Privacy Policy

Please find our privacy policy below for your information.  At The Elm Tree we take your privacy very seriously so if you have any questions about any aspect of this policy, then please don’t hesitate to call or email us.

Information we collect about you
When you make a booking with Highcliffe House we collect the following;
Guest name(s) (Required)
Postal address (Optional)
Email address (Optional)
Telephone number (Optional)
Debit or Credit Card details
Any dietary requirements, preferences or pertinent health issues (Optional)

How we use this information
We’re required to collect the names of each guest staying
If we take your payment over the phone, we will use the address the card is registered at to validate the card.  We may also use your postal address if you’ve requested paper copies of your booking confirmation or other information.
We will use your email address to send you confirmation of the booking and an email with more details on how to find us and other information you may find useful for your stay.
After your stay you will receive an email from us checking everything was ok with your stay and offering you ways to stay in contact with us on social media should you wish to.
We will not use your telephone number to contact you unless it for an emergency and/or we have been unable to contact you by email.  We may contact you by telephone or email to discuss any lost property or left items.
There is no requirement to do so, but you may wish to share your dietary requirements, preferences or pertinent health issues with us.  If you do, this information will be used to help make your stay more comfortable.

How we store your data
Any personal information and debit/credit card data you supply us, as part of the booking process, is stored securely on a third-party booking system called Little Hotelier.  If you have made your booking via source, such as Booking.Com or Expedia, the information is securely encrypted and transferred to our booking system Little Hotelier.
Neither The Elm Tree or Little Hotelier will share your information with any third party unless there is an absolutely legal reason for doing so. You can read more about the Little Hotelier Policy please follow the link and read more. https://www.littlehotelier.com/privacy-policy/

Marketing
We no longer send marketing emails to our guests and we will never share your data with third parties.  You will receive a couple of emails from us regarding your upcoming stay and one email a few days after you depart.  After this you will not receive any other emails or communication from The Elm Tree.
If you would like to stay informed of recent or past activity from The Elm Tree you could consider following us on Facebook, Twitter or Instagram.  We will never directly contact you via any of these platforms, but please check with each platform to ensure it meets with your security expectations.

Guest Registration
We are required by law to collect the following information from all of our guests. We do this by asking you to complete a registration form on arrival.
For commonwealth guests;
Name and nationality
For non-commonwealth guests;
Name, nationality, passport number, address of next destination
These documents are stored securely in a locked filing cabinet, in our private office. We are required to keep these registration forms for a year and show them to a police officer should they request to see them. These forms are destroyed 12 months after your stay.

Access to your information 
You have the right to request a copy of any information we hold about you. If you would like a copy of this information please email us at enquiries@elmtree.co.uk  For your own security, you will be asked to provide proof of your identity before this information is given.

Internet Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your internet browser not to accept cookies. You can read more about cookies here www.aboutcookies.org

Wi-Fi Cameras
We have 1 Wi-Fi camera at The Elm Tree. The camera is located on the front door, incorporated into the door bell, and faces along the main driveway and parking area.
The camera is not in a position where it can see inside the guest’s bedrooms, their bedroom doors or bedroom windows.
We use this camera for the security of our property, ourselves, our animals, our guests and our guests.’ property.
The data is recorded securely online and is only kept for 60 days.
Only the owners of The Elm Tree have access to this camera, via an app on our smartphones, both of which are password and finger-print protected.