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The Gailes Hotel & Spa

Cycling UK Privacy Policy

Cycling UK 

Privacy Notice for users of the Cycle Share Fund

 

This privacy notice (Notice) explains how Cycling UK and The Delivery Partner (we, our, us) collects, uses and shares your personal data in respect to the Cycle Share Fund (scheme), and your rights in relation to the personal data we hold. 

Updating the Notice

We may modify this Notice at any time. We will endeavour to update you to any significant changes to this Notice. This Notice was last updated in January 2024.

Data controllers and contact details 

Gailes Golf & Leisure 

Simpsinns

Marine Drive 

Irvine

KA11 5AE

 

And 

The Cyclists Touring Club (trading as Cycling UK with company number 25185 and registered as a charity in England and Wales with charity number 1147607 and in Scotland with charity number SC042541) 

are the data controllers of your personal data.

If you have any questions about this Notice, or if you would like to exercise any of your legal rights in respect of your personal data, please contact our Data Protection Officer using the following details:

 

  • Simpsinns Email: reception@gailesgolfleisure.com
  • Simpsinns Post: Gailes Golf & Leisure, Marine Drive, Irvine, KA11 5AE
  • Cycling UK Email: dpo@cyclinguk.org
  • Cycling UK Post: FAO Data Protection Officer, Parklands​, Railton Road, Guildford, Surrey GU2 9JX

 

Cycling UK and personal data collected through Scheme surveys

Please note that Cycling UK (and not The Delivery Partner) is the data controller for personal data collected in respect to any surveys you complete in connection to the Scheme. 

For details on Cycling UK’s other data processing please see our privacy policy https://www.cyclinguk.org/privacy-policy

If you have any questions in respect to Cycling UK’s processing, please contact Cycling UK.

 

How we collect your information

We may collect your personal information:

  • from the information you provide to us when you fill in the form on our e-booking system
  • when you correspond with us by phone; email, or by other means in respect to the Scheme
  • from third parties, if they provide information to us about your participation in the Scheme (for example, details of misuse, non-compliance with our terms, accidents or unlawful activity) 

The types of information we collect and our legal basis for using your information

We may collect and process the following personal information about you:

  • when you book a bicycle loan with us, we collect: your name, postcode, contact details (address, email address and phone number) and details concerning your hire. We will process this information because it is necessary for the performance of our bicycle hire agreement with you or to take steps at your request prior to entering into the hire agreement with you, and – in the case of access requirements freely given to us – to establish and comply with our legal duty of care.
  • We also use your email address and details of your hire to send out surveys for statistical purposes carried out in the public interest.

Who we share your information with 

Information processed in respect to the Scheme is shared with:

  • Our insurers where this is required (for example, we may need to share your information in the case of an accident) to comply with our legal obligations or to exercise or defend a legal claim

Legal obligations

We process your personal data for our compliance with our legal obligations including for charity regulatory reporting requirements, to report crimes and serious incidents, and to comply with our legal duty of care. In this respect and only if required, we will share your data with the Charity Commission, the police and other competent authorities.

Direct marketing and consent

We also process your personal data where we have your specific consent to do so (for example, where we have sought and obtained your consent to send you direct marketing by email). If you have given your consent and you wish to withdraw it, please contact us using the contact details set out above or click the “unsubscribe” link in the emails we send.

How long your information is kept

We will retain your personal data for as long as is required for legal purposes and our legitimate business purposes after the termination of our agreement with you. In particular:

in relation to personal data relating to your use of the Scheme, we will retain that data for a period of seven years after the bicycle hire agreement has concluded in case any legal claims arise out of your use of the Scheme

In relation to data for the purpose of monitoring and evaluating (surveys) the Scheme we will retain that data for a period of 12 month after the bicycle hire agreement.

we will retain your details on our marketing database until you inform us that you no longer wish to receive our marketing communications. However, where you do unsubscribe from our marketing communications we will keep your details on a suppression list to ensure that we do not send you information you have asked not to receive

 

Your rights

Under UK data protection law you have the following rights in relation to our processing of your personal data:

  • to obtain access to, and copies of, the personal data that we hold about you
  • to require us to correct the personal data we hold about you if it is incorrect
  • to require us to erase your personal data in certain circumstances
  • to require us to restrict our data processing activities in certain circumstances (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
  • to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for transmitting that personal data to another data controller
  • to object, on grounds relating to your situation, to any of our processing activities where you feel this has a disproportionate impact on your rights
  • to complain about the processing of your data to the Information Commissioner’s Office (ICO), although the ICO recommends that you first try and resolve the complaint with us 

Please note that the above rights are not absolute, and we may be entitled to refuse your requests where exceptions apply.

