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Park Head
Hotel is the trading name of Park Head Leisure Ltd, a registered company in
England & Wales under number 06465097 and registered with the Information
Commissioner’s Office under number ZA382972.
The Auckland
Project wholly owns Park Head Leisure Ltd.
The Auckland Project is a registered Charity
(number: 1146219), a registered company in England and Wales (company Number:
07931440), and is registered with the Information Commissioner’s Office
(Registration number: ZA173024). The Auckland Project privacy notice can be
viewed at www.aucklandproject.org/privacy-policy
This privacy notice is issued on behalf of The
Auckland Project, so when we mention The Auckland Project, “we”, “us” or “our”
in this privacy notice, we are referring to the organisation responsible for
processing your data.
The Auckland
Project values your privacy and is determined to protect your personal data.
The purpose of this privacy notice is to inform you as to how we look after
your personal data. We’ll also tell you about your privacy rights and how the
data protection law protects you.
Our Site is
owned and operated by The Auckland Project, whose registered address is:
58 Kingsway
Bishop Auckland,
County Durham
DL14 7JF
The Directors are the data controllers, and the Senior Management Team
is responsible for data protection and complaints arising concerning day-to-day
matters.
Queries
related to Data Protection should be directed to the Data Protection Lead (see
the section “How to Contact Us”)
This privacy notice explains how we collect
and process your personal data, whether you have provided it to us, we have
obtained it, or we have collected it from third parties. It sets out:
·
What personal
data we collect.
·
How We use
your data.
·
Direct
Marketing.
·
Security at Our
Hotel and Restaurant.
·
Lawful basis.
·
How do we store
and how long do we keep your data.
·
How your
information is protected.
·
Who We share
your information with.
·
International
transfers.
·
Cookies.
·
Summary of
your rights.
·
How to
Contact Us
·
How to
Complain.
This website
is not intended for children, and we do not knowingly collect data relating to
children.
This website
may include links to third-party websites, plug-ins and applications. Clicking
on those links or enabling those connections may allow third parties to collect
or share data about you. We do not control these third-party websites and are
not responsible for their privacy statements. When you leave our website, we
encourage you to read the privacy notice of every website you visit.
The Personal Data We Collect
Personal
data, or personal information, means any information about an individual from
which that person can be identified. You can find out more about personal data
from the Information Commissioner’s Office.
We may
collect, use, store and transfer different kinds of personal data about you,
which we have grouped as follows:
·
Identity Data,
which includes first name, surname, username, title, date of birth, gender and
passport details when making a booking for a room, dining or venue hire
·
Contact Data
which includes telephone number/s, email address, billing address.
·
Financial
Data includes bank account number, sort code, and details of products and
services you have purchased from us.
·
Technical
Data includes IP address, browser type and version, location, operating system,
and other technology on the devices you use to access this website.
·
Profile Data
includes username and password when creating an account
·
Usage Data
includes information about how you use our website, products and services.
·
Marketing and
Communications Data includes your preferences in receiving marketing from us
and our third parties, your communication preferences.
·
Request a
call back or enquire on our website
·
Media,
including photos and videos
·
Otherwise
interact with Us or provide information to a third party to be referred to Us.
·
Special
Category data, including allergies, intolerances, or health or medical
conditions, including special needs.
·
CCTV images
including vehicle registration number
·
Compliments,
complaints, accidents and incidents information.
We will
collect data you give us when applying for a job or volunteering with Us, this
may include:
·
your bank
account details, tax, and residency status
·
references
from previous employers or educational institutions
·
contact
details for you, and any next of kin
·
qualifications
·
information
concerning your health and medical conditions
·
information
about your race, ethnicity, and sexual orientation
A complete
privacy statement for job applicants is included in the recruitment pack.
Where data
processing relates to Special Categories of Data, the following processing
conditions apply:
·
the data
subject has given Explicit Consent.
·
Processing is
necessary for carrying out obligations under employment, social security or
social protection law, or a collective agreement.
We use social
media channels (including Facebook, WhatsApp, TikTok, YouTube and Instagram,
the “Social Media Companies”) to publish information about Us. If you follow or
otherwise engage with our social media channels, we will collect Usage Data to
analyse how users interact with those channels. If you use social media to send
us messages or posts, we may use your Profile Data to communicate with you.
