Privacy Policy

By submitting any information about you and/or others (in which case you will obtain express consent from those individuals affected and will inform them of how their information is being used) within this website, you and they consent to its use as set out in this Privacy Policy. This privacy policy covers all websites operated by Cavere Property Management Ltd. Any other websites that may be linked to or by our website(s) will be subject to their own policies which may differ from ours. You should carefully read the privacy policies of these websites before submitting any personal information. 

1. Who we are and our approach to your privacy. 

In this Privacy Notice, 'we', 'us' and 'our' refers to Cavere Property Management Ltd trading as York-Holiday-Apartments.co.uk

The privacy and security of your personal information is very important to us so we want to assure you that your information will be properly managed and protected when it is in our hands. Please read this notice carefully as it explains how we and/or carefully selected third parties we work with, collect and use your personal information.

You can ask for more information about our use of your personal information or complain about its use, by contacting us at 10 Precentors Court, York YO1 7EJ or by emailing dpo@york-holiday-apartments.co.uk. 

2. What information do we collect and where do we get it from? 

So we can provide our services to you, and manage these services, we will ask you to share your personal information with us. The circumstances in which we use your information, the reasons why we ask for it and details of how we will use it are explained in section 3 of this notice. The information we collect about you varies, depending on your particular circumstances and requirements and may include, for example: 

* General information about you, such as your name, address, contact details.

* Financial details, such as your bank account and card details.

* Information about your use of our website such as your IP address, which is a unique number identifying your computer

We may collect personal information from the following sources: 

* You or someone connected to you as part of a booking or enquiry.

*
Publically available sources of information, such as social media and networking sites.

* Accommodation booking websites if you have requested information about availability or a booking with us. The information you provide is shared with us and used for the purposes set out in section 3 of this notice. The information in this notice will apply in addition to any information given to you by that booking website about the use of your personal information.

If you have given us information about someone else, you will have confirmed that you have the consent of these individuals to share their personal information with us. You should share this privacy notice with all individuals whose personal information you have shared with us, as it may also apply to them. 

3. Why do we collect this information and how will we use it? 

We and/or our carefully selected third parties may collect and use your personal information under the following circumstances or for the following reasons:

a) To provide you services relating to a booking enquiry and/or booking such as:

* The price for accommodation

* Provide you with a booking contract

* So we can send you an invoice for your stay

* Arrangements for check in and check out

The collection and use of information such as your name, address, age, who would like to stay, is necessary to provide you with a quotation and/or booking contract. Without this information, we will be unable to assess your request. Our assessment of your booking request may involve an automated decision to determine whether we are able to provide you with a booking contract and/or the price. The decisions involve the use of systems, such as our price rating and availability tools, and are dependent on the information you provide us, e.g. postcode, to produce a result as to whether we are able to provide a quotation and/or what the relevant price for your booking will be. If you object to an automated decision that is required to determine your booking, then we will be unable to provide you with a booking contract. 

b) Where we have a justifiable reason, such as: 

* Keeping records about you and our correspondence with you as well as your current and past bookings. This is so that we can appropriately and effectively manage our relationship with you as well as satisfy any legal and regulatory obligations. 

* Preventing and detecting fraud, financial crime and anti-money laundering. We may use your personal information to prevent fraud and in doing so may:

* Collect personal information about you from databases as described in this notice and from publically available sources, such as social media and networking sites

* Share your personal information with fraud prevention agencies. Your personal information will be checked with and recorded by a fraud prevention agency. If false or inaccurate information is provided and fraud is identified, details will be passed to the fraud prevention agency. This information will be accessed and used by us, law enforcement agencies and other organisations to prevent fraud and money laundering, e.g. when managing credit and credit related accounts or facilities; recording debt; checking details on our payment portals and credit/debit card providers. The information we share may be used by those companies when making decisions about you. 

* Provide sales information to third parties, such as booking websites which you may have used to book with us, so that we can fulfil our contractual responsibilities to them.

* Carrying out processes, such as statistical and trend research and analysis, which may include computerised processes which profile you. This is to better understand, predict and forecast our customer's or prospective customer's preferences and to improve the products and services we offer. 

For more information about how we communicate our products and services, please refer to section 4 of this notice.
We may anonymise and combine the information you have given us to understand more about you, create new products and services as well as helping us with our marketing.   

Recording and monitoring calls for training purposes, to improve the quality of our service, to help us deal with queries or complaints from you and to prevent and detect fraud and financial crime. We may also use CCTV recording equipment in and around our premises for monitoring and security purposes.

c) You have given us your permission:

* To use your sensitive personal information in order to provide you with a quotation, price and/or the services set out in your booking contract and terms and conditions, e.g. making reasonable adjustments as a result of a disability you have told us about. Where you have provided sensitive personal information about someone connected to you, e.g. additional guests, you will have confirmed that you have their permission to share this information with us

* To use personal or sensitive information about a child in order to assess the suitability of a property or fulfil the services outlined in your booking contract or our terms and conditions.

d) For details about how we use your information to communicate our similar products and/or services, your use of our websites and email communications, please refer to section 4 of this notice.

We may share your information with third parties in order to carry out the above activities. For further details about who we might share your information with, please refer to section 5 of this notice.

4. How we communicate with you about our similar products and services and information about your use of our websites. 

* We will contact you in order to communicate our products and/or services to you, which we believe may be of interest to you and which relate to your travel and accommodation needs. 

* There may be times when we will need your permission to provide information about products and services to you, such as: 

Where the product or service is not similar to those that we currently provide to you but we believe you may be interested in

* When you have opted out of us sending details of or contacting you in relation to the products and services we offer

* We may communicate with you by post, email, SMS, telephone and/or digital methods, such as social media and online advertising – unless you have told us you do not want us to. Where you no longer have a live booking with us or where we have provided you with a quote in the past, we will keep you informed about our products and services for a period of up to three years if contacting you by telephone or for up to five years if contacting you by other means.

Our carefully selected business partners may use your personal information to only make our promotional offers available to you and manage those offers on our behalf. We may look to develop and enhance the information we hold about you with the aim of improving our product and service offerings and how we communicate these to you, where you have given us permission, or where we believe our products and service may be of interest to you. We may collect personal information about you or share your information with carefully selected third party databases which, when combined with the personal information you have given us, help us to target and tailor communications, which we believe may be more relevant to you. For more information about the third party databases we use, please contact us using the details set out in section 1 of this notice. 

We may also contact you if you fail to complete an online booking to see if we can offer you any help with this. You can ask us to stop contacting you about our products and services by: 
Email – dpo@york-holiday-apartments.co.uk 
Post – 10 Precentors Court, York, YO1 7EJ 

Use of your personal information when using our websites and email communications: When you visit one of our websites we may collect information from you, such as your email address, IP address and other online identifiers. This helps us to track unique visits and monitor patterns of customer website traffic, such as who visits and why they visit. We use third parties to collate IP addresses to help us understand our internet traffic data and data regarding your browser type and computer. 

We may use cookies and/or pixel tags on some pages of our website. A cookie is a small text file sent to your computer. A pixel tag is an invisible tag placed on certain pages of our website, but not on your computer. Pixel tags usually work together with cookies to help us to give you a more tailored service. We also use cookies and pixel tags in our email communication to personalise the email and track whether the email has been opened and whether the recipient has used any website links contained in the email communication. This allows us to monitor and improve our email communications and website. Useful information about cookies, including how to remove them, can be found at http://allaboutcookies.org 

Internet browsers normally accept cookies by default, although it is possible to set a browser to reject cookies. We will ask your permission before using any cookie that is not essential to the email or the use of the website. However, refusing to accept cookies may restrict your use of our website and/or delay or affect the way in which our website operates. See our cookie policy for more information. 

