Privacy & Cookie Policy

This Privacy Notice explains how we at Lochwood Farm Steading use any personal information we collect about you. 

What information we collect about you

You may fill in the enquiry form on our website www.lochwoodfarm.co.uk which requires your name, telephone number, email address and acceptance of our terms and conditions of booking in order for the form to be submitted. All other information on this form is by request only and does not have to be provided. In addition, you may wish to contact us directly by either telephone or email. All information that you provide is at your own discretion.

We do not take any electronic reservations online or through a third party. You are therefore required to contact us directly by a landline telephone number if you wish to book. We ask for the names of all guests who will be staying, a contact telephone number along with an email address. In addition, we require a credit or debit card number, expiry date, card security code number on the back along with the postcode and house number that the card is registered to. All credit/debit card details are subjected to strict PCI DSS compliance.

How we use this information we hold on you

We use your email address in order to send you a confirmation of your booking. After your stay, we will send you an email, thanking you for your stay. We will not contact you by telephone unless there is an emergency and we are unable to reach you by email. The card number along with all the other details required is to permit us to process the appropriate deposit in order to guarantee your booking : 50% for a stay of one night and 40% for a stay of two nights or more. The remaining balance will be due to be paid by the lead guest on the morning of departure. Should the booking be cancelled within 48 hours prior to arrival, then the remaining balance of the stay will be automatically processed from the those same card details used to pay the deposit.

How is your data stored

All guest’s names, contact telephone number (s), email address, card details that you supply to us as part of the booking process are stored on a manual filing system. With the exception of guest’s names, this information will be destroyed following your stay.

Your personal information will not be shared with any third party unless we are legally required to do so by law.

All serviced accommodation provider establishments are required by law to keep a record of guest’s names over the age of 16 for a minimum period of 12 months after their stay. All serviced accommodation provider establishments are also required by law to keep financial accounting records for 7 years.

All personal data that is supplied to us is part of the booking process with the exception of credit card data is stored securely on a third party system FREE TO BOOK.

Find out more from the Free to Book Website: https://en.freetobook.com/

FREE TO BOOK PRIVACY AND COOKIES

This document applies to the processing by freetobook of personal data collected by properties using freetobook online booking system in relation to the provision of accommodation by those properties.

  1. YOUR PERSONAL DATA

Properties using freetobook as their booking engine, collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with the names of any guests travelling with you. This may also include your IP address. This information is stored in the freetobook system in order to process your booking. You may be contacted by the Property you have booked with in relation to your booking.

Your data is instantly deleted following your stay.

  1. DATA PROCESSED DIRECTLY BY THIRD PARTIES

We do not take any payment information on the FREE TO BOOK website.

  1. JOINT CONTROLLERS

In the context of providing booking software to accommodation providers to facilitate online booking, freetobook and the accommodation provider shall together operate as joint data controllers for the processing of your personal data.

  1. SECURITY PROCEDURES

In accordance with General Data Protection Regulation (GDPR), freetobook observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.

  1. CONTROL OF YOUR PERSONAL DATA

You have the right to access data that is stored on behalf of properties taking bookings via freetobook system. You need to email or write to the property you booked with to request an overview of your personal data.

You can also contact the property you booked with on freetobook system if you believe that the personal information they have for you is incorrect, if you believe that they are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement. You need to email or write to the property you booked with.

  1. REVIEWS

You may also be asked to send feedback after your stay in order for the property to further improve their service. Your email address will be used for this purpose. If you complete a review it may be posted on the property website, facebook page, twitter or google plus. However, no identifying details will ever be attached to a review posting.

TO PROCESS YOUR INFORMATION AS DESCRIBED ABOVE, WE RELY ON THE FOLLOWING LEGAL BASES:

Performance of a contract. The storage of your information may be necessary to perform the contract that you have with the accommodation provider you are booking with.

Legitimate Interests. We may use your information for our legitimate interests, such as for administrative, fraud detection and legal purposes.

COOKIES

A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour.

By using freetobook website or proceeding with a booking you are consenting to the above use of cookies.

COOKIES WE USE

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a)    https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b)    https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c)    http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d)    https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e)    https://support.apple.com/kb/PH21411 (Safari); and

