June 2024
The Seasons Collection respects your privacy. Your personal data is protected in the UK by the General Data Protection Regulation. Under the General Data Protection Regulation, we have a legal duty to protect any information we collect from you. Any information that you give us is held with the utmost care and security. We will only process it where there is a lawful basis to do so. We do not and will not pass on your details to any third party or government department unless you give us permission to do so or as otherwise required by law.
Policy Information
This policy applies to:
- All customers of The Seasons Collection
- Members of The Seasons Collection
- All sites under the control of The Seasons Collection
- All staff operating on behalf of The Seasons Collection
The Seasons Collection will use its best endeavours to ensure that staff and contractors of the clubs adhere to this policy at all times.
Introduction
The purpose of this policy is to enable The Seasons Collection to:
- Comply with the law in respect of the data it holds about individuals
- Protect the personal data of The Seasons Collection members and visitors
The data protection principles require that personal information is:
- Processed fairly and lawfully
- Processed for limited purposes
- Adequate, relevant and not excessive
- Accurate and up to date
- Not kept for longer than is necessary
- Processed in line with the rights of individuals
- Secure
- Not transferred to countries outside the EEA without adequate protection
This policy applies to information relating to identifiable individuals.
Website
What Information Is Collected?
The Seasons Collection collects information relating to website users in various ways including directly from the user and by using technical means such as cookies.
User-supplied information: when you register with us, we may ask you for your name, e-mail address, and other similar information. Any information supplied by the user is supplied voluntarily unless otherwise stated. If you do not want us to hold information about you, please do not supply it to us; this may mean, however, that we are not able to respond to your requests.
Applicable Law
This Website is created and controlled by The Seasons Collection and is subject to the laws of England & Wales and subject to the jurisdiction of the English courts. The Seasons Collection reserves the right to make changes to the site and this privacy statement from time to time.
Policy Statement
The Seasons Collection will:
- Comply with both the law and good practice
- Respect individuals’ rights
- Be open and honest with individuals whose data is held
- Provide training and support for staff who handle personal data, so that they can act confidently and consistently
Responsibilities
The Seasons Collection recognises its overall responsibility for ensuring that it complies with its legal obligations.
The Data Protection Officer (DPO) is the person with the following responsibilities:
- Briefing The Seasons Collection on data protection responsibilities
- Reviewing data protection and related policies
- Advising other staff on data protection issues
- Handling subject access requests and other requests by users in relation to their rights including receiving any complaints
Security
This section of the policy only addresses security issues relating to personal data. It does not cover security of the building, business continuity or any other aspect of security.
Data Recording and Storage
The Seasons Collection will regularly review its procedures for ensuring that its records remain accurate and consistent and, in particular:
- Our IT systems will be designed, where possible, to encourage and facilitate the entry of accurate data.
- Data on any individual will be held in as few places as necessary and the holding of unauthorised or unofficial data sets is against company policy.
- Effective procedures will be in place so that all relevant systems are updated when information about any individual changes.
- Restaurant Members data held will only be used in regards to bookings at one of the 3 sites, or for email newsletter communications if you have consented. This will only be mobile and/or email for contact/communication. By entering any competitions you are deemed to have given permission for essential data such as your telephone number to be released to the restaurant. This permission may be withdrawn at any time by the member in notifying in writing to the restaurant manager at any time.
- Further details of this are contained in the privacy statement contained below.
CCTV
The Seasons Collection has:
- Installed a CCTV system which produces clear images which the law enforcement bodies can use to investigate crime and these can easily be taken from the system when required.
- Sited cameras so that they provide clear images.
- Positioned the cameras to avoid capturing images of persons not visiting the premises.
- Sited monitors in a position that provides the staff with the security required whilst restricting as far as is practical the ability of the public to see them.
- Placed visible signs showing that CCTV is in operation.
- A limited number of authorised persons that may access the recorded images from the CCTV system, which are securely stored. The recorded images are held for 28 days and with the exception of law enforcement bodies, images will not be provided to third parties.
Policy Review
The policy is to be reviewed on an annual basis or at such time that the Data Protection legislation is amended.
Privacy Statement
When you request information from The Seasons Collection, sign up to any of our services or buy things from us, The Seasons Collection obtains information about you. This statement explains how we look after that information and what we do with it.
We have a legal duty under the General Data Protection Regulation to prevent your information falling into the wrong hands. We must also ensure that the data we hold is accurate, adequate, relevant and not excessive.
Whenever we collect information from you, we will make it clear which information is required in order to provide you with the information, service or goods you need. You do not have to provide us with any additional information unless you choose to, but if you do not provide it we may not be able to provide you with the information, service or goods you have requested. We store your information securely on our computer system, we restrict access to those who have a need to know, and we train our staff in handling the information securely.
If you are a restaurant member, we will contact you from time to time with restaurant related communications. We will not send you any marketing offers unless you have specifically opted in to receiving these. If you have opted in, you can opt out any time.
The lawful basis for us processing your personal data will be:
- Performance and fulfilment of our contract in the case of the provision of information, goods or services;
- Legitimate interest in relation to information and communications relevant to your membership and related matters;
- Your consent, where you have provided it, in relation to any other marketing.
You have the right to a copy of all the information we hold about you (apart from a very few things which we may be obliged to withhold because they concern other people as well as you). To obtain a copy, please write to the Data Protection Officer (DPO) at The Seasons Collection, marketing@theseasonscollection.co.uk
The Seasons Collection reserves the right to charge you for a copy of your data (as permitted by law). We aim to reply as promptly as we can and, in any case, within the legal maximum of 30 days.
The Seasons Collection is a trading name of The Wooldridge Partnership, a company whose registered office is at | Unit 17 | Hall Grove Farm | Bagshot | Surrey | GU19 5HP
You can contact us in relation to this Policy and your personal data:
- at that address;
- by email to dpo@thevv.co.uk
The UK regulator for data protection is the Information Commissioner and you can find their details at www.ico.org.uk, but please contact us in the first instance.