The Gailes Hotel & Spa

Website Privacy Statement

Our policy relating to data collection and privacy has fairness at its heart and is never intended to cause objection or complaint and to that end if there is any dubiety we will not store your information. As a business we wish to stay in communication with your and keep you up to date with news, offers and updates on our product which you may find of interest, but we will only do this with your clear and specific consent.

Standard Privacy Policy

This privacy policy sets out how Gailes Hotel uses and protects any information that you give Gailes Hotel when you use this website.

Gailes Hotel is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Gailes Hotel may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 2nd May 2018.

Security

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and offline.
Where we collect this information

As a business we collect data for a number of sources, but our data policy applies to all of the following including personal data collected at reception, check in, exhibitions, on and off-line competitions, guest questionnaires, online bookings, online communications, digital newsletter sign ups from websites and social media, shared promotions with partners and others not listed.

We confirm that unless specific consent is given by the user the information shared will not be stored beyond the purpose intended. If specific consent is given to use the information collected it will be stored securely and digitally encrypted and password protected. 

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data, using Google Analytics normally but on occasion other aggregation tools that advise us about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain 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. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

•    whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
•    if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at reception info@simpsinns.com or by clicking unsubscribe where available.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting only if you specifically consent to us that you wish this to happen.

We undertake that third parties will only include businesses that support our business and your stay such as travel providers, visitor attractions, event providers and others directly related to our business offering.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Our Website and In House Data Collection Policy

Our email collection policy is fully consent based and in entering your details clear consent is given by the user to receive future marketing materials from ourselves. The following information makes clear our policy on use of consent based email marketing and communications.

What we collect

We may collect the following information on a consent only basis:
•    name and job title
•    contact information including email address
•    demographic information such as postcode, preferences and interests
•    other information relevant to customer surveys and/or offers

What we do with the information we gather

The majority of the information we gather is required for contractual and legal purposes and to allow us to offer products and services as purchased. 
When consent is given to sue the information for marketing and communication purposes it is used for the following reasons:
•    We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
•    From time to time, we may also use your information to contact you using your provided email address for market research purposes. 
Your information will never be shared with any third parties and at all times you have the right to unsubscribe permanently from our database with a simple click of the unsubscribe information at which time your details will be deleted form the mailing lists and removed from the database permanently with no archived records retained.

The Gailes Hotel & Spa

Website Terms and Conditions

Your use of the Gailes Hotel Web Site is subject to these terms and by using the Site you show your agreement to such terms. If you do not accept our terms, please do not use the Web Site.

Ownership of Web Site

This Web Site belongs to Gailes Hotel.

Headings

Headings used in these terms and conditions are for convenience only and shall not affect their interpretation.

Trademarks

The images, logos and names on this Web Site which identify Gailes Hotel or third parties and their products and services are proprietary marks of Gailes Hotel and/or the relevant third parties. Nothing contained in this Web Site shall be deemed to confer on any person any license or right on the part of Gailes Hotel or any third party with respect to any such image, logo or name.

Alterations

Gailes Hotel reserves the right, at any time and without prior notice, to remove or cease to supply any product or service contained on this Web Site. In the event that such removal takes place we shall not be liable to you in any way whatsoever for such removal.

Phone Calls and Emails

Telephone calls using the telephone numbers provided on this Web Site and email correspondence with Gailes Hotel at the email addresses accessible through, or discernible from, this Web Site may be recorded or monitored. By using such communication methods you are consenting to the recording or monitoring of the same.

Telephone charges

The price of calls may vary depending on your telecoms supplier. Please check with your operator for exact charges.

WEBSITE POLICIES

Commercial use

This Web Site is for non-commercial, personal use only. The services contained on this Web Site may be supplied on a commercial basis on payment to Gailes Hotel or its service or product suppliers of its charges from time to time. Please contact us.

In the event that you use any of the services contained on this Web Site for commercial use, Gailes Hotel shall be entitled to charge you at its applicable rates in respect of such commercial use.

Copyright

The copyright in the material contained in this Web Site belongs to Gailes Hotel or its licensed source. Any person may copy any part of this material, subject to the following conditions:

the material may not be used for commercial purposes;

the copies must retain any copyrights or other intellectual property notices contained in the original material;

the products and technology or processes described in this Web Site may be subject to other intellectual property rights reserved by Gailes Hotel or by other third parties with no license granted in respect of those intellectual property rights); images on this Web Site are protected by copyright as its text by IPR and may not be reproduced or appropriated in any manner without the written permission of their respective owner(s).

Changes to Terms and Records of Agreements

We reserve the right to change these terms and conditions at any time by posting changes on the Web Site. It is your responsibility to review the Web Site terms and conditions to ensure you are aware of the latest terms and conditions. Your use of this Web Site after a change has been posted will be deemed to signify your acceptance of the modified terms and conditions. We recommend that you print off and retain for your records a copy of these terms and conditions from time to time and a copy of any terms and conditions relating to any product or service which you apply for online, together with any related application form completed and submitted.

