Privacy & Cookies

Privacy Statement

Historic House Hotels

Effective Date: 9th October 2025

At Historic House Hotels, we are committed to protecting your personal data and ensuring your privacy is respected. This Privacy Statement explains how we collect, use, disclose, and safeguard your information when you visit or stay at our hotel, use our website, or interact with us in any other way.

1. Data We Collect

We may collect the following personal information:

• Full name, address, contact details (email, phone)
• Payment information (credit/debit card details)
• Passport or ID details (as required by law)
• Booking and stay information (dates, room type, preferences)
• Communication preferences and correspondence
• IP address and browser/device information (if using our website or Wi-Fi)

2. How We Use Your Data

We process your personal data to:

• Manage your reservation and stay
• Process payments and billing
• Comply with legal obligations (e.g., local guest registration laws)
• Provide personalized service and offers
• Respond to inquiries, requests, or complaints
• Improve our services and website

3. Sharing Your Data

We only share your personal data with:

• Trusted third-party service providers (e.g., booking engines, payment processors) who are bound by confidentiality agreements
• Government authorities, as required by law (e.g., for registration or tax purposes)
• Our IT service providers and cloud hosting partners

We do not sell or rent your data to third parties.

4. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes for which it was collected, and to comply with legal or regulatory requirements.

5. Your Rights

You have the right to:

• Access your data
• Correct or update inaccurate data
• Request deletion of your data (unless retention is required by law)
• Object to or restrict processing
• Withdraw consent at any time (where applicable)
• Lodge a complaint with your local data protection authority

6. Security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or misuse.

7. Contact Us

If you have any questions or concerns about how we handle your personal data, please contact:

Historic House Hotels Limited

Date Protection Officer
Hartwell House and Spa, Lower Oxford Road, Aylesbury, Buckinghamshire, HP17 8NR
Email: gdpr@hartwell-house.com
Phone: 01296 747444

GDPR Compliance Statement

Historic House Hotels Limited is fully committed to compliance with the General Data Protection Regulation.

Key GDPR Principles We Adhere To:

1. Lawfulness, Fairness, and Transparency – We process personal data lawfully, fairly, and transparently.
2. Purpose Limitation – We only collect data for specified, legitimate purposes.
3. Data Minimization – We collect only data that is necessary and relevant.
4. Accuracy – We keep personal data accurate and up to date.
5. Storage Limitation – We do not keep data longer than necessary.
6. Integrity and Confidentiality – We protect personal data with appropriate security measures.
7. Accountability – We maintain documentation and policies to demonstrate our compliance.

Lawful Bases for Processing

Our lawful bases under GDPR include:

• Contractual necessity (e.g., to provide accommodation services)
• Legal obligation (e.g., guest registration laws)
• Legitimate interests (e.g., to improve customer experience)
• Consent (e.g., for marketing communications)

Data Subject Rights

We ensure all data subjects can exercise their rights under GDPR, and we respond to all requests in a timely and lawful manner.

For any GDPR-related inquiries, please contact our Data Protection Officer at Hartwell House and Spa, Lower Oxford Road, Aylesbury, HP17 8NR, Tel 01296 747444, email gdpr@hartwell-house.com.