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Privacy Policy

Privacy Policy

Keeping your data safe

This privacy policy sets out how Guidezone uses and protects any information that you give Ambassadors Bloomsbury/Number Twelve Restaurant & Bar when you use this website.

How we use your information

We only collect, use and hold information that we need to be able to provide you with the service you are requesting.

You don’t have to give us any of this personal information but if you don’t then you may not be able to access our products and services. It would also be extremely difficult for us to be able to provide you with an optimal level of customer service.

The guide below details what information we collect and how we use it.

Your Name and Contact Details

How we use this

Why?

Getting in touch with you We may need to get in touch with you about your Hotel, Restaurant or Conference reservation or if you have requested information from us. We’ve got to do this to perform our contract with you

Sending you service messages email We do this to improve your customer experience. Also what events are happening in the Hotel.

Sending you information by email, post or telephone about our new products and services We are constantly improving our business and we like to keep you up to date. We only do this with your permission and you can opt out at any time if you change your mind

For our accounting records These details are needed for your invoice and our accounting and tax records

Your Payment and Financial Information

How we use this

Why?

Taking payments and giving refunds We have to do this to perform our contract with you. Don’t worry, we don’t keep this information

Your Passport or Proof of ID

How we use this Why?

Compliance with Hotel registration requirements Proof of identity

Your communications history with us - This includes emails, telephone calls, snail mail, instant chat and social media.

How we use this Why?

Providing customer service and support We have to do this to perform our contract with you. If you have additional needs or service requests and let us know, then we need to keep track of those to enable us to deliver on them

Training our team members We want to make sure you get the best possible customer experience. In the rare instances that we fall short of your expectations we look to learn from our errors

Customer History - This includes all reservations with us, any details relating to the Hotel and Number Twelve Restaurant & Bar and when you have requested information from us.

How we use this Why?

Selling you things We have to do this to perform our contract with you.

Finding out what you like We hope you always have a great experience with Ambassadors Bloomsbury and Number Twelve Restaurant & Bar. Your history helps us deliver more tailored communications with you so that you only see the information we think you’ll be interested in

Providing customer service and support We’ve got to do this to perform our contract with you

Information about your devices and how you use our website and app

How we use this Why?

Improving our website We always aim to make our customer online experience a good one

Protecting our website This data helps to prevent and detect fraud against you or us. We also need to meet our legal obligations about looking after your data

Your responses to competitions, promotions and surveys

How we use this Why?

Improving our customer service We can only do things better if we know what went wrong, and we can give our team members positive feedback when they go above and beyond. You are our most important asset and we constantly strive to give you the best experience

Running the promotion or competition We’ve got to do this to perform our contract with you. If we can’t use your data then you won’t be able to take advantage of that discount or win that prize.

CCTV

How we use this Why?

Preventing crime and keeping you safe It’s your basic right to feel safe and CCTV is a known deterrent to crime. Our recorded images can be used for the purposes of investigation and evidence in the unlikely event that something happens to you or your property.

HR Specific Information - This includes any data that is required if you apply to be part of the team or are employed by us. It includes, but is not limited to, National Insurance numbers, bank details, relevant qualifications, medical history and appraisal information.

How we use this Why?

Obtaining proof of your eligibility to work in the UK We have a legal obligation to check that every potential employee is eligible to work in the UK and hold records to support those checks

Reporting to HMRC We must take PAYE and NI deductions from your wages and pay and report these to HMRC

Paying you We can’t pay you if we don’t have your bank details. Don’t worry, they are all stored securely and are not used for any other purpose

Keeping you safe If you have a medical condition then it’s important we know about it so we can keep you safe at work

Helping you grow and improve Great team members are at the core of our business and we want to help you gain new skills and experiences to help you in your career. We do this through personalised feedback on both a formal and informal basis

Other ways we use your data

We regularly aggregate personal information and use it for purposes including data analysis, developing new products and services, research, testing of IT systems and improving our website and app. When the data is aggregated the detail relating to an individual is not separately identifiable.

Where appropriate our data is also anonymised so that it does not individually identify you.

Sharing your information

We do not and will never sell your personal data to a third party for the simple reason that it’s yours, not ours.

There are instances where we do need to share your data to be able to provide you with the services you are requesting or required by law. These include, but are not limited to:

• Companies which provide our payment services

• Our IT and web hosting providers

• Social media where you directly tag us or link to our products or services

We only work with companies who take the same amount of care with customer data as we do.

Where possible we also anonymise data before sharing it and use aggregated data where it makes sense. We only share individual personal data where there is no alternative.

Keeping your information

We will only hold on to your personal information for as long as it is needed to provide you with the service you are requesting, or to meet legal or regulatory data retention requirements. We perform regular reviews of all the data we hold and assess whether it still needs to be kept. If there is no valid reason for us to keep it then we delete or destroy it.

Marketing Messages

We tailor our marketing messages so we hopefully only contact you about things of interest to you. These can be by email, mail, or telephone. You can opt out of receiving messages at any time by letting us know your full name, postcode, email address and phone number. The easiest way to do this is to use is to send an email to sales@ambassadors.co.uk

How to stop receiving messages from us

• By emailing us at sales@ambassadors.co.uk

• By clicking “unsubscribe” or by updating your preferences via the links at the bottom of any email you receive

• By mail to STOP MARKETING, Ambassadors Bloomsbury, 12 Upper Woburn Place, London, WC1H 0HX

Once you do this we will update your profile to ensure that you don’t receive further marketing messages. It may take up to 28 days for all our systems to be updated following receipt of your request and we apologise for any marketing messages you may receive in the interim period.

Stopping marketing messages will not stop service communications such as issuing of booking confirmations or pre-arrival messages.

Online adverts

Like many other companies we engage in online advertising. This is to keep you updated on all the exciting things going on in our business, including offers and promotions, and to help you easily find the products and services you are interested in.

We do this using a range of digital marketing, exchanges and online advertising techniques like, cookies, mobile identifiers and specific services like Facebook’s Custom Audience service.

The online adverts you see are based on the information we hold about you, your previous use of the Ambassadors Bloomsbury website or ads you have previously clicked on. If you wish to stop seeing these adverts or reduce the number you see, you’ll need to configure your personal settings on the platform you are using.

Changes to this policy

This policy will be updated from time to time to reflect both the latest data protection laws and how we use and process your data.

Cookies

We use cookies on our website.

Your Rights

You have a number of rights with regards to your personal information under the General Data Protection Regulation (GDPR). These are:

• The right to be informed about how your personal information is being used – that is why we have put together this document

• The right to access the personal information we hold about you

• The right to rectify any information we hold about you that is incorrect

• The right to request that the information we hold about you be erased, or place restrictions on how we process it

• The right to request that we provide the information we hold about you in a format that can be easily transferred to you or another service provider – “data portability”

• The right to complain to your data protection regulator. In the UK this is the Information Commissioner’s Office

Contacting us about this notice

If you have any questions or feedback about this notice, wish to exercise your rights as set out above, or have a complaint, please contact us in writing at either sales@ambassadors.co.uk or Guidezone Limited, 12 Upper Woburn Place, London, WC1H 0HX.

Policy dated 23.5.18

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