Hop To It - Bed & Breakfast - Rabbit Hotel & Retreat

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September 2022
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Location
Privacy Policy
Introduction

Galgorm is committed to protecting and respecting your privacy to uphold our genuine concern for the welfare of our guests and visitors. The purpose of this Privacy Policy (the “Policy”) is to outline how we deal with any of your personal data. We adhere to the Policy together with any disclaimers to set out the basis on which any personal data we collect from you or that you provide to us, or that is provided to us relating to you (“Data”) by any means will be processed. Please read the following carefully to understand our use of personal data. Please note that the Policy relates only to living individuals in relation to personal data relating directly to themselves, and not to persons in any other capacity.

Types of Information Collected

We retain two types of information:

Personal Data

We collect personal data from you when you provide such personal data to us, or via our services with which you interact. We may also obtain such other personal data about you as may be provided to us in the course of our legitimate business activities.

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; photograph, financial information about you, including your bank account details, credit card details, or other payment details; 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 infrared body surface temperatures and 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, gym, leisure, retail or food related services to you; details of your location while on the property via keycards and security measures such as closed circuit television and personal body cameras (worn on employee uniform).

As part of the registration process for our ezine, we collect personal information. We use that information for a couple of reasons: to provide you with information you have asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are correct and to check every now and then that you are happy and satisfied. We do not rent or trade email lists with other organisations and businesses.

Non-Personal Data

We may also process other data, which is not personal data.

When you access our website or wi-fi facilities, your device’s browser provides us with information such as your IP address, browser type, access time and referring URL which is collected and used to compile statistical data. This information may be used to help us to improve our website and the services we offer, and to offer services to you.

Like most websites, we gather statistical and other analytical information collected on an aggregate basis of all visitors to our web site. This non-personal data comprises information that cannot be used to identify or contact you, for example, user IP addresses where they have been clipped or anonymised, browser types and other anonymous statistical data involving the use of our website.

When you use the Wi-Fi network on the premises, we may collect data about:

a) your device;

b) the volume of data which you use;

c) the websites and applications which you access;

d) your usage by access time, frequency and location.

Security and where we store your personal data

We are committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorised access and use. As effective as modern security practices are, no physical or electronic security system is entirely secure. We cannot guarantee the complete security of our databases, nor can we guarantee that information you supply will not be intercepted while being transmitted to us over the Internet. We will continue to revise policies and implement additional security features as new technologies become available.

The transmission of information via the internet is not completely secure and may involve the transfer of data to countries outside of the European Economic Area (EEA). This occurs typically through use of cloud solutions for web hosting, email hosting or proprietary software solutions delivered to us through the Cloud. We do not however authorise any third party to use your personal data for their own purposes. Non-EEA countries may not provide an adequate level of protection in relation to processing your personal data. By submitting your data, you agree to this transfer, storing and processing.

Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to us. Any transmission of data is at your own risk. Once we receive your personal data, we use appropriate security measures to seek to prevent unauthorised access.

Cookies

Cookies are small text files stored on your device by a web browser (eg. Internet explorer) that hold information about your previous visits to our site. On returning to our site, this stored information is fed back to use allowing us to offer you a more personal browsing experience. By using our website you consent to cookies being used in accordance with our Cookie Policy. If you do not consent, you must disable cookies or refrain from using the site.

Uses Made of Your Personal Data

We use your personal data that we hold:

In advertising our services, providing you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes (our list of services below);
- To carry out our obligations arising from any contracts entered into between you and us;
- In advertising our services, providing details of any loyalty scheme or promotion;
- To comply with legislation including health, wellbeing and contact tracing data in relation to Coronavirus ; and/or
- To notify you about changes to our services.
You have a right to have your personal data corrected, if inaccurate, or, in certain circumstances, erased. Please forward any such requests by email to switchboard@galgorm.com

List of services
- Accommodation
- Gym
- Spa
- Leisure
- Retail
- Restaurant, bar service and other food-related services
- Events
- Weddings
We may use your data to send you information relating to our services, events, and products which may be of interest to you. If you do not want us to use your data in this way, please notify us to that effect.

We keep your Data for varying periods according to our Retention Schedule.

Disclosure of your information

We may disclose your Data to third parties who provide a service to us or in the event that we sell or buy any business or assets, in which case we may disclose your Data to the prospective seller or buyer of such business or assets or if we are under a duty to disclose or share your Data in order to comply with any legal obligation or to protect our rights, property, or safety of staff or customers. Currently, we disclose your Data to the following providers.

