Wood Leisure Holiday Parks | Privacy & Cookie Policy

Introduction

This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users (visitors to the website), the website and website owners (Wood Leisure).

Furthermore, the way we process, store and protect user’s data and information will also be detailed within this policy.

Usage of our website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

Use of cookies

What are cookies?

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

What do we use cookies for?

We may use cookies to remember personal settings you have chosen on our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterward.

We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features. If you log into the website, application or a course as a registered user, your session cookie will also contain your user ID so that we can check which services you are allowed to access.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

We also use third-party cookies to track sales that have come in via our affiliate advertiser network. These are used to track and supply information regarding whether customers have accessed our website via their advertisements and any purchases they make as a result. Our current affiliate advertiser is AWIN and their end user privacy policy can be read here: https://www.awin.com/gb/privacy.

Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors. Our data retention policy for Google Analytics means that we will store details from your website visit and browsing behaviors within the tracking software for 26 months.

For more information about cookies in general and their usage, please visit: http://www.allaboutcookies.org/

For more information on how you can remove, delete or reject cookies please follow the instructions at http://www.allaboutcookies.org/manage-cookies/.

Personal information

Whilst using our website or services you may be required to provide personal information (name, address, email, account details, etc.). We will use this information to administer our website, applications, client databases and marketing material. We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law by the United Kingdom in the Data Protection Act 2018. Further, by providing telephone and email details, you consent to Wood Leisure contacting you using that method. You have the right at any time to request a copy of the personal information we hold on you.

Data we may hold, why we hold it
and what we do with it

Website forms

Wood Leisure will not sell or rent your personally identifiable information, gathered as a result of filling out forms on the site (newsletter sign up, contact or bookings), to anyone.

We may collect the following information:

Interested Parties

An interested party is someone who has requested to be included on our mailing list, requested further information about one of our products, or general enquiries regarding our services. To be included we will ask you to confirm acceptance of the process detailed below and hence to provide your permission for us to email you.

We may hold the following information:

First name
Last name
Phone number
Email address

This information is held securely within our email marketing software, CMS, and booking systems, with password access control only available to Wood Leisure employees.

Why do we store this information?

We will use this information to send you newsletters and mailshots that may include some or all of the following:

Marketing & re-marketing purposes including sending of special offers, discounts, updates and latest news

What do we use this information for?

We record whether you open our newsletters & promotional emails – this can let us know whether you are interested in the information we send you. You will always have the opportunity to unsubscribe from within every newsletter, this is contained in an unsubscribe link at the bottom of each email.

We record any links you click in a newsletter – this can give us an indication that you are interested in a particular subject, story, platform or service. We do not share your data with any third party.

Customers/Clients

A customer/client is someone we have previously, are currently or may in the future be doing business/working with. Customers and Clients will also be included on our mailing list and be subject to the process detailed above. Activities we carry out with customers/clients/members may be either:

Previous, current & future bookings
Holiday home sales enquiries
Holiday home owners

We may hold the following information:

First name, last name, phone number and email address.
Business name and details.
Business size, staff details, processes, services, products, basic financial information
Contract information
Invoice details

Why do we store this information?

As well as the mailing list reason detailed above, we will use your business information as part of the contract to undertake agreed work on your behalf. You will be asked to sign the contract and hence will be fully aware of the information we hold.

What do we use this information for?

We will use the information to provide our contracted services for you, raising invoices and to keep in touch with you – we deem these legitimate reasons to hold your information and by contracting with us you agree to us holding these details.

3rd Parties

Disclosure of your personal information

We may share your personal information with selected third parties including:

Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you or in connection with your use of their services or products. When sharing information we will limit this to only data that is necessary or needs shared for a specific reason.

Premium Credit

Privacy Notice (premiumcredit.com)

Leisure Days

Security and Privacy Notice (leisuredays.co.uk)

Compass Insurance

3rd Party companies who we work with for bookings are also required to hold your data for processing bookings, we work with the following companies and below are their individual privacy policies detailing what they do with the data they collect:

Booking.com

Hoeseasons

Accounting

In addition to the newsletter mailing list information and market research mentioned above, we are required to retain accounting information for at least 6 years to satisfy HMRC requirements. We use Sage Pay & Worldpay to securely process all client and customer financial details; you can view their company privacy policy and data retention information at:

Sage Pay

Worldpay

Security of your personal data

We follow strict security procedures in the storage and disclosure of your personal data, and to protect it against accidental loss, destruction or damage. The data you provide to us is protected using SSL (Secure Socket Layer) encryption technology over https. SSL is the industry standard method of encrypting personal information from forms, sign ups and credit card details so that they can be securely transferred over the Internet.

We may disclose your information to trusted third parties for the purposes set out in this Privacy Policy. We require all third parties to have appropriate technical and operational security measures in place to protect your personal data, in line with the EU law on data protection rules.

Personal Data we may collect

Personal data means any information relating to you which allows us to identify you, such as your name, contact details, holiday booking details, payment details and information regarding the usage and visiting of our website.

We may create personal data from you when you book a holiday at any of our parks (through our website or a 3rd party site), create an owners account on the website to access our 'Owners Section', using and accepting cookies on our website, participating in any surveys or competitions, signing up for our mailing list, or when you contact us via our online form or by direct email to one of our departments.

Specifically, we may collect the following categories of information:

Name, home address, e-mail address, telephone number, credit/debit card or other payment details, date of birth and next of kin information
Information about your use of our website, IP address, and location which the website is being accessed from, and how they reached the website.
The communications you exchange with us or direct to us via letters, emails, chat service, calls, and social media.
Location, including the real-time geographic location of your computer or device through GPS, Bluetooth, and your IP Address, along with crowd-sourced Wi-Fi hotspot and cell tower locations, if you use location-based features and turn on the Location Services settings on your device and computer.

Review, Rectify and Removal

You can request to review, rectify or alter any information which we hold on you which may be deemed incorrect, or request removal of your data from our records. You will need to provide proof that you are the person in question before we can provide or alter any of the requested information.

You can request access to see the information we hold on you, correct the information which we hold, or request removal by emailing our head office at headoffice@woodleisure.co.uk, calling us on 01250 878123, or by post to:
Wood Leisure Head Office,
Blairgowrie Holiday Park,
Hatton Road, Blairgowrie,
Perthshire,
PH10 7AL.

We will confirm your removal, request for changes, or request for access either by email, phone or by post, depending on the format which you requested the information.

Further Information

Business information we hold long-term is publicly available information hence data breach impact is low. All information is stored in a password accessed login account. Passwords will be amended on a regular basis and account access will be recorded as a cross check. Account access checks will be undertaken on a regular basis unless contracted otherwise. Hard copies are under lock and key access with key access controlled and recorded.

Data Breach

Should we become aware of a compromise of your information then we will notify you, those affected and the ICO as soon as practicable and within the 72-hour requirement period. We will provide details of what information may have been obtained and advise you of any recommended actions.

Privacy Policy Review

Please note, we are routinely reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavor to publicise any changes and make you aware. This process will be reviewed at least quarterly and when there is a change to the process/procedures.