(f)    https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

Category: Necessary (3)
Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.
COOKIE NAME PROVIDER TYPE EXPIRY
CookieConsent lochwoodfarm.co.uk HTTP 1 year
Cookie purpose description: Stores the user’s cookie consent state for the current domain
Initiator: Script tag
Source: notinstalled
Data is sent to: Ireland (adequate)
FormSpringFormSession# formstack.com HTTP Session
Cookie purpose description: Unclassified
Initiator: Script tag, page source line number 198
Source: http://internetdesignco.formstack.com/forms/js.php/lochwoodbookingform__copy
Data is sent to: United States (adequate)
PHPSESSID lochwoodfarm.co.uk HTTP Session
Cookie purpose description: Preserves user session state across page requests.
Initiator: Webserver
Source: lochwoodfarm.co.uk
Data is sent to: Germany (adequate)
Category: Preferences (2)
Preference cookies enable a website to remember information that changes the way the website behaves or looks, like your preferred language or the region that you are in.
COOKIE NAME PROVIDER TYPE EXPIRY
FormSpringFormView# formstack.com HTTP 1 year
Cookie purpose description: Unclassified
Initiator: Script tag, page source line number 198
Source: http://internetdesignco.formstack.com/forms/js.php/lochwoodbookingform__copy
Data is sent to: United States (adequate)
wfvt_# lochwoodfarm.co.uk HTTP Session
Cookie purpose description: Remembers the user’s submitted data when a comment is submitted in a blog post. The purpose is to auto-populate form fields for subsequent comments, in order to save time for the user.
Initiator: Webserver
Source: lochwoodfarm.co.uk
Data is sent to: Germany (adequate)
Category: Statistics (6)
Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.
COOKIE NAME PROVIDER TYPE EXPIRY
__utm.gif google-analytics.com Pixel Session
Cookie purpose description: Google Analytics Tracking Code that logs details about the visitor’s browser and computer.
Initiator: Script tag, page source line number 257
Source: https://www.google-analytics.com
Data is sent to: United States (adequate)
__utma lochwoodfarm.co.uk HTTP 2 years
Cookie purpose description: Collects data on the number of times a user has visited the website as well as dates for the first and most recent visit. Used by Google Analytics.
Initiator: Script tag, page source line number 257
Source: https://www.google-analytics.com/ga.js
Data is sent to: United States (adequate)
__utmb lochwoodfarm.co.uk HTTP Session
Cookie purpose description: Registers a timestamp with the exact time of when the user accessed the website. Used by Google Analytics to calculate the duration of a website visit.
Initiator: Script tag, page source line number 257
Source: https://www.google-analytics.com/ga.js
Data is sent to: United States (adequate)
__utmc lochwoodfarm.co.uk HTTP Session
Cookie purpose description: Registers a timestamp with the exact time of when the user leaves the website. Used by Google Analytics to calculate the duration of a website visit.
Initiator: Script tag, page source line number 257
Source: https://www.google-analytics.com/ga.js
Data is sent to: United States (adequate)
__utmt lochwoodfarm.co.uk HTTP Session
Cookie purpose description: Used to throttle the speed of requests to the server.
Initiator: Script tag, page source line number 257
Source: https://www.google-analytics.com/ga.js
Data is sent to: United States (adequate)
__utmz lochwoodfarm.co.uk HTTP 6 months
Cookie purpose description: Collects data on where the user came from, what search engine was used, what link was clicked and what search term was used. Used by Google Analytics.
Initiator: Script tag, page source line number 257
Source: https://www.google-analytics.com/ga.js
Data is sent to: United States (adequate)
Category: Marketing (1)
Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers.
COOKIE NAME PROVIDER TYPE EXPIRY
NID google.com HTTP 6 months
Cookie purpose description: Registers a unique ID that identifies a returning user’s device. The ID is used for targeted ads.
Initiator: Iframe, page source line number 199
Source: https://www.google.com/maps/d/embed?mid=1fidwejdowt67xkcycvz71ypcgky
Data is sent to: United States (adequate)
Category: Unclassified (2)
Unclassified cookies are cookies that we are in the process of classifying, together with the providers of individual cookies.
COOKIE NAME PROVIDER TYPE EXPIRY
AWSALB formstack.com HTTP 6 days
Cookie purpose description: Unclassified
Initiator: Script tag, page source line number 198
Source: http://internetdesignco.formstack.com/forms/js.php/lochwoodbookingform__copy
Data is sent to: United States (adequate)
wordfence_verifiedHuman lochwoodfarm.co.uk HTTP Session
Cookie purpose description: Unclassified
Initiator: Script tag
Source: http://www.lochwoodfarm.co.uk/tourist/
Data is sent to: Germany (adequate)

CREDIT CARD PAYMENTS

We use First Data Merchant Services, and Lochwood Farm are PCI Compliant through their services. Their Privacy Policy and Legal statement can be found here: https://www.firstdata.com/en_gb/privacy.html

Marketing

We do not have a distribution list and therefore will not contact you after your stay here with us with regards to any promotions or special offers that we may be doing. Any such information with regards to this will be made available on our website. We use your personal contact details for the specific purpose of making a booking and therefore they will not be passed on to any other companies for the specific purpose of additional marketing.

Access to your information

You have the right to request a copy of the information that we hold on you. If you would like a copy of this information please email us at lochwoodfarm@hotmail.co.uk