Privacy notice
This Notice tells you what to expect in relation to personal information about you which is
collected, handled and processed by Wildes Inns, Worksop Road, Clowne, Chesterfield, (or “We”) as Data Controller.
We are committed to protecting your data and respecting your privacy.
We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect with your data. We handle and process data in accordance with the UK GDPR, Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 and, where applicable the GDPR.
INFORMATION WE COLLECT
You give us information when you contact us with an enquiry; use or register on our website;
forward an item or booking information to a friend; make a booking or purchase; fill out a survey or other form; request us to provide you with information, offers and updates; enter a competition or prize draw or engage in a promotion; post information to public areas of our website or social media platforms make a booking for accommodation, spa treatment or spa day; dining reservation; or buy tickets to an organised event or show at Wildes Inns by in person, by phone or email or online via our website; update preferences on our website; contact us via email, mobile messaging or when posting on or communicating via our social medial platforms; or by communicating with us via any other channel.
The information we may collect, hold and process about you, provided by you, may include:
• Name
• Address
• Email address
• Telephone number(s)
• Bank details and/or payment details
• Gender
• Dietary requirements
• Health, fitness, medical and genetic information
• Billing information
• Vehicle registration number, make and model
• Details of other people within your group booking including name, age and email
• Purchase/transaction history
• Encrypted record of login password
• Your preference for how we communicate with you about our activities
• Photographs
• IP address
• Location details
• Details of your visits to our website including but not limited to traffic data, location data
and communication data and resources you have accessed
• Information gathered by use of cookies in your web browser
• Information that is available publicly, including social media username if you interact with
us through social media channels
• Record of incidents, accidents and treatment received
We maintain a record of your transaction history, but we never store your payment card number, although we may keep a record of the last four digits only to help us identify transactions.
We keep a record of the email correspondence between us and you, and we may track whether you receive or open them so we can make sure we are sending you relevant information. We may track subsequent online actions such as room, spa, golf or dinner bookings and related purchases and enquiries.
With regard to each of your visits to our website we collect the following information:
• technical information, including the Internet protocol (IP) address used to connect your
computer/device to the Internet, your login information, browser type and version, time zone
setting, browser plug-in types and versions, operating system and platform;
• information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
For further information on the cookies we use and the purposes for which we use them see our Cookie Policy. We may monitor or record calls for security and training purposes and to improve the quality of our services. Your image and car number plate may be recorded by CCTV when you visit any of our sites for security purposes and to improve the service we can provide to you. This footage may also be used to exercise and defend our legal rights. Where necessary this footage will also be shared with the authorities for law enforcement purposes.
HOW WE USE YOUR INFORMATION
The above information is used to:
• provide our services to you and enable us to process, administer and manage your booking, orders, contracts, accounts and enquiries
• create an account so that we understand and respect your preferences
• establish dietary requirements and provide suitable catering options for you and your
guests (where applicable)
• provide spa treatments in accordance with your health requirements
• inform you about changes to our products and services or new products and services, event offers and promotions
• communicate information about any agreement you may have with us or have enquired
about
• inform you about offers and promotions that may be of interest to you
• improve the services We offer you (which may sometimes include undertaking customer
research)
• keep a record of your relationship with us and how you prefer to be contacted
• analyse your personal information to create a profile of your interests and preferences so we can contact you with information most relevant to you
• ensure that content from our website is presented in the most effective manner for you
and for your computer
• administer our website and for internal operations, including troubleshooting, data
analysis, testing, research, statistical and survey purposes
• administer prize draws and competitions you have entered
• allow you to participate in interactive features of our service, when you choose to do so
• assist us in our efforts to keep our site safe and secure
• resolve an enquiry or progress a complaint
• comply with legal and regulatory obligations
• comply with Government guidance or public health reasons
We use profiling and segmentation to ensure communications are relevant to you. For this
purpose we may analyse geographic, demographic and other information relating to you to
enable us to understand your preferences.
Wildes Inns may occasionally take photographs or video recordings within its venues for legitimate promotional, marketing, training and commercial purposes, including publication on our websites and social-media channels.
Where an individual is the principal or clearly identifiable subject of promotional content, we will normally seek their permission before publication. In appropriate circumstances, we may instead rely upon our legitimate interests, provided we have considered the individual’s reasonable expectations, privacy rights and the likely effect of publication.
