Terms & Conditions

Effective Date: 01.07.2025

Version: 1.0

1. Introduction

Andrew Brownsword Hotels ‘ABH’ (referred to as “we”, “our” or “us”) is committed to protecting your personal data in accordance with applicable UK data protection law; The UK GDPR, Data Protection Act 2018, Privacy and Electronic Communications Regulations 2003 (‘PECR’) and the Data (Use and Access) Act 2025. This also includes (and is not limited to) other applicable laws such as the EU GDPR and e-Privacy Directive.

This privacy notice has been designed with an individual’s (‘data subjects’) right to be informed on how we collect and process personal data, how we use it, secure it and what rights individuals have.

This privacy notice also applies to other hotels that form part of our group:

• Gidleigh Park
• The Bath Priory
• Amberley Castle
• The Slaughters Manor House
• The Slaughters Country Inn
• Old Swan & Minster Mill
• Buckland Manor
• Sydney House Chelsea
• ABode Canterbury
• ABode Chester
• ABode Manchester

Each hotel group member is a data controller and for certain activities such as reservations and bookings, each will act as a joint-data controller with ABH head office based in Bath.

We are registered with the Information Commissioner’s Office (ICO) under registration numbers:

• Z2160337
• Z2160371
• Z2161301
• Z8875267

2. Contact Information

Head Office:
4 Queens Square
Bath, Somerset
BA1 2HA
United Kingdom

Email: info@brownswordhotels.co.uk
Tel: +44(0)1225 320470

Contact information for each individual hotel can be found on their respective website.

Data Protection Officer (DPO):
RA Data Protection Ltd
Email: ravi@radataprotection.com
Website: https://radataprotection.com

3. Lawful Basis

The lawful basis for which we will process personal data includes:

• Consent
• Contractual obligation
• Legal obligation
• Vital interests
• Our legitimate interests

We may also process special category personal data where required (e.g., health information for dietary purposes).

4. Data Subjects

We may process personal data of the following individuals (“data subjects”):

• Enquirers
• Customers (Business and Individuals)
• Employees (including job applicants)
• Social media users
• Suppliers/Vendors

5. Personal Data We Collect

• Name
• Postal address (including country)
• Email address
• Telephone number
• Recruitment data (e.g., CVs)
• CCTV images (including sound)
• Photographic ID (e.g., passports)
• Payment information
• Hotel booking and reservation information
• Dietary and health information
• Events information (e.g., weddings and private dining)

6. How We Collect Personal Data

• Through our websites
• Calls, emails, letters
• Paper forms completed at hotels
• Social media interactions
• Through third parties (e.g., booking sites, recruitment companies)

7. How We Use Personal Data

• To communicate regarding our services
• To process job applications
• Internal records
• Process bookings, refunds and cancellations
• Update and improve our website
• Legal disputes and claims
• Marketing (where consent obtained)
• To protect our premises and staff
• Handle enquiries or complaints

8. Third-Parties We May Share Personal Data With

We do not rent or sell personal data. We may share data with contracted third parties, such as:

• Employee benefit providers
• IT, legal and compliance advisers
• Caterers and event suppliers

We may also share data with law enforcement or regulatory bodies where legally required.

9. Hotel and Other Bookings

Bookings may be made directly or via third parties (e.g., Booking.com). We only share availability information externally.

Our systems may contain personal data including:

• Names of attendees
• Health information (allergies, dietary needs)
• Event dates and times

10. Children’s Data

We do not market to children. For family bookings we only ask for the number and ages of children for room suitability and pricing. We do not collect children’s names.

11. Joint-Data Controller and Data Sharing

Some activities such as reservations, HR and finance activities are processed jointly across the hotel group with appropriate agreements in place.

12. CCTV

We use CCTV to prevent/detect crime, ensure health and safety and defend legal claims. CCTV signage is displayed across our properties.

13. Call Recordings

Calls may be recorded for training and monitoring and deleted after the retention period.

14. Recruitment

We advertise roles on our websites and external platforms. Recruitment processing details are available in our recruitment privacy notice.

15. Marketing and Social Media

Marketing is only sent where consent is captured. We also use social media for communication and promotion. Interactions may make your profile publicly visible depending on your privacy settings.

16. Data Transfers Outside the UK

Where required, data may be transferred outside the UK under appropriate safeguards and lawful mechanisms.

17. Cookies

For details on cookies used on this website, please refer to our cookie notice.

18. Links to Other Websites

We are not responsible for external websites linked from this site. Please check their privacy notices.

19. Data Retention

Personal data is retained as long as necessary to fulfil legal, contractual or legitimate interest requirements. After this, data is deleted or anonymised.

20. Data Security

We implement appropriate technical and organisational measures to protect personal data from loss, unauthorised access or alteration.

21. Payment Card Processing

We use accredited third-party payment providers for secure payment processing.

22. Data Subject Rights

• Right to be informed
• Right of access
• Right to rectification
• Right to erasure
• Right to object
• Right to data portability
• Right to restrict processing
• Right not to be subject to automated decision-making

Requests may require ID verification. Where needed, we may extend the response time and will notify you accordingly.

23. Concerns and Complaints

If you have concerns, please contact us. You may also complain to the ICO at: https://ico.org.uk/make-a-complaint/

24. Privacy

We will review this notice and make changes to it from time to time. We recommend that you check this notice to see where changes have been made and to ensure you are able to review updated information at all times.