Privacy & Cookies

Privacy Policy

This privacy policy explains how Springfield House B&B processes personal data that you provide to us, or that we may collect when you visit springfieldhousebnb.co.uk.

Information We May Collect From You

We may collect and process the following information about you:

Information you provide by filling in forms on our website, online check-in portal, or at Springfield House B&B (for example, booking enquiries, requests for information, and guest registration forms).
Records of correspondence if you contact us by email, telephone, WhatsApp, social media, or other communication methods.
Details of your visits to our website and the resources that you access.
Personal details such as your name, address, telephone number, email address, vehicle registration, nationality, and booking details.
Your preferences, feedback, and customer service interactions where provided.
Information received from third party booking agents or travel websites where you make a reservation through them.
For security, fraud prevention, and identity verification purposes, we may collect copies of government-issued photo identification (such as passports or driving licences) and selfie photographs as part of our online self check-in process. This information is securely processed and only accessible to authorised personnel.

We do not intentionally collect sensitive personal data (such as information relating to racial or ethnic origin, political opinions, religious beliefs, health information, or sexual orientation) unless voluntarily provided by you and necessary for your stay or legal obligations.

IP Addresses and Cookies

We may collect information about your device, including (where available) your IP address, operating system, and browser type. This is statistical data about users’ browsing actions and patterns and does not normally identify individuals directly.

We may also collect information about your general internet usage by using cookies stored on your device. Cookies help us improve our website and deliver a better and more personalised service.

You can refuse to accept cookies by activating the setting on your browser which allows you to refuse cookies. However, if you do this, some parts of our website may not function correctly.

We use Google Analytics to help analyse the use of this website. Google Analytics generates statistical and other information about website usage by means of cookies stored on users’ devices. Google’s privacy policy can be viewed at Google Privacy Policy.

Customer Reviews Feed (Elfsight)

Our Reviews page can show a feed of guest reviews from Google and TripAdvisor. We display it so that people considering a stay can read what previous guests have said about Springfield House B&B. The feed is supplied by Elfsight, an external reviews provider, rather than by us.

The feed is not loaded when you open the page. It loads only if you press “Load customer reviews”. When you do, your browser connects directly to Elfsight, and may also connect to companies that Elfsight uses to host and deliver the feed (for example Cloudflare) and to the sites that supply reviewers’ profile pictures and review content (for example Booking.com and Tripadvisor, where their reviews appear).

As with any web request, these companies receive your IP address and the technical information your browser sends, such as its type and version, your device and operating system, your language settings, the time of the request and the address of our Reviews page. Elfsight and its providers may also set cookies or save a small item in your browser’s local storage, which are listed in our Cookie Policy. Some of these companies may process information outside the UK.

We do not control how Elfsight and the other companies use this information or how long they keep it; that is set out in their own privacy policies:

Because the feed loads only when you ask for it, we rely on your consent as the lawful basis for the personal data involved in loading it (UK GDPR Article 6(1)(a)). This is a separate choice from the Analytics and Marketing choices in our cookie banner: pressing the button does not change those choices, and they do not switch the feed on or off. We do not remember your choice, so the feed will not load on a later visit unless you choose to load it again.

You can withdraw your consent at any time, as easily as you gave it, by pressing “Stop loading external reviews” above the feed (which reloads the page without it) or by leaving the page. Withdrawing stops any further connections from our page and removes the item Elfsight saved in your browser’s local storage. It does not remove information that Elfsight or others have already received; to ask about that, please contact them using their privacy policies above. You can also contact us using the details below, and see “Access to Information and Your Rights” for your wider rights.

Where We Store Your Personal Data

Any personal data we collect may be stored digitally, including using secure cloud-based hospitality and booking management systems.

We take reasonable technical and organisational measures to protect your personal data and to prevent unauthorised access, disclosure, alteration, or destruction of information.

These measures include:

Password-protected systems and devices
Restricted staff access
Firewall and security protections
Secure third party booking and payment providers
Secure shredding of paper records once no longer required

While we take reasonable precautions to protect your information, transmission of data over the internet is not completely secure and any transmission is at your own risk.

Some records may be retained for a period required by law, fraud prevention, accounting obligations, insurance requirements, or dispute resolution purposes.

Uses Made of the Information

We use the information we hold about you in the following ways:

To process and manage your booking and stay
To communicate with you regarding your reservation, arrival instructions, payments, and customer service matters
To provide self check-in and identity verification services
To protect our property, guests, staff, and business against fraud, unauthorised access, chargebacks, criminal activity, or misuse of our services
To notify you of changes to our services
To improve the presentation and performance of our website and services
Where you have consented, to provide information about offers, products, or services which may be of interest to you
To comply with legal and regulatory obligations

Our lawful basis for processing personal data may include:

Performance of a contract
Legitimate business interests
Compliance with legal obligations
Consent, where required

If at any time you no longer wish to receive marketing communications, you may unsubscribe using the link provided in the email (where applicable) or contact us directly.

Disclosure of Your Information

We may disclose your personal information to third parties:

Where necessary to provide our services, including booking systems, payment processors, cloud hosting providers, and IT support providers
To comply with legal obligations or lawful requests from authorities
To enforce our Terms & Conditions or protect the rights, safety, and property of Springfield House B&B, our guests, or others
For fraud prevention, chargeback defence, or credit risk reduction purposes
To a prospective buyer or seller of any business or assets if we sell or purchase business assets

We do not sell or pass personal information to third parties for independent marketing purposes.

Third Party Websites

Our website may contain links to external websites. If you follow a link to another website, please note that those websites have their own privacy policies and we do not accept responsibility or liability for their policies or practices. Please review their policies before submitting any personal information.

Third Party Bookings

If you book through a third party booking platform or travel website, that company will have its own privacy policy and may pass certain information relevant to your booking to us, including your contact details, address, booking information, and payment status.

In some circumstances, where third party platforms mask guest email addresses or telephone numbers, we may need to communicate with you through their systems, which may record those communications.

Credit and Debit Card Details

When you make a reservation through our website or payment systems, card payments are processed securely by our authorised payment providers. We do not store full payment card details locally.

We may use your payment details to:

Take payment for your reservation
Process authorised cancellation or no-show charges
Recover costs relating to damage, missing items, smoking, or breaches of our Terms & Conditions where permitted by law

Access to Information and Your Rights

You have the right to request access to the personal data we hold about you.

Subject to applicable law, you may also have the right to:

Request correction of inaccurate data
Request deletion of personal data
Restrict or object to certain processing
Withdraw consent where processing is based on consent
Request transfer of your data in certain circumstances

Requests should be made in writing using the contact details below. We will respond within the applicable legal time limits.

Changes to Our Privacy Policy

Any changes we make to this privacy policy will be posted on this page and will take effect immediately upon posting.

Contact

Questions, comments, and requests regarding this privacy policy are welcomed and should be sent to:

Springfield House B&B

Email: info@springfieldhousebnb.co.uk