When you interact with our channels, the Social Media Companies will also
process your personal data for the purposes set out above as joint controllers.
For more information, we would encourage you to review the privacy notices
published by the Social Media Companies.
We use your
data to provide the best possible products and services.
This
includes:
·
Providing and
managing your access to Our Site.
·
To keep a
record of your bookings
·
To process
credit and debit card payments you make
·
To send you
marketing information
·
Personalising
and tailoring your experience on Our Site.
·
Supplying our
products and services to you.
·
Responding to
communications from you.
·
Analysing
your use of Our Site and gathering feedback to enable Us to improve Our Site
and your user experience continually.
·
Meeting our obligations to our customers.
·
Managing the reservation of rooms and
accommodation requests:
·
Managing your stay at the hotel: Monitoring
use of services (telephone, bar, pay TV etc.), Managing access to rooms,
Internal management of lists of customers having behaved inappropriately during
their stay at the hotel (aggressive and anti-social behaviour, non-compliance
with the hotel contract, non-compliance with safety regulations, theft, damage
and vandalism, or payment incidents).
·
To enable us
to communicate with you ahead of your arrival with relevant news and updates.
·
Administer
customer satisfaction and feedback surveys
We may
receive personal data about you from various third parties and public sources
as set out below:
·
Analytics
providers such as Google.
·
Search
information providers such as Google.
·
Contact,
Financial and Transaction Data from providers of technical and payment
services
·
Identity and
Contact Data from publicly available sources such as Experian.
·
Social Media
sites such as Facebook, Twitter, and LinkedIn.
We may, from
time to time, supply you with either email or postal newsletters, alerts, etc.
that you have subscribed to (you may unsubscribe, opt-out or update your
preferences at any time by clicking the ‘unsubscribe’ or ‘update my
preferences’ link in the email or by contacting Us (see the section on How to
Contact Us)
Once you have
submitted your preference to Us, we may use it for marketing purposes,
including contacting you by email, telephone, or text message with information,
news, and offers on our products and services. We will not, however, send you
any unsolicited marketing or spam and will take all reasonable steps to ensure
that we fully protect your rights and comply with our obligations under the DPA
2018, GDPR, and the Privacy and Electronic Communications Regulations 2003.
Surveillance is operated in our
hotels to assist with monitoring & maintaining hotel, guest and team
safety, to prevent and detect crime and assist law enforcement (where
necessary):
·
CCTV.
If we discover any criminal or
alleged criminal activity through our CCTV, we will process this data to
prevent or detect unlawful acts.
Under GDPR, we will ensure that your personal
data is processed lawfully, fairly, and transparently, without adversely
affecting your rights. We will only process your personal data if at least one
of the following bases applies:
You have given consent and explicit consent
to the processing of your personal data for one or more specific purposes as
listed below:
·
Marketing Material
·
Applying for a
Job
·
Special Category
data
·
Submitting
Special Category data so that we can tailor our services to you, e.g., room
reservation and dining with Us.
Processing is necessary for the performance
of a contract to which you are a party or to take steps at your request before
entering a contract, as listed below:
·
Booking a
room, restaurant or venue hire
·
Employment
·
Send you
communications about a booking
·
Send you
communications about changes to our services or our terms and conditions.
·
To help Us
recover any debts that may be owed to Us by you.
Processing is necessary for compliance with a
legal obligation to which we are subject, as listed below:
·
Employment.
·
To validate
the identity of overseas visitors in accordance with UK requirements.
·
Operating Our
CCTV
·
Managing and maintaining emergency evacuation
arrangements for guests and visitors
·
Managing any data protection requests from
guests, visitors and members
·
To
provide the legal and regulatory authorities with specific information they
appropriately request from us within their legal authority, and to help ensure
we are combating Fraud and Financial Crime
·
Capture information about health and safety
incidents.
·
Send you
communications about changes to our services or our terms and conditions.
·
To help Us
recover any debts that may be owed to Us by you.
Processing is necessary for the legitimate
interests pursued by us or by a third party, except where such interests are
overridden by the fundamental rights and freedoms of the data subject that
require the protection of personal data.
