Mint Apartments 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 of our Guests, their associated companies and everyone who visits this website (www.mintapartments.co.uk) 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. Information About Us
The Firm of Louise Reid T/A Mint Apartments, sole trader, (referred to as Mint Apartments).
240 Holburn Street, Aberdeen AB10 6DB UK
VAT number: 181 1981 02
Data Protection Officer: Louise Reid.
Email address: email@example.com.
Telephone number:0044 1224 595258.
Postal Address: 240 Holburn Street Aberdeen AB10 6DB.
2. What Does This Notice Cover?
This Privacy Information 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 Does the Website Policy Element of this Notice Cover?
Google – https://privacy.google.com/businesses/compliance/#?modal_active=none
4. 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 simpler 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.
5. 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 am 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 in many cases.
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.
6. 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):
• Personal Identifiers – title, name, marital status, postal and email addresses, postcode and contact telephone numbers. We may also collect the names of those who are part of a group booking where necessary, and the age of children to meet your needs (e.g. to provide roll-away bed) and enable us to confirm any restrictions that may apply to a room booking;
• Business-to-Business Information – for corporate customers and corporate business leads and contacts: job title, business address and business email address;
• Transaction Information – payment, reservation and booking details
• Your personal data is obtained from the following third parties:
Third parties that we receive personal data from may include:
• Travel agents, booking agents, other agents, tour operators;
• Corporate customers and public information sources such as Companies House;
• Social networks;
• Business Account management operators;
• Government and law enforcement agencies;
• Other serviced apartment/hotel providers and other organisations as part of their contingency plans;
We do not collect any personal date via our website unless you contact us, for example, through our Contact button. If you send us an email, we may collect your name, your email address, and any other information which you choose to give us.
We do not collect any personal data from you from our website using cookies. We do not place cookies on your computer or device, nor do we use any other means of data collection.
7. 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 /maybe be used for the following purposes:
• To fulfil a contract, or take steps linked to a contract. This is relevant when you want to make a reservation with us; and includes:
• making, amending or administering your apartment booking;
• providing products and services requested by you;
• verifying your identity;
• processing payments;
• communicating with you;
• providing customer services, including managing complaints; and
alerting you by text, email or phone in the event of an unplanned incident, as a result of which we have to make alternative arrangements under our contract (or where we believe it is in your vital interests e.g. emergency maintenance).
Any personal data collected via communication through our website will be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the GDPR at all times.
As stated above, we do not generally collect any personal data. If you contact us and we obtain your personal details from your email, we may use them to respond to your email.
Any and all emails containing your personal data will be deleted no later than after the subject matter of the email has been actioned as outlined above.
You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.
We will not share any of your data with any third parties for any purposes.
8. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
The period for which we will retain your personal data depends on the purposes for which we are processing it and where the same personal data is processed for two or more purposes, we will retain it for the longest period.
• we will keep a record of any consent you give us during a call for as long as we rely on it as the lawful basis for processing;
• until a period of 3 years has elapsed since your last interaction with us;
• accident report forms for 3 years (or for accidents relating to a child, for 3 years after the child’s 18th birthday); and
• financial information for a period of 7 years, for accounting, business reporting, analysis and audit purposes.
In any of the cases mentioned above, we may retain the personal data for longer, if it is required for the purposes of any internal or external investigation or litigation. In these cases, it may be retained until the matter is resolved. We may keep your data for longer in line with any limitation periods, or if we cannot delete it, e.g. for tax, legal or regulatory reasons.
You have the qualified right to request deletion of your personal data at any time, or we may choose or be obliged to erase your personal data earlier, for example, if we no longer need to process it.
9. How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.
We hold you personal data on a password controlled system, Little Hotelier.
10. 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.
11. 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 addresses 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 21 days 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.
12. 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 (for the attention of Louise Reid):
Email address: firstname.lastname@example.org.
Telephone number: +44 (0)1224 595258.
Postal Address: Mint Apartments, 240 Holburn Street. Aberdeen AB10 6DB.
13. 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.