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The Golden Jubilee Conference Hotel will always be transparent with you and make sure this privacy notice is available to you on our website or in paper format where required, prior to collecting and processing your personal data.
This privacy statement explains how and why we collect and process your personal data. This relates to personal data you share directly with us – as our guests, our members, our suppliers and our booking partners. It also relates to personal data you share with third party introducers, booking sites and group travel partners who share your data to provide you with the services that you have requested. Where a third party has shared your data with us, we expect that they have informed you about the processing and sharing of your data.
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we collect and process personal data about you. Personal data is defined as any information relating to an identified or identifiable natural living person – a ‘data subject’. This privacy notice also provides information about your rights as a ‘data subject’.
Throughout this policy when we say ‘we’ or ‘us’ or ‘our’, we refer to the Golden Jubilee Conference Hotel.
The Golden Jubilee Conference Hotel is part of the Golden Jubilee Foundation. The Foundation is a public organisation created in Scotland under the National Health Service (Scotland) Act 1978 (the 1978 Act). It is one of the organisations which form NHS Scotland (NHSS).
We use personal information on different groups of individuals including:
We currently collect your personal data through a number of sources, such as:
The means of collecting data evolves along with our business and to ensure you are kept informed of our usage. This policy will be reviewed annually unless there is a change in legislation requiring us to review the policy sooner. We are committed to ensuring that the data we collect and process is accurate, is up to date, is appropriate, is not excessive, is not retained for longer than required and does not constitute an unwarranted invasion of your privacy.
The data we hold and process for you will depend on our relationship with you, the enquiries you have made with us, the bookings and services you have requested from us, along with the products or services we may request from you.
Typically, we may hold:
We may collect and store personal data for a number of reasons:
The Golden Jubilee Conference Hotel will only keep your personal data for as long as is necessary to fulfil the purposes for which it was collected, and in accordance with legal requirements under UK Company Law.
We do want to keep in touch with you, and will only do so if you have actively requested to receive information from us. You are free to remove yourself from our lists at any time by using the unsubscribe option or by emailing firstname.lastname@example.org.
We may share your personal data with third parties or other organisations and individuals where:
We may require the services of third party service providers – such as trainers, consultants, auditors and accountants, banking services, administration or HR services, I.T systems maintenance. We will share your data with them in order to allow us to provide the services you have requested. In these circumstances we will have an appropriate contract in place which sets out requirements that the third party can only process your data on our instruction and that they will not use it for their own purposes. They will hold it securely and delete it or return it to us once the contract has ended.
We will also share your personal data within the Golden Jubilee Conference Hotel where it is in our legitimate interests to do so, for the fulfilment of your booking and our contract or agreement with you.
If we intend to transfer your personal data to an international organisation, we will put measures in place to do so securely and with appropriate safeguards in place.
The Golden Jubilee Conference Hotel is serious about taking the appropriate measures to protect your personal data.
The transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of the data you transmit to our site and we need to make you aware that any transmission is at your own risk. Where passwords are required or chosen by you to access our site or secure platforms as part of the service we provide, it is your responsibility to keep these passwords secure and confidential.
Once we have received your data, we use strict procedures and security features to prevent unauthorised access to your data.
We limit access to our property and facilities to those who require access and have a right to be there – using passes, keys and other technology. We also have a risk framework in place including the appropriate policies and procedures required to keep your data secure. All information provided by you is held on secure servers and any payment transactions will be encrypted. We apply controls and access restrictions across all of our technology platforms and review and test these at regular intervals.
Through the contracts and security measures we put in place, any third parties that we may share your data with are obliged to keep your details secure and to use this data only to fulfil the service they provide to you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with our procedures.
If we pass any special category personal data onto a third party we will only do so once we have obtained your explicit consent or for the fulfilment of a contract we hold with you, unless we are legally required to do otherwise.
Whilst we are processing your personal data at the Golden Jubilee Conference Hotel, as a ‘data subject’, you have the following rights:
If you submit a Subject Access Request, the Golden Jubilee Conference Hotel can confirm the data and information held about you and how we process it. If we process your personal data, you can request the following information from us:
We will normally respond to your request to access your personal data within one month from the date it is received. However, in some cases, we may need to extend this to three months. We will always write to you within one month of receiving your original request to tell you if this is the case.
A copy of your personal data is usually provided free of charge. However, we can charge a ‘reasonable fee’ where we find that the data requested is manifestly excessive or manifestly unfounded and in particular if the request is a repetitive one. We can also charge for additional copies of the personal data.
If you wish to speak to us or question anything in this notice relating to how we collect, store or process your personal data, please email us at email@example.com or write to our Data Protection Officer at the Golden Jubilee Conference Hotel, Beardmore Street, Clydebank, G81 4SA.
We hope you don’t need to make a complaint about how we process your personal data or how a complaint has been handled. If you feel you do wish to complain, you have the right to complain through our Data Protection Officer as detailed above and the supervisory authority at the contact details below:
UK Data Protection Regulator, The Information Commissioner’s Office (‘ICO’), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or email ico.org.uk/concerns/
This policy was last updated on 20 July 2018.
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Our site may, from time to time, contain links to and from the websites of our partner networks, 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.