Where general photography or filming is taking place at an event or within a public area of the venue, we will take reasonable steps to notify those present. Guests may ask not to be photographed or filmed and may contact us if they have concerns about an image that has been published.
We will consider all requests to remove photographs or recordings promptly and fairly, taking account of the circumstances, our lawful basis for using the material and the individual’s data-protection rights.
Publication of photographs or video will not include confidential booking information, room numbers, contact details or other private information unless the person concerned has specifically agreed to its disclosure.
For questions, objections or requests relating to photographs or recordings, please contact our Guest Services Team.
HOW WE KEEP YOUR INFORMATION SAFE
All personal information we hold is stored on our secured servers in the UK and EU.
Access to our information is strictly controlled. We may disclose your details to police, regulatory bodies or legal and professional advisors if so required.
DISCLOSURE OF YOUR INFORMATION
We do not share your information with any third party without your agreement unless we are
under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation, or in order to enforce or apply our terms of use or terms and conditions of purchase and other agreements; or to protect the rights, property, or safety of our staff,
customers, or others. This includes exchanging information with other companies and
organisations for the purposes of fraud protection and credit risk reduction.
Any third party providers used by us to fulfil our contractual obligations to you will only collect, use, store and disclose your information in the manner and to the extent necessary for them to provide their services to us. We have written agreements in place with each third party to ensure that your information is kept securely, is not used for any other purpose and is deleted when no longer required.
Such third party providers may include:
• Room booking, event booking, spa booking, or table reservation system provider
• Self check in app or other self booking system
• Administration system
• Gift vouchers provider
• Email distribution service
• Booking and reservation agents and systems –
• Website hosting and maintenance service provider
• IT companies who support our website and other business services
• Analytical or search engine provider to assist us with the improvement or optimisation of
our website
• Credit reference agency for the purpose of assessing your credit score where this is a
condition of us entering into a contract with you
• Professional advisors and insurers
We never sell personal information to third parties.
Our website may, from time to time, contain links to and from the websites of our commercial
partners, sub-contractors in technical, payment and delivery services, advertising networks,
analytics providers, search information providers, credit reference agencies, advertisers and
affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.
Please check these policies before you submit any personal data to these websites.
WHAT IS THE LEGAL BASIS FOR PROCESSING THE INFORMATION
The legal basis for collecting and processing your data may be:
• Consent – you may have given us your consent to use your data for example when you tick
a box to receive marketing emails, offers and newsletters. You can withdraw your consent
at any time.
• Contract – we need certain personal information (including financial information) for you
to enter into a contract with us so that we can process and fulfil the contract for example a
room booking or dinner reservation
• Legal obligation – if required by law to process personal information for example to comply
with health and safety and equality obligations or to provide information to the police to
prevent fraud or criminal activity.
• Legitimate interest – for a genuine business reason that does not override your rights,
freedom or interests for example administrative purposes, or using your purchase history to
send you personalised offers.
• Vital interest – to protect another person’s vital interests.
• Public interest – for carrying out or complying with public functions or public interest for
example to comply with COVID-19 measures put in place by the Government or Local
Authority.
YOUR RIGHTS
You have the right at any time to ask for a copy of the information we hold about you and
confirmation of how it is being processed. You will be required to verify your identity when
making a request. If you would like to make a request for information please:
Email – info@wildesinns.co.uk or Send a request in writing to Data Protection Officer,
Worksop Road, Clowne, Chesterfield, Derbyshire S43 4TD
• request that we correct inaccuracies to your information or complete your information if
incorrect or incomplete. You must notify us of any updates, amendments or corrections
to previously collected personal information either via the preference centre or via email to
info@wildesinns.co.uk . We require you to keep the personal information we hold on
you up to date and accurate
• request that we delete some or all of your personal information for example if it is no
longer necessary for us to hold it for the purpose it was provided and we have no legal
basis to retain it
• request that we stop or limit the processing of your information where you think the
information we hold is inaccurate (until the accuracy is proved or updated); if you have
objected to the processing (when it was necessary for legitimate interests); if you have
consented to the use of it; or if it is no longer necessary for us to hold it for the purpose it
was provided and we have no legal basis to retain it
• (in certain circumstances)’move, copy or transfer your personal information to another
organisation or to yourself. This applies only to personal information you have provided us
with and is being processed by us with your consent or for performance of a contract and
is processed automatically
• (in certain circumstances) you have the right to object to certain types of processing of
your personal information when it is based on legitimate interests, when it is processed for
direct marketing including profiling, or when it is processed for the purpose of statistics
HOW LONG DO WE KEEP YOUR INFORMATION?
