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Privacy Policy

Ten Square Hotel Privacy Policy

Privacy Policy

We have endeavoured to take all precautions necessary under the EU General Data Protection Regulations and Data Protection Act 2018 in order to protect the data which we process.

Who we are

‘We’ are Loughview Leisure Group Ltd, trading as Ten Square Hotel Belfast, Loughshore Hotel, Chimney Corner Hotel and World of Wonder, a company registered at 75 Belfast Road, Carrickfergus, BT38 8PH company number NI051239

Visitors to our websites

When someone visits www.tensquare.co.uk, www.loughshorehotel.com, www.chimneycorner.co.uk or www.wowni.co.uk we use a third-party service, Accubook to manage the website. Please refer to Accubook privacy policy in relation to GDPR (linked) for more information.

The data that Accubook collects on our behalf is in order to provide you with our services such as booking a room. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

By using our website and providing your personal data to us, you agree to our transfer, storage and processing of that data. We do our utmost to ensure that all reasonable steps are taken to make sure that your data is stored securely. Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically, sending such information is entirely at your own risk.

Cookies are small text files that a website transfers to a site visitor's hard disk or browser for added functionality, or for tracking website usage. We do not use cookies to gather personal information such as a person's name or email address. In order to measure the effectiveness of our online presence, we may use cookies to identify repeat visitors to our site and to determine the path visitors take on our site. Any information gathered by the use of cookies is compiled on an aggregate, anonymous basis.

Use of cookies is an industry standard and many websites use them. If you do not wish to receive cookies or want to be notified of when they are placed, you can set your web browser to do so, if your browser so permits.

Search engine

Our website search is powered by Accubook. Please refer to Accubook privacy policy in relation to GDPR (linked) for more information. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either us or any third party.

Social Media

We use the following social media platforms; Facebook, Twitter, Instagram for the group. When you contact us through these platforms, including via private message, you should be aware that these platforms may collect your data. Please refer the individual service providers’ Privacy Policies (linked) for more information.

We use a third-party provider, Navatalk to manage mail chimp and email signups. This information is sent directly to the hotel. This information will not be shared with any other organisations. Please refer the individual service providers’ Privacy Policies (linked) for more information.

We use the website Bridebook for requests for event reservations for any of the hotels in the group. This information is sent directly to the hotel. This information will not be shared with any other organisations. Please refer the individual service providers’ Privacy Policies (linked) for more information.

We use the website ResDiary for requests for restaurant table bookings for Ten Square hotel. This information is sent directly to the hotel. This information will not be shared with any other organisations. Please refer the individual service providers’ Privacy Policies (linked) for more information.

We use the websites Booking.com, Expedia.co.uk, agoda.com and for customers to make bookings. This information is sent directly to the hotel. This information will not be shared with any other organisations. Please refer the individual service providers’ Privacy Policies (linked) for more information.

Website security and performance

We use a third-party service Accubook to help maintain the security and performance of our website for bookings made. To deliver this service it processes the IP addresses of visitors to our website. Please refer to Accubook privacy policy in relation to GDPR (linked) for more information.

People who call us

When you call our offices we do not automatically record caller identification details.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Any information you provide to us, including in any footer or attachments, in an email may be used in conjunction with any of our stated business purposes. If you do not intend this to happen, you must make clear to us your expectations.

We do not encrypt emails as a matter of policy.

People who make a complaint to us

We take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. When we receive a complaint we make up a report containing the details of the complaint, which we sometimes term a ‘non-conformance’. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.

We will keep personal information related to complaints for 2 years.

Job applicants, current and former employees

When individuals apply to work with us, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed; it will then be destroyed or deleted. We may retain anonymised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Your rights

You have fundamental rights over the data you share with us. These are explained in detail in the Information Commissioners Website, and we are committed to making it as simple as possible for you to exercise them.

  • You may exercise your right to access, erasure or rectification by contacting us to make the request. We encourage you to complete and return a Subject Access Request form, but you may choose to make the request in another format.
  • You have the right to request copies of your data, which we will provide in a suitable format.
  • You have the right not to be subject to an automated decision which may have a significant impact on you.
  • You have the right to object to our processing your data, and if you are unsatisfied with our response complain to the ICO.

Our purpose for collecting data

We have to hold the details of the people who contact us in relation to our products and services in order to provide them. However, we only use these details to provide the service the person has requested and for closely-related purposes. Any personal data relating to you will be used and recorded by us in accordance with current data protection legislation and this privacy statement.