Any amendment to terms and conditions must be agreed in writing by us, or, if appropriate, by the relevant company or individual supplier with whom you contract.

Disclaimers

Whilst Gailes Hotel has taken due care and attention in the preparation of the contents of this Web Site, this Web Site and the information, names, images, pictures, logos, icons regarding or relating to Gailes Hotel or our products and services marketed on the site (or to third party products and services), are provided on an 'as is' basis without any representation or endorsement being made and without any warranty of any kind, whether express or implied, including but not limited to, any implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy.

To the extent permitted by law, all such terms and warranties are hereby excluded. In no event will Gailes Hotel be liable, whether in contract or tort (including negligence or breach of statutory duty) or otherwise for any losses sustained and arising out of or in connection with use of this Web Site including, without limitation, loss of profits, loss of data or loss of goodwill (in all these cases whether direct or indirect) nor any indirect, economic, consequential or special loss.

Gailes Hotel does not represent that the information contained in this Web Site is accurate, comprehensive, verified or complete, and shall accept no liability for the accuracy or completeness of the information contained in this Web Site or for any reliance placed by any person on the information.

Gailes Hotel does not warrant that the functions or materials accessible from or contained in this Web Site will be uninterrupted or error free, that defects will be corrected or that this Web Site or the server that makes it available are virus or bug free or represent the full functionality, accuracy, reliability of the materials.

If any of these Terms and Conditions (or any terms and conditions relating to a product or service referred to in this Web Site) should be determined to be illegal, invalid or otherwise unenforceable by reason of the laws of any state or country in which such terms and conditions are intended to be effective, then to the extent of such illegality, invalidity or unenforceability, and in relation to such state or country only, such terms or condition shall be deleted and severed from the rest of the relevant terms and conditions and the remaining terms and conditions shall survive, remain in full force and effect and continue to be binding and enforceable. Nothing in these terms and conditions shall exclude Gailes Hotel's liability for death or personal injury resulting from negligence of Gailes Hotel.

Intellectual Property Rights

All Intellectual Property Rights (including, without limitation, all database rights, rights in designs, rights in know-how, patents and rights in inventions (in all cases whether registered or unregistered and including all rights to apply for registration) and all other intellectual or industrial property rights in any jurisdiction) in any information, content, materials, data or processes contained in or to this Web Site belong to Gailes Hotel or its licensed source. All rights of Gailes Hotel in such Intellectual Property Rights are hereby reserved.

Jurisdiction and Law

Gailes Hotel makes no representation that any product or service referred to on or through the Web Site is appropriate for use, or available in other locations. The information and other materials contained in this Web Site may not satisfy the laws of any other country and those who choose to access this Site from other locations are responsible for compliance with local laws if and to the extent local laws are applicable.

These Terms and Conditions and any terms and conditions relating to products or services described in this Web Site shall be governed by and construed in accordance with the law of Scotland. Disputes arising in relation to the same shall, unless otherwise expressly agreed, be subject to the exclusive jurisdiction of the courts of Scotland.

Links to other Web Sites

Certain (hypertext) links, advertisements or suppliers promotion will lead you to Web Sites that are not under the control of Gailes Hotel. When you activate any of these links, you will leave Gailes Hotel Web Site by opening a new window and we have no control over and will accept no responsibility or liability in respect of the material on any such other Web Site. By allowing links with third party Web Sites Gailes Hotel does not intend to solicit business or offer any security to any person in any country, directly or indirectly.

Force Majeure

Every effort will be made to carry out the contract but its due performance is subject to cancellation by Gailes Hotel or to such variation as we may find necessary as a result of inability to secure labour, materials or supplies or as a result of any act of God, War, Strike, Lockout or other labour dispute, Fire, Flood, Drought, Legislation, or other cause (whether of the foregoing class or not) beyond the sellers control.

The Gailes Hotel & Spa

Website Accessibility

We have tried to make this website as accessible as possible and easy to use for everyone, regardless of circumstance or ability.

All our page templates comply with the WCAG Priority 2 checkpoints as a minimum requirement. And we make every effort to ensure that all the content on our site meets this standard too. We are making every effort to ensure that we don't exclude any users. For example:

  • We try to use clear and simple language.
  • We use alternative text for all our images 
  • Were possible the HTML we produce conforms to the standard: XHTML 1.0 Strict
  • We have tested the colours we use in the design for contrast.

We try to publish all our text content as accessible HTML rather than in other formats such as PDF. Where we do publish PDFs or other formats our policy is to make them as accessible as we can.

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