Your personal information will be retained for no longer than is necessary to fulfil the purpose for which we collected it or as required to satisfy any legal or reporting obligation or to resolve a dispute or enforce an agreement.
When We no longer require your personal information, We will dispose of it in line with approved company processes. If personal data is retained for legal or reporting obligations it will be archived and reduced to the minimum information required.
WITHDRAWING CONSENT
If you have provided us with your consent to process your personal information you have the right to withdraw this at any time. In order to do so you should contact us by emailing info@wildesinns.co.uk
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us by contacting:
Data Protection Officer
Worksop Road, Clowne,
Chesterfield,
Derbyshire S43 4TD
info@wildesinns.co.uk
You also have the right to contact the Information Commissioners Office at
https:\\ico.org.uk\concerns\ or via the helpline 0303 123 1113.
CHANGES TO THIS NOTICE
Our policies are constantly under review and this Privacy Notice may be changed by us at any time. Any changes shall be posted on the Website and we recommend that you check regularly to review the latest version.
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Guest Conduct, Respect & Alcohol Policy
At Wildes Inns, we are committed to providing a welcoming, safe and respectful environment for everyone who visits, stays or works at our hotel.
We want every guest to enjoy their experience with us, whether attending a wedding, celebrating a special occasion, dining in our restaurant or staying overnight.
To protect our guests, employees and suppliers, we operate clear policies regarding harassment, sexual harassment, unacceptable behaviour and the consumption of personal alcohol.
Harassment & Sexual Harassment – Zero Tolerance
Wildes Inns operates a zero-tolerance policy towards all forms of harassment, sexual harassment, discrimination, intimidation, threatening or abusive behaviour.
This applies to all guests, wedding parties, event attendees, contractors, suppliers and visitors.
Unacceptable behaviour includes, but is not limited to:
Unwanted sexual comments, advances or propositions.
Inappropriate sexual jokes, gestures or remarks.
Unwanted physical contact or touching.
Offensive, discriminatory or intimidating language.
Verbal abuse, threats or aggressive behaviour.
Any behaviour that makes another person feel harassed, threatened or unsafe.
Comments or actions described as “just a joke” may still constitute harassment and will not be excused.
All reports of harassment or sexual harassment will be taken seriously and handled appropriately.
Wildes Inns reserves the right to refuse service, remove individuals from the premises or suspend or terminate an event where necessary to protect the safety and welfare of our employees and guests.
Serious incidents may be reported to the police.
Consumption of Personal Alcohol
For the safety and enjoyment of all guests, and to ensure compliance with our licensing obligations, guests are strictly prohibited from consuming their own alcoholic beverages in any public or communal area of the hotel.
This includes wedding and function suites, bars, restaurants, lounges, corridors, terraces, gardens and outdoor seating areas.
Guests staying overnight may consume their own alcohol within their allocated bedrooms only.
Any guest found consuming their own alcohol in a prohibited area will be required to stop immediately.
For weddings and private events, a charge of £150 per incident will be payable by the contracting couple or event organiser, in accordance with the applicable booking
terms and subject to consumer law.
Wildes Inns reserves the right to suspend or terminate a wedding or private event, including closing the bars, stopping entertainment and requiring guests to leave the premises, where repeated breaches occur, warnings are ignored or there is a risk to safety or licensing compliance.
Any refund following termination will be determined in accordance with the applicable booking terms and consumer law.
Our Commitment
Our employees deserve to work without fear of harassment, intimidation or abuse, and our guests deserve to enjoy their visit in a safe and respectful environment.
We ask everyone visiting Wildes Inns to treat our team and fellow guests with courtesy and respect.
If you witness or experience inappropriate behaviour, please report it immediately to a member of our management team.
Thank you for helping us maintain a safe, enjoyable and welcoming environment for everyone.
Wildes Inns Management Team