Provider/Recipient;

State EU or other state jurisdiction to which Data is transferred

Some jurisdictions may not have adequate safeguards for the protection of personal data, and where this is the case we comply with Chapter 5 of the General Data Protection Regulation (“GDPR”) to provide an alternative method of safeguarding your personal data.

We may disclose personal information to our third-party service providers who provide services such as wedding event suppliers, website hosting, data analysis, payment processing, order fulfilment, information technology and related infrastructure provision, email delivery, auditing and other services.

We may provide non-personal data to third parties, where such information is combined with similar information of other users of our website. For example, we might inform third parties regarding the number of unique users who visit our website, the demographic breakdown of our community users of our website, or the activities that visitors to our website engage in while on our website. The third parties to whom we may provide this information may include potential or actual advertisers, providers of advertising services (including website tracking services), commercial partners, sponsors, licensees, researchers, and other similar parties. We will not disclose your personal data to third parties unless you have consented to this disclosure or unless the third party is required to fulfil your order (in such circumstances, the third party is bound by similar data protection requirements). We will disclose your personal data if we believe in good faith that we are required to disclose it in order to comply with any applicable law, a summons, a search warrant, a court or regulatory order, or other statutory requirement.

When someone makes a booking, we use various third-party services listed below to record booking information and process payment. Information we collect may include, but is not limited to, personal information such as your name, email address, telephone number and stay preferences. This information is hosted securely on the servers of these third parties. We use this information primarily to fulfil your hotel, spa or restaurant booking. We also may send you pre and post-stay communications via these third parties.

Maestro

ResDiary

Silverware

FexCo

RealEx

NetAffinity

For-Sight

Shopify

When someone visits www.galgorm.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

We use a third-party provider, For-Sight, to deliver ezines. We gather statistics around email opening and clicks using industry-standard technologies to help us monitor and improve our ezines. For more information, please see For-Sight privacy notice. You can unsubscribe to ezines at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing us at switchboard@galgorm.com.

Links to other sites

Our website may, from time to time, contain links to and from other websites. If you follow a link to any of those websites, please note that those websites have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check those policies before you submit any data to those websites.

Your Rights

As an individual, under EU law you have certain rights to apply to us to provide information or make amendments to how we process data relating to you. These rights apply in certain circumstances and are set out below: -
- The right to access data relating to you (‘access right’).
- The right to rectify/correct data relating to you (‘right to rectification’).
- The right to object to processing of data relating to you (‘right to object’).
- The right to restrict the processing of data relating to you (‘right to restriction’).
- The right to erase/delete data relating to you (i.e. the “right to erasure”).
- The right to ‘port’ certain data relating to you from one organisation to another (‘right to data portability’).
To find out what personal data we hold on you or to have your personal data updated, amended or removed from our database, please contact us at switchboard@galgorm.com. Any such data subject requests may be subject to the prescribed fee.

Changes to this policy

We reserve the right to change this Policy from time to time in our sole discretion. If we make any changes, we will post those changes here so that you can see what information we gather, how we might use that information and in what circumstances we may disclose it. By continuing to use our site or our services or otherwise provide data after we post any such changes, you accept and agree to this Policy as modified. Policy last reviewed June 2019.

Retention

We keep your personal data for so long as is reasonably necessary for the purpose for which we use it, in most cases for 1 -2 years but in certain circumstances, this may be for a shorter or longer period this will include body surface temperature checks for statistical purposes and/or for contact tracing.. If longer, for any duration required by law and for statutory claims limitation periods where your personal data may be relevant to any possible liability we may have.

Contact Us

Questions, comments, requests and complaints regarding this Policy and the information we hold are welcome and should be addressed to us at switchboard@galgorm.com. All requests will be dealt with promptly and efficiently.

Registered Office

Galgorm Manor Hotel Limited trading as Galgorm Spa & Golf Resort located at 136 Fenaghy Road, Galgorm, Co. Antrim, BT42 1EA is a private company limited by shares registered in Northern Ireland, number NI027233.