The open nature of the internet is such that data may flow over networks without security measures, and may be accessed and used by people other than those for whom the data is intended. Whilst this is outside of our control, we do take the protection of your information very seriously and aim to apply appropriate levels of security at all times. 

5. Who might we share your information with? 

We may share your personal information with: 

* Organisations that have a specific role laid out in law, such as statutory bodies, regulatory authorities and other authorised bodies 

Other organisations where we have a duty to or are permitted to disclose your personal information by law, e.g. if we receive a valid request from the police or other third party organisation in the interest of preventing and detecting crime

* Fraud prevention agencies and operators of registers available to the insurance industry to check information and prevent fraud. This is outlined in more detail under section 3 of this privacy notice 

* Third parties we use to recover money you may owe us or to whom we may sell your debt

* Another company if our business or part of it is bought or taken over by that company, to make sure your booking can continue to be serviced, or as part of preliminary discussions with that company about a possible sale or take over

* Other companies when we are trialling their products and services which we consider may improve our services to you or our business processes 

* Other third parties if you have given us your permission to do so, or there is sufficient reason to believe they are acting on your behalf 

Unless required by law, we will never share your personal data without the appropriate and necessary care and safeguards being in place. 

6. How long will we keep your information? 

We will only keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal and regulatory obligations. For further information about how long we will keep your information, please contact us using the contact details outlined in section 1 of this notice. 

7. Use and storage of your information overseas. 

The personal information we and our carefully selected third parties collect from you may be transferred to, stored and processed outside the European Economic Area (EEA). We or our service providers may use cloud based computer systems, e.g. network of remote servers hosted on the internet which process and store your information to which foreign law enforcement agencies may have the power to require access. We will not transfer your information outside the EEA unless it is to a country our information regulator has assessed as having adequate data protection laws, or we have taken all reasonable steps to ensure the company has the necessary privacy and security controls in place to protect your information as if it were in the EEA. Our contracts with these companies will detail the necessary requirements to ensure your information is protected. We will assess these companies’ security arrangements from time to time, ensuring they are only using your information as agreed. If you would like more information about the safeguards we have in place, please contact us using the details outlined in section 1 of this notice. 

8. How will we deal with others acting on your behalf? 

To help manage your booking, we will deal with individuals you nominate, including third parties we reasonably believe to be acting on your behalf, providing they are able to answer our security questions. However, for your protection, if you need to change your contact address or cancel your booking we will need to speak to you directly, your legal representative, someone you have nominated and given us permission to discuss your personal details, or power of attorney. 

9. Your rights. 

You have a number of rights concerning the personal information we use. These include the right to: 

Ask for access to and a copy of your personal information

* Ask us to correct or delete your personal information

Ask us to restrict or object to the use of your personal information at any time

Where you have previously given us your permission to use your personal information, withdraw that permission. Where your permission is withdrawn, your previous consent will remain valid in respect of our use of your information prior to the date you withdrew it, or if any marketing material has been sent prior to you advising that you do not want us to contact you again

* Complain to the Information Commissioner's Office at any time if you object to the way we use your personal information. For more information please go to www.ico.org.uk

* Object to an automated decision, including profiling. For details about the profiling activity we undertake, please refer to section 3 of this notice. 

To discuss your rights or make a request, please contact us using the details outlined in section 1 of this notice. 

Please note, in some cases even when you make a request concerning your personal information we may not be required, or may not be able, to honour it as this may result in us not being able to fulfil our legal and regulatory obligations, or there is a minimum statutory period of time for which we have to keep your information. If this is the case, we will let you know our reasons.

© Cavere Property Management Ltd

York-Holiday-Apartments is a trading style of:
Cavere Property Management Ltd - Company Number 06741725
Registered Address 10 Precentors Court, York, YO1 7EJ

Cavere Property Management Ltd