevent or report crime.

• Protect the rights, property or safety of us, our guests, contractors a third party or member of the public.

• To test, develop and improve our service.

• To establish, exercise or defend our legal right.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

• We have a contractual obligation

• We have a legal obligation

• We have a legitimate interest

Sharing your personal information 

We will never pass or sell your information onto third parties for their marketing efforts.

We may share your personal information with:

• The emergency services or a third party in the event of an emergency, crisis or other unforeseen incident whereby we may need to provide your contact details to provide you with emergency assistance.

• Our employees and contractors in order to provide our services to you.

• Service providers, acting as processors who provide IT, system administration services, website hosting and support, marketing who provide us with services.

• Professional advisors, including bankers, lawyers, auditors, accountants, insurers who provide us with services.

• Government agencies, regulators and other authorities.

• Third parties that we may choose to sell, transfer, or merge parts of our assets or business to or with and businesses we acquire or merge with.

4. How we store your personal information

Your information is securely stored. Taking account of our legal and operational considerations, we will keep your personal information for a period of six years from the date of your most recent stay with us. During this time, we will conduct periodic reviews to establish if we still have lawful bases to process your information. We will then securely delete your information from our systems, including our back up system.

5. Your data protection rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

• Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at michelle@thechambers-richmond.com if you wish to make a request.

6. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at michelle@thechambers-richmond.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk