This privacy policy sets out how Southwater Event Group* uses and protects any information that you give the Group when you use any of our websites (including our mobile websites and apps) or otherwise interact with us; and how we will use and store that information.

It is important that you read this policy in full to understand our views and practices regarding your personal data and how we will use it, process it and delete it. It’s also important that you understand your rights with regards to your data that we hold.

Southwater Event Group 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 our website or other engagement methods, then you can be assured that it will only be used in accordance with this privacy statement and compliant with the UK GDPR and Data Protection Act 2018.

* Southwater Event Group is a parent company for: the Telford International Centre Ltd, Stagecraft UK Ltd, Telford Hotel Ltd (Trading as voco Telford), International Hotel (Telford) Ltd and Grays Hotel Telford (Trading as Ramada Telford Ironbridge), Southwater Developments Ltd, Southwater Hotel Ltd, Caffe D’Italia Ltd.

For the purpose of the UK GDPR and Data Protection Act 2018 the data controller is the Southwater Event Group.

Information we may collect from you and about you

We may collect and process the following data you give us by filling in forms on our website, or in registering for our Wi-Fi or other services, submitting any job application or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use our website, Wi-Fi service, search for a product, place an order on our website, participate in social media functions on our website, and when you report a problem with our website. This may also include the provision of any on-site services that you may request or enter into with us. The information you give us may include your name, address, email address and phone number, financial and credit card information, personal description, video images and photographs.

With regard to each of your visits to our premises, website or use of our services, we may automatically collect the following information:

• personal contact information enabling us to get in touch with you;
• information about the Services you have accessed or used, including dates of attendance to our premises. You may give us information about the services you have chosen to receive, the services that you like and the services you would like us to provide in the future;
• the times and dates of your access to and use of our website or services and your geographical location;
• technical information about your computer or access devices, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, geographical location browser plug-in types and versions, operating system and platform;
• information about your visit to our website, including the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

How we might disclose your information

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

• any member of our group.
• business partners, suppliers and contractors for the performance of any contract we enter into with them or you;
• advertisers and advertising networks that require the data to select and serve relevant adverts to you and others - we may make use of the personal data we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience;
• analytics that assist us in the improvement and optimisation of our website or services;
• we may pass information about you and your use of the website or services, including, but not limited to how you use our Wi-Fi service, to contracted third parties, this may include for location profiling purposes;
• in the event that we sell any business or assets, in which case we may disclose your personal data to the prospective buyer of such business or assets;
• if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce our legal rights, or apply our terms of use, and other agreements; or to protect our rights or property, or the safety of our customers, or others;
• any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.

How we protect and store your data

We take the security of your data seriously. We have internal policies and controls in place to prevent your data from being lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

Cookies, IP addresses and email activity

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 about webpage 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. We may register your IP address and may collect information relating to how you respond to any emails and whether you open them and click the links.

Also if you engage with us on social media we may collect your information for communicating with you again in the future.

Links

Our Website does contain links to and from the websites of third parties. 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. When using Google Maps services on our Website this will access your location.

Your rights

Under the General Data Protection Regulations your rights as an individual are:

• a right to object to processing that is likely to cause or is causing damage or distress;
• a right to prevent processing for direct marketing;
• a right to object to decisions being taken by automated means;
• a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed; and
• a right to claim compensation for damages caused by a breach of the Act.

Access to information and changing information

You have the right to access any information held about you by the group. Your right of access can be exercised in accordance with the General Data Protection Regulation 2018. You do not have to pay any fee  under the General Data Protection Regulation 2018 unless the request for data is ‘manifestly unfounded or excessive’. We will provide you with the data you requested within 1 month* of your request or communicate with you if this is not possible, and tell you why it is not possible and what the associated timescales are.

Where you wish to inform us of a change to your personal data, for example contact details, please do this online (where this facility is available) using the same method you initially provided your data to us, or by writing to us at the address provided above, so that you can assist us in keeping your information up to date and accurate.

You can also choose not to receive marketing information via informing us.

*The standard time frame for providing this information will commence on the date the request is received and will end no later than the same day of the following month.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on the privacy policy page of the Group and Group businesses’ websites.  Where appropriate you will be notified by email.  You should also check this page from time to time to ensure that you are happy with any changes to this policy.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be sent to marketing@southwatereventgroup.com