Privacy Policy

last updated: 22 January 2019

Privacy Policy

This website is run by the owners of Melbourne Cottage. As such we are responsible for protecting your personal data and we will do so to the best of our abilities and in accordance with the GDPR (General data protection regulation).

Who we are – contact us

If you have questions or concerns about our privacy policy, please contact us via the contact form or, or send a letter to:

Melbourne Cottage
Andrew Spencer-Jones
129 Old Lodge Lane
landline: 020 8660 3102 , mobile: 07710 438712

Using the enquire form

When you send us an enquiry for booking via the enquire form, we require the following information in order to process your enquiry:

  • First name, last name
  • Email address to contact you
  • Phone number to contact you on short notice
  • Dates for your planned arrival and depature to check availability
  • Number of adults (to check the maximum of four isn’t exceeded)
  • Number of children (including their age because the cottage isn’t suitable for very young children)
  • Number of dogs and their breed (to check the cottage’s suitability for the dogs)

Apart from your the data in the form no other data is collected.

Your data will be transmitted via TLS. Thereby making sure that your personal data is safe.

We will use your data to process your enquiry, and when applicable, to issue a booking confirmation and an invoice.

If you don’t book a holiday at our cottage, we’ll delete your enquiry, including all your personal data.

If you book a holiday at our cottage, we are required by law to store all booking data and invoices for seven years. After your departure all your data will be stored safely, and we’ll not use it.

In all cases, we don’t share your personal data with anyone unless we are obliged to do so for legal reasons.

Using the contact form

When you send us an email via the contact form, we only require your email address to answer your message.

Apart from your email and your message no other data is collected.

Your message and your data will be transmitted via TLS. Thereby making sure that your data is safe.

We will use your email address solely to answer your message. After our correspondence is concluded, we will delete your email(s) and your data.

Concluded means that all issues you presented in your message(s) have been addressed.

We will not store email addresses for future use, or share your data unless we are obliged to do so for legal reasons.

Leaving a review

When visitors leave reviews on the website we collect the data shown in the review form, and also the visitor’s IP address to help spam detection.

After approval of your review, your name is visible to the public in the context of your review.

Your IP address will not be used, analysed or shared with anyone.

We display and save your review for up to ten years. Please, send us a message if and when you wish to have your review deleted.

Cookies, tracking, profiling, analysing, Google services, social media

This website doesn’t use cookies. It doesn’t track, profile or analyse any personal data. This website doesn’t use any social media links or Google tools except Google maps (see next point).

Saying all this, if you’re logged into your Google, Facebook or similar account while visiting this website, those companies will collect data about your activities on this website unless you have changed your privacy settings in your account in a way that doesn’t allow for tracking.

Google maps

This website uses Google Maps API to visually display geographic information. When using Google Maps, Google also collects, processes and uses data about the use of map features by visitors. For more information about Google’s data processing, please refer to the Google Privacy Notice. There you can also change your personal privacy settings in the privacy center.

For detailed instructions on how to manage your own data related to Google products, click here.

By using Google maps on this website you agree for your personal data to be processed by Melbourne Cottage, for the purpose(s) of displaying map tiles, geocoding addresses and calculating and display directions.

You furthermore agree for your personal data, provided via map API calls, to be processed by the API provider, for the purposes of geocoding (converting addresses to coordinates), reverse geocoding and generating directions.

Some visual components of WP Google Maps use 3rd party libraries which are loaded over the network. At present the libraries are Google Maps, Open Street Map, jQuery DataTables and FontAwesome. When loading resources over a network, the 3rd party server will receive your IP address and User Agent string amongst other details. Please refer to the Privacy Policy of the respective libraries for details on how they use data and the process to exercise your rights under the GDPR regulations.

WP Google Maps uses jQuery DataTables to display sortable, searchable tables, such as that seen in the Advanced Marker Listing and on the Map Edit Page. jQuery DataTables in certain circumstances uses a cookie to save and later recall the “state” of a given table – that is, the search term, sort column and order and current page. This data is held in local storage and retained until this is cleared manually. No libraries used by WP Google Maps transmit this information.

Please see here and here for Google’s terms. Please also see Google’s Privacy Policy. We do not send the API provider any personally identifying information, or information that could uniquely identify your device.

Website statistics

We use the WordPress plugin ‘Statify’ which doesn’t collect any personal data and only counts visits to the pages of our website. It also deletes all data older than fourteen days.

Statify collects the following data:

  • hits per page / post
  • top referers

In addition we have installed the WordPress plugin ‘WPStatistics’. This plugin collects a lot more data, but all data is anonymised. All data is stored on our server and will not be shared with anyone.

WPStatistics collects the following anonymised data:

  • visitors
  • pages / posts visited
  • search engine referrals
  • search words
  • browsers used
  • referring sites
  • country of visitors
  • anonymised IP
Who we share your data with

There are only two cases in which we will share your data.

a) If legal actions are required in one or more of the following cases:

  • legal disputes
  • fraud
  • harassment
  • and any other case which might require legal actions

b) If the tax authorities require to see view accounting details.

Other than that, no personal data will be shared.

How long we retain your data

Messages and forms will be deleted as soon as our correspondence or your holiday stay at our cottage is completed.

Copies of your booking details and invoice will be saved on an external hard drive for seven years in accordance with English Tax Law.

What rights you have over your data

You can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

How we protect your data

This website uses TLS to ensure safe transmission of your data. The use of https:// instead of http:// and the green lock-symbol indicates that TLS is active.

We store all booking details and invoices on an external and password-protected hard drive, as well as printouts for tax purposes.

In the unlikely case of a data breach, we’ll inform you about the breach and it’s extent as soon as possible.

For more information on legal issues see terms & conditions and disclaimer & copyright .

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