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Dunfield

Privacy Policy

Dunfield House

Who we are

Our website address is: http://dunfield.org.

Dunfield House is the data controller for this website. If you have any questions about how we handle your personal data, you can contact us at:

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Our Lawful Basis for Processing

Under UK GDPR, the lawful bases we rely on for processing your information are:

  • Contractual Obligation: To process your bookings, manage your stay, and provide the services you have requested.
  • Legitimate Interests: To improve our website, manage our business operations, and keep our records updated.
  • Consent: Where you have explicitly opted in to receive marketing communications or newsletters (which you can withdraw at any time).
  • Legal Obligation: To comply with our accounting, tax, and legal requirements.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email. To process your bookings, secure our website, and manage our operations efficiently, we securely share necessary data with the following trusted third-party providers:

  • Payment Gateways (Stripe): When you make a booking or purchase through our checkout, your payment is processed by our third-party payment provider, Stripe. We do not store your credit card details on our servers. Stripe processes your data in accordance with their own strict privacy and security policies.
  • HubSpot (CRM): When you submit an inquiry, fill out a form, register for an account, or make a booking, your contact information and booking details are securely synced to HubSpot, our Customer Relationship Management platform. We use this to manage your reservation, facilitate pre-arrival documents, and communicate with you regarding your stay.
  • Google Calendar: To manage our estate operations and staff scheduling, basic booking details and dates are securely synced to our internal Google Calendar system.
  • Email Marketing (Brevo): If you explicitly opt-in to receive our newsletter or marketing updates (such as during checkout), your name and email address are shared with Brevo, our email marketing provider, so we can send you these communications. You can unsubscribe at any time.
  • Website Security (Wordfence): To protect our website and our users from malicious activity, we use Wordfence Security. Wordfence may log your IP address, browser information, and location data to detect and block unauthorized access or brute-force attacks.
  • Customer Reviews (WiserReview): If you choose to leave a review of your stay or experience, the data you provide (such as your name, rating, and comments) is processed by WiserReview and displayed on our website.
  • Secure Backups (UpdraftPlus): To ensure data security and prevent data loss, regular encrypted backups of our website (which may include your booking data) are securely transmitted and stored in a remote cloud storage location via UpdraftPlus.
  • Social Media Feeds: We use plugins (Smash Balloon) to display our Facebook, Instagram, and YouTube feeds. These third-party services may collect your IP address and web browser data when they load on our pages, similar to visiting those platforms directly.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Data synced to our CRM (HubSpot) related to bookings and inquiries is retained for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, administrative, accounting, or reporting requirements.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

If you are a resident of the UK and believe your data rights have been breached, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

Where your data is sent

Visitor comments may be checked through an automated spam detection service. Your contact and booking information is securely transmitted via API to our CRM provider (HubSpot) and operational calendars (Google Calendar) to facilitate your stay.