Protecting your personal details on our website

Last updated: 16 August 2011

Summit Retreats Ltd (Registered number 7705946), whose registered office is at 40 Chitterne Road, Codford, Warminster, Wiltshire, BA12 0PG, knows that you care how information about you is used and shared and we appreciate your trust in us to do that carefully and sensibly. This notice describes our privacy policy and forms part of our website terms and conditions (“Website Terms”).

By accepting our Website Terms or by visiting www.summitretreats.com (“the Website”) you are accepting and consenting to the practices described in this Privacy Policy.

The Website is brought to you by Summit Retreats Ltd. Summit Retreats Ltd believes it is important to protect your Personal Data (as defined in the Data Protection Act 1998) and we are committed to giving you a personalised service that meets your needs in a way that also protects your privacy. This policy explains how we may collect Personal Data about you. It also explains some of the security measures we take to protect your Personal Data, and tells you certain things we will do and not do. You should read this policy in conjunction with the Website Terms.

When we first obtain Personal Data from you, or when you take a new service or product from us, we will give you the opportunity to tell us if you do or do not want to receive information from us about other services or products (as applicable). You can normally do this by ticking a box on an application form or contract. You may change your mind at any time by emailing us at the address below.

Some of the Personal Data we hold about you may be ‘sensitive personal data’ within the meaning of the Data Protection Act 1998, for example, information about your health or ethnic origin.

1. Collecting Information

We may collect Personal Data about you from a number of sources, including the following:

1.1.           From you when you agree to book your holiday, or other services, with us, in which case this may include your contact details, date of birth, how you will pay for the holiday or other services and your bank details.

1.2.           From you when you contact us with an enquiry or in response to a communication from us, in which case, this may tell us something about how you use our services.

2. Using Your Personal Information

2.1.           Personal Data about our customers is an important part of our business and we shall only use your Personal Data for the following purposes and shall not keep such Personal Data longer than is necessary to fulfil these purposes:

2.1.1.                To help us to identify you when you contact us.

2.1.2.                To help us to administer and to contact you about improved administration of any accounts, services and products we have provided before, do provide now or will or may provide in the future.

2.1.3.                To allow us to carry out marketing analysis and customer profiling (including with transactional information), conduct research, including creating statistical and testing information.

2.1.4.                To help to prevent and detect fraud or loss.

2.1.5.                To allow us to contact you in any way (including mail, email, telephone, visit, text or multimedia messages) about products and services offered by us and selected partners unless you have previously asked us not to do so.

2.1.6.                We may monitor and record communications with you (including phone conversations and emails) for quality assurance and compliance.

2.1.7.                We may check your details with fraud prevention agencies. If you provide false or inaccurate information and we suspect fraud, we will record this.

2.2.           We do not pass your information to any individuals or organisations unless they are responsible for part of your holiday arrangements. If you request that we do not pass this information to the relevant suppliers, (whether in the EEA or not), we will be unable to facilitate your booking. On confirming your booking, you consent to this information being passed on to the relevant persons.

2.3.           We may allow other people and organisations to use Personal Data we hold about you in the following circumstances:

2.3.1.                If we, or substantially all of our assets, are acquired or are in the process of being acquired by a third party, in which case Personal Data held by us, about our customers, will be one of the transferred assets.

2.3.2.                If we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings.

2.3.3.                We will pass on information to the relevant suppliers of your holiday arrangements, such as tour operators, hotels, chalet owners and transport companies when it is necessary in connection with your booking. We may also use this information for future communications and it may also be provided to security and checking companies and public authorities such as customs/immigration if required by them or as required by law.

2.3.4.                We will take all steps reasonably necessary to ensure that your Personal Data is treated securely and in accordance with this Privacy Policy and the Data Protection Act 1998.

2.4.           Where you give us Personal Data on behalf of someone else, you confirm that you have provided them with the information set out in this Privacy Policy and that they have not objected to such use of their Personal Data.

2.5.           In connection with any transaction which we enter into with you:

2.5.1.                We may carry out credit and fraud prevention checks with one or more licensed credit reference and fraud prevention agencies. We and they may keep a record of the search. Information held about you by these agencies may be linked to records relating to other people living at the same address with whom you are financially linked. These records will also be taken into account in credit and fraud prevention checks. Information from your application and payment details of your account will be recorded with one or more of these agencies and may be shared with other organisations to help make credit and insurance decisions about you and members of your household with whom you are financially linked and for debt collection and fraud prevention. This includes those who have moved house and who have missed payments.

2.5.2.                If you provide false or inaccurate information to us and we suspect fraud, we will record this and may share it with other people and organisations. We, and other credit and insurance organisations, may also use technology to detect and prevent fraud.

2.5.3.                If you need details of those credit agencies and fraud prevention agencies from which we obtain and with which we record information about you, please write to our Data Protection Manager at Summit Retreats Ltd, 40 Chitterne Road, Codford, Warminster, Wiltshire, BA12 0PG.

3.The Internet

3.1.           If you communicate with us using the Internet, we may occasionally email you about our services and products. When you first give us Personal Data through the Website, we will normally give you the opportunity to say whether you would prefer us not to contact you by email. You can also always send us an email (at the address set out below) at any time if you change your mind.

3.2.           Please remember that communications over the Internet, such as emails and webmails (messages sent through a website), are not secure unless they have been encrypted. Your communications may go through a number of countries before they are delivered – this is the nature of the Internet. We cannot accept responsibility for any unauthorised access or loss of Personal Data that is beyond our control.

3.3.           We may use ‘cookies’ to monitor how people use our site. This helps us to understand how our customers and potential customers use our website so we can develop and improve the design, layout and function of the sites. A cookie is a piece of information that is stored on your computer’s hard drive through your browser, to recognise your browser and which records how you have used a website. This means that when you go back to that website, it can give you tailored options based on the information it has stored about your last visit. You can normally alter the settings of your browser to prevent it from accepting cookies.

3.4.           If you do not want us to use cookies in your browser, you can set your browser to reject cookies or to tell you when a website tries to put a cookie on your computer. However, you may not be able to use some of the products or services on our website without cookies.

4.Turning Off Cookies in Different Browsers

The Help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether. Additionally, you can disable or delete similar data used by browser add-ons, such as Flash cookies, by changing the add-ons settings or visiting the website of its manufacturer.

5. Further Information

5.1.           If you would like any more information or you have any comments about our Privacy Policy, please either write to us at Data Protection Manager, Summit Retreats Ltd, 40 Chitterne Road, Codford, Warminster, Wiltshire, BA12 0PG, or email us at info@summitretreats.com.

5.2.           We may amend this Privacy Policy from time to time without notice to you, in which case, we will publish the amended version on the Website.  You confirm that we shall not be liable to you or any third party for any change to this Privacy Policy from time to time.  It is your responsibility to check regularly to determine whether this Privacy Policy has changed.

5.3.           You can ask us for a copy of this Privacy Policy and of any amended Privacy Policy by writing to the above address or by emailing us at info@summitretreats.com. This Privacy Policy applies to Personal Data we hold about individuals. It does not apply to information we hold about companies and other organisations.

5.4.           If you would like access to the Personal Data that we hold about you, you can do this by emailing us at info@summitretreats.com or writing to us at the address noted above. There may be a nominal charge of £10 to cover administrative costs.

5.5.           We aim to keep the Personal Data we hold about you accurate and up to date.  If you tell us that we are holding any inaccurate Personal Data about you, we will delete it or correct it promptly. Please email us at info@summitretreats.com or write to us at the address above to update your Personal Data.