Privacy Policy

This privacy policy covers this website produced by Coastal Cottages of Pembrokeshire Ltd (we, us).  It explains how we use any personal information we collect about you when you use this website.

Our legal status under UK data protection law is that of a data controller and in this capacity we will securely store and process your personal information which you have provided to us. Data controller is a legal term used in the Data Protection Act 1998 (the Act) to signify the person who controls what to do with any given personal information. As a data controller we have registered with the Information Commissioner's Office and our registration number is Z7546553.

Topics:

  • What personal information do we collect from you?
  • Legal basis for processing your information
  • How we use your personal information?
  • How we share your information?
  • How your information is stored, processed and kept secure?
  • How long do we keep hold of your information?
  • Marketing
  • How can you access the information we hold about you?
  • Cookies
  • Other websites.
  • Changes to our privacy policy
  • How to contact us.

What personal information do we collect from you?

Your personal information is collected when you register, fill in a form on our website, contact us, or complete a form which may relate to, for example, bookings, enquiries about a potential booking, requesting a brochure, competitions, offers and promotions and personal information you provide in online surveys and on a voluntary basis.

This includes information you provide when you register to use our website, subscribe to newsletters or place an order on our website. The information you give us may include your name, address, email, phone number,information about people travelling with you, payment details and any details we may require to fulfil your requirements.

Personal information that is provided by you will only be used for the purpose for which it is provided, unless you are informed otherwise at the time of giving the information.

Legal basis for processing your information

There are a number of lawful grounds by which we will store and process your data:

Performance of a contract

When booking a holiday with us, use of your personal information is deemed necessary for us to fulfil our contractual obligations to you, without this information we will not be able to process the booking.

Consent

We rely on your consent for some of types of data processing such as our marketing activities, you can withdraw your consent at any time.

Legitimate Interest

We may use your contact details to send you information on our products and services that may be of interest to you. You have a right at anytime to stop us from contacting you for marketing purposes.

We use some of your data to perform statistical analysis in order to make business process improvements.

Legal Obligations

Under certain circumstances we may need to disclose your personal data in order to comply with law or regulation. Financial records require to be retained for audit purposes for a minimum of six years to comply with accounting and government tax legal obligations.

How we use your personal information?

We collect information about you to process your booking, manage your account, manage customer service queries and, if you agree, to email you about other products and services we think may be of interest to you.

We use your information collected from our website to personalise your repeat visits to our website.

In some instances, we may be obligated by law to share certain aspects of your information with legal authorities and fraud prevention agencies. In addition, on occasion, we may share personal information with third party service providers as we deem necessary for the third party to fulfil its duties, such as fulfilling orders, processing credit card payments,or other functions necessary to our business. These third party service providers are not authorised to retain, share, store or use your personal information for any purposes other than to provide the services for which they have been hired to provide.

How we share your information

In order to process your booking or services associated with it we may share your information with:

  • Holiday property owners
  • Our service providers
  • Third parties in order to fulfil any Concierge requests such as activity providers and attraction providers.
  • Our holiday Insurance providers for cancellation and if purchased additional personal travel insurance.

How your information is stored, processed and kept secure

Your personal information is processed only in the EU. When you submit your details in whichever country you are situated you agree to the information being processed in the EU.

The Websites and our servers have appropriate technical and organisational measures in place to protect against unauthorised or unlawful use of your personal information as well as the accidental loss, destruction or damage of your personal information whilst under our control.

No data transmission over the internet can be guaranteed to be 100% secure and whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us and you do so at your own risk.

How long do we keep hold of your information?

We retain your information for no longer than is necessary as determined by its accuracy and current and future value or where we are required to meet our legal requirements such as information required for tax and audit purposes.

When you place an order for goods and services we have a legal tax obligation to retain this information for a minimum of six years as required by UK law.

Marketing

We would like to send you information about products and services which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date.

You have a right at any time to stop us from contacting you for marketing purposes.

If you no longer wish to be contacted for marketing purposes, please use the unsubscribe links provided in our marketing emails or contact us using the details shown in the section below titled ‘How to contact us’.

How can you access the information we hold about you?

You have the right to confirm if we hold any of your personal data, correct any inaccuracies in the personal data we hold on you, request a copy of the information that we hold about you or where permissible by law, delete to the extent possible any of your personal data.

If you would like to contact us regarding your personal information, please email or write to us at the address shown in the section below titled ‘How to contact us’.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

We use Google Analytics Demographics and Interest Reporting on this site, in order to learn about how visitors use our site. All data is anonymous and we do not facilitate the merging of personally-identifiable information with non-personally identifiable information collected through any Google advertising product or feature. You may opt out of Google Analytics by visiting the Google Analytics opt-out page and opt-out of Google Ads on its page.

There are five categories of Cookies that we use on our website:

Strictly Necessary Cookies

Strictly necessary cookies enable core functionality that ensures our website delivers your information and services securely. The website cannot function correctly without these and can only be disabled by changing your browser preferences.

Functionality Cookies

Functionality cookies enable us to remember choices you make and help us improve your experience of using our website and deliver a more personalised service.

Performance Cookies

Analytical cookies help us to improve our website by collecting and reporting information on its usage.

Advertising Cookies

We sometimes use cookies that assist with delivering online advertising.

Third Party Cookies

Some of our pages may use third party services such as maps,online videos or social networking features. Many of these services may set cookies on your device.

You can find more information about the individual cookies we use and the purposes for which we use them set out in the table below:

NamePurposeCategory
ARRAffinity
This cookie is set by websites run on the Windows Azure cloud platform. It is used for load balancing to make sure the visitor page requests are routed to the same server in any browsing session.
Strictly Necessary

Booking_StartDate, Booking_EndDate, Booking_Cottage_Ref, Guest_Recently_Viewed, user_id, session_id, resolution

Cookies used by our booking engine.
Strictly Necessary
PHPSESSID
To store the logged in user's username. This information is required to allow a user to stay logged in to a web site without needing to submit their username and password for each page visited. Without this cookie, a user is unable to proceed to areas of the web site that require authenticated access.
Strictly Necessary
_hjIncludedInSampleAssociated with web analytics functionality and services from Hot Jar. It uniquely identifies a visitor during a single browser session and indicates they are included in an audience sample.
Performance
_ga, _gat, _gid, 1P_JAR, APISID, DV, HSID, NID, SAPISID, SID, SIDCC, SSID, UULECookie names associated with Google Universal Analytics.
Performance
_atuvc, _atuvs, na_tc, loc, ssc, mus, na_id, cw_id, bku, uid, ouid, uvc
Used by the AddThis social sharing site in order to make sure user sees the updated count if the user shares a page and return to it before the share count cache is updated. No data from the cookie is sent back to AddThis.
Performance
DSID, IDE
This cookie is used for re-targeting, optimisation, reporting and attribution of online adverts.
Performance
reg_ext_ref, sb, fr, reg_fb_gate, datr, reg_fb_ref, wd
These cookies allow our Facebook fans to interact with the website and like our content.
Performance

For further information on Cookies and how to control them, visit https://ico.org.uk/for-the-public/online/cookies/

You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, as a result of removing some or all cookies it can impair your ability to use our website or some or all of its features.

Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you visit these other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page.

How to contact us

If you do not understand or accept this privacy policy or wish to contact us concerning any matter relating to your personal information then please email datacontroller@coastalcottages.co.uk or write to us at:

Data Controller
Coastal Cottages of Pembrokeshire
Coastal House
Narberth Road
Haverfordwest
Pembrokeshire
SA61 2XG

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