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Dairy Barn understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our guests and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Dairy Barn is privately owned by Michael Poland who is the Data Protection Officer. His contact details can be found in clause 11 below.
2. What does this notice cover?
This Privacy Notice explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) ("the GDPR") as 'any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier'.
Personal data is, in simple terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What are my rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
(a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
(b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
(c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
Please contact us using the details in Part 11 to find out more.
(d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
Please contact us using the details in Part 11 to find out more.
(e) The right to restrict (i.e. prevent) the processing of your personal data.
(f) The right to object to us using your personal data for a particular purpose or purposes.
(g) The right to data portability. This means that, if you have provided personal data to us directly,
we are using it with your consent or for the performance of a contract, and that data is processed using automated means,
you can ask us for a copy of that personal data to re-use with another service or business.
(h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner's Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office.
5. What personal data do you collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us):
Lead Guest's Name and Address
Email Address
Telephone/Mobile Contact Numbers
Number in your party
Other Guest's Names, and age (if under 16)
Any Special Requirements during your stay
Where you found out about Dairy Barn
How you wish to pay
6. How do you use my Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:
Accepting and managing your booking
Entering into a contract with you
Using computer accounting software which is password protected
Carrying out your special requirements for your stay, where possible
Communicating with you via letters, emails, texts and telephone calls regarding your booking
7. How long will you keep my personal data?
Your personal data will be stored for only as long as is necessary in light of the reasons for which it was first collected and will be disposed of appropriately.
8. We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.
9. Do you share my Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to one important exception:
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
10. How can I access my Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal address shown in Part 11.
There is not normally any charge for a subject access request. If your request is 'manifestly unfounded or excessive' (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within two weeks and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data, within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How do I contact you?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Email: michael.poland37@gmail.com
Post: Driver’s Cottage, Lower Preshaw Lane, Upham, Southampton SO32 1QF
12. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website: www.dairybarnisleofwight.co.uk.
The Dairy Barn
From 18th September 2020, premises and venues where people meet socially will be legally required to request the contact details of a member of every party, record and retain these details for 21 days, and provide them to NHS Test & Trace without delay when required.
(1) To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contact tracing.
(2) By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.
(3) As a guest of The Dairy Barn you will be asked to provide some basic information and contact details. The following information will be collected:
These details will be collected from you by our Property Manager, Sally Richards, on arrival unless you have the NHS COVID-19 app in which case you will be able to scan the QR code displayed just inside the entrance of the property thus dispensing with the need for you to produce the contact information of the lead guest above.
(4) The Dairy Barn as the data controllers for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection for that period of time.
(5) The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from The Dairy Barn that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.
(6) In addition, if you only interact with one member of staff during your stay, the name of the assigned staff member will be recorded alongside your information.
(7) NHS Test and Trace have asked us to retain this information for 21 days from the date of your departure, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them.
For example, if one of the guests at The Dairy Barn reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of guest details for a particular time period.
(8) Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law. In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by us 21 days after the date of your departure.
(9) Government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you. Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.
(10) Your information will always be stored and used in compliance with the relevant data protection legislation.
(11) The use of your information is covered by the General Data Protection Regulations Article 6(1)(c) – a legal obligation to which we as a venue are subject to. The legal obligation to which we are subject, means that we are mandated by law, by a set of new regulations from the government, to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.
The terms of use relating to the official NHS QR code poster displayed at Dairy Barn can be viewed at https://create-qr-code-poster.service.gov.uk/help/termsofuse.
For full details of our Privacy Notice, please visit our website www.dairybarnisleofwight.co.uk
or contact us via email: michael.poland37@gmail.com if you would like a paper copy of the Privacy Notice sent to you.
Dairy Barn, Wroxall Cross Farm, Manor Road, Wroxall, Isle of Wight PO38 3DF
Enquiries to Property Manager, Sally Richards: sally@theiow.co.uk
Tel: 01983 855163
Mob: 07581 410330