We use your personal data that we hold for:

  • Bookings – We use your personal information to carry out a booking. If we are not given the required data, we will not be able to carry out the booking. When you make a reservation with us, we will send a booking confirmation by email. On occasion we may get in touch with you by email or by phone with information related to your stay, meeting or event. This will be in response to requests you have made or to assist in events planned. Bookings online made through our website, Facebook or through booking.com and expedia.co.uk are operated and managed by Accubook who runs the website for the group. Please refer to Accubook privacy policy in relation to GDPR (linked) for more information. Data which you ask us to process on your behalf, or which is necessary for us to process to fulfil our role as providing accommodation, conferences or functions, retail or food related services to you.
    We may collect and process Data including the following in the course of providing services to you, which could contain your personal data: your full name; your address; your various email addresses; your various phone numbers including mobile phone numbers; your nationality; your address; financial information about you, including your bank account details, credit card details, or other payment details – payments through the credit card terminals are managed by payment sense data is encrypted please see linked their privacy policy; details of contracts you have entered with third parties for us to provide services to you; details of your relationship to other parties; details of your membership of professional or other organisations; your date of birth; details of your children and other relations; medical details, including details of allergies; details of your car registration number; details of your driving licence; details of your passport and all other Data which you ask us to process on your behalf, or which is necessary for us to process in order for us to fulfil our role as providing accommodation, conferences or functions, retail or food related services to you. This data is inputted into the Hotel group software Smart Hotel which is managed and backed up through external IT company Ace Computers. Please refer to Ace Computers Privacy Policies (linked) for more information.
  • Online services - To assist you and provide with relevant information, we may process your personal information when you communicate with us using our website, via online chat, contact us or enquiry form or externally via social media to question us or inform us of any requests or preferences you may have.
  • When you access our website or wi-fi facilities in any of the hotels, your device’s browser provides us with information such as your IP address, browser type, access time and referring URL we do not collect this information or use to compile statistical data.
  • in our legitimate interest of advertising our services, provide details of any loyalty scheme or promotion;
  • notify you about changes to our services.

For example, we might use information about people who have purchased our products / services to carry out a survey to find out if they are happy with the level of service they received.

If we intend to do anything else with your data we will inform you at the point of consent.

The lawful basis upon which we will collect and store your data is:

  • Explicit Consent – You have agreed that your personal data will be processed. You have the right to withdraw this consent at any time
  • Contractual necessity – Your personal data will be processed because it is necessary in order to enter into or perform a contract with you
  • Compliance with legal obligations – Your personal data will be processed on the basis that we have a legal obligation to perform such processing
  • Vital interests – Your personal data will be processed on the basis that it is necessary to protect the "vital interests" of the data subject (this essentially applies in "life‑or-death" scenarios).
  • Public interest – Your personal data will be processed on the basis that such processing is necessary for the performance of tasks carried out by a public authority or private organisation acting in the public interest.
  • Legitimate interests – Your personal data will be processed on the basis that we have a legitimate interest in processing your data, and this processing does not override any of your rights or freedoms.

To protect your data we have put in place security precautions which include but are not limited to:

  • Physical and administrative security measures at our offices
  • Firewalls and continuously updated anti-virus programmes
  • Encrypted storage

Our company data is stored in the following locations:

  • on servers in our office in Northern Ireland managed by Ace Computers
  • Across several sites connected by a secure communications system
  • by a secure cloud storage provider with data centres in Northern Ireland managed by Ace Computers

For the purposes of GDPR and the Data Protection Act 2018, we are resident in the United Kingdom, and regulated by the Information Commissioner’s Office. We do not carry out any data processing outside of the EEA; if that changes, we will inform you.

We do not share data with third parties, other than those whose services we use for social media, payroll, etc. Where we transfer any data to a third party we have put in place all necessary controls to ensure the protection of privacy.

Your data, including the records of any transaction you make with us, will be stored in accordance with our retention policy, and depending upon the nature of the record. For example, financial records will be retained for 6 years as this is common practice.

If you have any questions about us or how we handle your data, please contact us at reservations@tensquare.co.uk or accounts@loughviewleisure.com

Need Booking Help?

If you need help with booking, Our reservations team are 24/7 at your service to assist you.

reservations@tensquare.co.uk

+44(0) 28 9024 1001