We rely on our legitimate interests for the following
reasons:
·
Keeping our
records up to date;
·
Running our
websites and keeping them safe and secure;
·
presenting our
content and communications most effectively and sustainably for you and your
devices;
·
measuring how
you use our websites and improving their content and accessibility;
·
complying
with legal and or regulatory requirements;
·
To enable us to communicate with you ahead of
your arrival by answering queries and providing relevant news and updates related
to your reservation
·
To help you make further bookings and
reservations, etc., around the hotel, such as the restaurant
·
To help ensure we can tailor our services to
your requirements before and after your stay with us
·
To help you access further services you may
require, including guest laundry, room service or deliveries you have ordered
·
To help ensure we can keep you and your
property reasonably safe and secure whilst you stay with us, including in
relation to operating CCTV or helping secure exceptional valuables
·
To help us or medical or emergency services to
follow up or assist with any medical or health event, accident or injury
·
To help ensure you can feed back to us essential
information about your experiences as our customer, so we can resolve
challenges and improve our services
·
Processing
complaints and enquiries
Personal data that we process for any purpose
or purposes shall not be kept for longer than is necessary for that purpose or
those purposes.
Our retention of your personal data is linked
to your actions. Unless a more extended retention period is required or
permitted by law, we will only hold your Personal Information on our systems
for the period necessary to fulfil the purposes outlined in this Notice, or
until you request that the information be deleted (see the section “Summary of
Your rights”).
Please request our Retention Schedule for a
detailed list of our retention periods.
Even if we delete your Personal Information,
we reserve the right to retain your personal data where such retention is
necessary for compliance with a Statutory obligation (for example, to maintain
a copy for legal, tax or regulatory purposes). Still, in such an event, we will
do so only as long as necessary to fulfil those Statutory obligations.
Data security is of great importance to Us,
and to protect your data, we have put in place suitable physical, electronic,
and managerial procedures to safeguard the data collected through Our Site.
All your data is stored electronically in a
secure database or in a locked filing cabinet and can only be accessed by
authorised people. All users of our system are trained in GDPR.
Where we engage third parties to process
personal data on our behalf, they do so upon writing. They are contracted to
implement appropriate technical and organisational measures to ensure data
security.
We are
committed to not sharing your data. We will only do this if it is in your
legitimate interest to ensure we provide you with the support and information you
need to make an informed decision about the service(s) or product(s).
We will not
sell your data to any unconnected third parties.
We may
contract with third parties to supply products and services to you on our
behalf. These may include payment processing and search engine facilities.
We might share
your information across different parts of our organisation for research and
analysis.
In some cases, third parties may require
access to some or all of your data. Where any of your data is necessary for
such a purpose, we will take all reasonable steps to ensure that your data will
be handled safely, securely, and in accordance with your rights, our
obligations, and the obligations of the third party under the law.
We currently contract with:
|
Third-party name |
Used to |
Privacy notice |
|
Mailchimp |
Marketing E-mails |
|
|
ResDiary |
Restaurant Bookings |
|
|
Safesmart |
Online Training |
|
|
USS Group |
CCTV Maintenance |
|
|
Cascade |
HR Management |
|
|
Guestline |
Hotel Bookings |
|
|
RotaCloud |
Shift Rotas |
|
|
MS365 |
Documentation creation and storage |
We may have to share your personal data with
the parties set out below for the purposes set out in the table above.
·
External
Third Parties Service
·
Providers
based in the UK who provide IT and system administration services.
·
Professional
advisers, including lawyers, bankers, auditors and insurers based in the UK who
provide consultancy, banking, legal, insurance and accounting services.
·
HM Revenue
& Customs, regulators and other authorities based in the UK who require
reporting of processing activities in certain circumstances.
·
Third parties
to whom we may choose to sell, transfer, or merge parts of our business or our
assets. Alternatively, we may seek to acquire other businesses or merge with
them. If there is a change to our business, the new owners may use your
personal data in the same way as set out in this privacy notice.
·
We require
all third parties to respect the security of your personal data and to treat it
in accordance with the law. We do not allow our third-party service providers
to use your personal data for their own purposes; they may process it only for
specified purposes and in accordance with our instructions.
We may need to transfer some personal data to
the third parties described above who are located outside of the UK. In such
cases, we will take appropriate measures to ensure your personal data remains
protected. If the organisation is based outside the UK and in a country that is
not protected by an adequacy decision (i.e., does not provide an adequate level
of data protection), we will implement appropriate safeguards, such as the
ICO’s International Data Transfer Agreement (IDTA).
