Privacy Policy for Property Owners

North Wales Holiday Cottages Ltd is an independent holiday letting agency acting on behalf of the owners of holiday cottages. This policy explains how we use any personal information we collect about you.

The information we collect

We collect the following information about you to enable us to undertake the task of acquiring and managing bookings at your property:

Name and contact information including address, telephone numbers and email addresses.
Name and contact information of anyone you would like to be contacted with regards to your property or a booking.
Your language preference (English or Welsh) for our automated emails and letters
Your password for accessing the owner portal.
A contact history of each time we send or receive an email, phone call, letter, web chats, enquiry through the website or social media or a visit to our office.
A record of where you heard about us (e.g. internet search engine, tourist information centre, etc).
Your bank details so we can make payments to you.
Whether you are registered for VAT or are non-resident in the UK.
Details of each property you let through our agency.
Photographs, virtual tours and videos of your property and the surrounding area.
Details of all payments made to you and any recharges (money you owe us) such as maintenance or Visit Wales Inspections bills.
Any requests made to us in relation to the booking or to the agency.
Comments from the customer or cleaner of the property in relation to the booking.
The details of any property inspections or Visit Wales Star Gradings
Digital identifiers such as cookies, see the section below on cookies.
Information obtained when you voluntarily complete surveys and provide feedback.
Website usage information

How information is collected

We collect information from the agency agreement form you complete when you join the agency, website enquiry forms, emails sent to us by you, during telephone calls, contact made through social media, visits to the office, sent in letters to us and during visits to your property. We also collect information if you voluntarily complete reviews, surveys or enter competitions. If your social media account settings permit us, we can collect any information available to us. Website usage information is collected using cookies.

How we use the information

We collect information about you and your property to process and manage the bookings we take for you, production of monthly and annual statements or any other services that we provide. We send newsletters with information we feel would be of interest to you.

Do we share your information?

We will not share your information with any external companies or groups for the purpose of marketing any products or services to you.

We only share information outside of the agency for the purposes of managing your bookings and property, for example with the customer booking the cottage, a cleaner/keyholder, or other service that we provide.

We will also provide information requested in compliance with any legal requirements we have or in connection with any legal proceedings, prospective legal proceedings or to establish, exercise or defend our legal rights.

Marketing

Our newsletters may contain information about services which we feel would be of interest to you.

We would like to send you information about products and services of ours and other companies in our group 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 email info@northwalesholidaycottages.co.uk or write to us at 39 Station Road, Deganwy, Conwy LL31 9DF

How long do we keep your information?

Your information is only stored for as long as required for business purposes or to meet legal and financial requirements. Usually we will retain the relevant information for up to 6 years from the end of the financial year in which the last booking for your property occurred in accordance with tax and financial audit regulations.

Where do we store your information?

The security of your information is very important to us. The information is stored in the following systems:

Tabs booking system (from Carlton Software) contains all your contact information, property details and all information relating to bookings and the processing of booking. Tabs operates as a sub-processor of this data solely to provide secure and robust data storage and commits to comply with the requirements of Article 28 of the General Data Protection Regulations.
Mailchimp email marketing system for the owner newsletter has your email address, name and owner code and is held on their servers which are based in the USA. MailChimp has annually certified its agreement to EU/US and Swiss Safe Harbor Frameworks since 2007.
Microsoft365 email server contains emails you send emails to us (as opposed to messages through our website) or sent to you by us (automated emails are sent through the Tabs booking system) and we have opted for this information to be held on servers located in the UK.
Our website content management system contains data on all bookings and customer contact details, any reviews submitted and all property details. This is hosted by TMD hosting in Amsterdam.
Our app contains customer and owner details as well as information about each booking. This is hosted by TMD hosting in the UK
Google analytics records information of activity on the website and app including the type of device used to view the website or app, geographic location of the device, the browser used to view the website, time and browsing history. The IP address is not held but Google may access it.
Panda cloud email protection logs every time an email is sent to us or from us. Panda has self-certified to both the EU-U.S. Privacy Shield and Swiss-U.S. Privacy Shield regimes, and lawfully transfers EU/EEA personal data to the U.S. pursuant to our Privacy Shield Certification.
Elite telephone system logs all calls to and from the office but does not record the calls.
All our office PCs and laptops have encrypted hard drives and may only be accessed using a password.
Paper copies of your agency agreements, visit wales inspections, safety certificates and any other documents gven to us by you or on your behalf are stored in locked filing cabinets in our office.

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. They can also tailor the website to your needs, likes and dislikes by gathering and remembering information about your preferences or creating a shortlist of cottages. For further information visit our cookies web page

You can control the use of cookies on our website using Cookie Control which you can access from each page of the website. However, in a few cases some of our website features may not function as a result. You can also set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.

Other websites

Our website contains links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of your personal information, please email us at info@northwalesholidaycottages.co.uk or write to us at 39 Station Road, Deganwy, Conwy LL31 9DF. We may make a small charge for this service.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you: by email to info@northwalesholidaycottages.co.uk or write to us at 39 Station Road, Deganwy, Conwy LL31 9DF.