If you have any questions or need more
information regarding international transfers of your personal data, please get
in touch with us (see the section on How to Contact Us)
We
automatically collect some data from visitors to our websites. This includes which
pages you have viewed, how long you have viewed them, and where you go on our
website.
We use
cookies to store information about how you use our sites. A cookie is a piece
of data stored on a user’s computer that remembers information about you and
creates a profile of your viewing preferences. Your profile helps tailor your
visit to our website, make navigation easier, and direct you to information
that best matches your interests. We require your consent to place
non-essential cookies on your device. You can change your cookie preferences by
selecting the button in the bottom left corner of any page on our website.
Information
is also collected about how you arrived at our websites in the first place.
This includes what links or adverts of ours you have viewed or clicked on to
reach us, or any search terms you have used. Where you see an advert outside of
our website, we may place a cookie on your browser. This is so that, when you
access our website, we recognise that you have seen an advert of Ours
elsewhere. If you have logged in, your
login details are included.
Aggregate
information is collected from users using our own web tracker. This information
includes users’ Anonymised Internet Protocol (IP) addresses, browser type,
internet service provider (ISP), referring/exit pages, platform type, date/time
of visit, number of clicks, error pages, and number of unique visits. This
information is not linked to personal profiles or personally identifiable
information provided by users. We use the information to analyse visitor trends
and website usage, to administer the website, and to gather broad demographic
information about our website users.
We may use
the information we receive and/or collect about you to:
•
Fulfil our
obligations under any contract that we have entered into with you or with a
Resident that you represent, and to provide you or the relevant Resident with
information or services that you or the Resident has requested
•
Monitor
website usage and provide statistics to third parties for the purposes of
improving and developing the website and the services we provide via the
website
As a data subject, you have several rights
and control over how your data is used.
·
You can
request access to, deletion of, or correction of, your personal data held by
Us.
·
You can ask
for a copy of the data you have given us.
·
You can
require us to amend or change incorrect or incomplete data.
·
You can
require us to delete or stop processing your data, where the data is no longer
necessary for processing.
·
You can
object to the processing of your data where we are relying on its legitimate
interests as the legal ground for processing.
·
You can ask us
to stop processing data for a period if the data is inaccurate or there is a
dispute about whether or not your interests override the company’s legitimate
grounds for processing data.
To enforce any of the foregoing rights or if
you have any other questions about Our Site or this Privacy Notice, please get
in touch with Us using the details set out in the section “How to Contact Us”.
No fee is
required, except in some cases. You will not have to pay a fee to access your
personal data (or to exercise any of the other rights). However, we may charge
a reasonable admin fee if your request is clearly unfounded, repetitive or
excessive. Alternatively, we may refuse to comply with your request in these
circumstances.
We may need
to request specific information from you to confirm your identity and ensure
your right to access your personal data (or to exercise any other rights). This
is a security measure to ensure that personal data is not disclosed to anyone
who does not have the right to receive it. We may also contact you to request
further information regarding your request to expedite our response.
We try to
respond to all legitimate requests within one month. Occasionally, it may take
us longer than a month if your request is particularly complex or if you have
made multiple requests. In this case, we will notify you and keep you updated.
If you have any questions about Our
Site or this Privacy Notice, please get in touch with us by email at gdpr@aucklandproject.org
or by post to
Data Protection,
The Auckland Project
58 Kingsway
Bishop Auckland,
County Durham
DL14 7JF
Please ensure that your query is clear, particularly if it is a request
for information about the data that we hold about you.
If you have any complaints about how we
handle your data, you can complete the Data
Protection Complaints form.
If this does
not resolve your complaint to your satisfaction, you have the right to complain
to the Information Commissioner’s Office (ICO). The ICO is the supervisory body
authorised by the Data Protection Act 2018 to regulate the handling of personal
data within the United Kingdom. The contact details for the Information
Commissioner’s Office are:
Information
Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone:
0303 123 1113 Website: https://ico.org.uk/concerns/
We may change
this Privacy Notice as we deem necessary from time to time, or as required by
English law. Any changes will be immediately posted on Our Site, and you will
be deemed to have accepted the terms of the Privacy Notice on your first use of
Our Site following the alterations. We recommend that you check this page
regularly to keep up to date.
Last updated January
2026
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