Registered office address: Murray House, Murray Street, Belfast, BT1 6DN
Cookie Policy
Cancellation Policy

Only flexible rates may be cancelled by 12 noon 72 hours prior to arrival without charge. Any cancellations made after this time are subject to 100% fixed cancellation charge paid as compensation for loss suffered. This will be charged to the credit card given at the time of booking. Full cancellation charges apply to any "Lock It In" bookings and/or any promotional offers were it states non-refundable.
Health & Safety Info

OUR COMMITTMENT TO YOU:

We are delighted to finally open our doors following the Covid -19 pandemic. We very much welcome the ease of restrictions, however some are still in place to ensure the health of our team members and guests remain our priority:

Prior to Arrival

To minimise as many high touch points as possible within all outlets of Galgorm Collection we have invested in a new app;

This app contains important information needed to navigate the Galgorm Spa and Golf Resort, including our Thermal Village map, the food and beverage menus for all our Dining Outlets (not only in the resort but also including Castle Kitchen, The Rabbit, Café Parisien and Fratelli Belfast), our Room Directory and much more.

You will receive a link to the app prior to arrival, and we ask that our guests download the app to make the most of their Galgorm Collection Experience.

Cleansing Tunnel

We have implemented some further hygiene measures to include Mistpal cleansing tunnels. The use of the Mistpal tunnel will be recommended, however, it is optional for our guests to avail of at their convenience, on arrival to the Collection sites.

Enhanced Safety and Cleanliness in Public Areas

As we continue to fight the spread of the virus, our hand washing/sanitising practises and our social distancing etiquettes are of vital importance.

All our staff will be visible wearing face coverings whilst working in public areas. We would also ask that our visitors and guests wear face coverings indoors as per government advice, except when seated at a table in one of our food and beverage outlets. Disposable masks are available, on request from our reception areas.

Please observe the Social Distancing Guidelines and floor markings on display throughout the Resort; they are there for your safety and that of our team members.

A range of alcoholic and non-alcoholic hand sanitisers are available for team member and guest use upon entry to the Collection sites. Hand sanitiser units are also available for your convenience in public areas. We also have Galgorm branded hand sanitiser for our guests' comfort and convenience as they navigate through their Galgorm journey.

Our new and dedicated Public Areas Cleaning Team will be visible at all stages throughout your stay or visit, using our vast disinfectant resources to address high touch points.

The team have also increased the frequency of decontamination and sanitisation throughout the Collection, using Aerofog Generators containing our COSHH assessed disinfectants, Airsteril MP100 decontamination units and Ozo Sanitiser/Ozone Compact Air Purifiers.

Your Accommodation

Our Housekeepers are provided with the PPE needed to keep them safe as they service your accommodation. We have scrutinised their already immaculate cleaning standards and made the necessary adjustments to protect the health of our guests.

All high touch points within the accommodation will be thoroughly sanitised during each service.

Additional cleaning aids, such as colour coded microfibre cloths which help to combat cross contamination, and our continued partnership with Ecolab provides us with the peace of mind that the chemicals we clean with have been awarded their Statement of Efficacy Against Coronavirus.

We add the finishing touch to accommodation by using an Airsteril™ MP100 Decontamination Unit – the same as those used by health professionals to help control infections in hospital environments.

Your Dining Experience

Our restaurant layouts have been altered to aid with social distancing requirements. Our paper menus have been replaced by electronic versions housed in our app which you will have downloaded prior to your arrival.

It is essential that any dining experience, including breakfast and room service, be booked in advance. This allows us to manage the volume of guests and team members within any one area, to ensure social distancing guidelines are followed.

Behind the Scenes

Our kitchen layouts have also been reviewed to support social distancing among our team members.

Increased sanitation of food service areas will be coupled with an Ozone™ Compact Air Purifier which will be used during hours of closure, for further deep sanitation of all kitchens and Front of House areas within our restaurants.

We have implemented further segregation of team members to include increased home working, departmental bubbles, and removal of cross site working and further restrictions in communal areas such as break rooms.

We have implemented a traffic light emergency response plan to quickly identify and communicate with team members who are required to take action such as isolation or testing.

We also maintain regular and on-going contact with our Senior Environmental Health Officer, local council bodies and contact trace is also in place across the Collection.

Galgorm Collection has recently registered to participate in the Government Workplace testing Program. Participation in this programme is greatly encouraged, however, entirely voluntary for our team members. Tests should be carried out twice per week by staff and all results (positive, negative and void) should be recorded on the NHS portal.

Some benefits of workplace testing include:-

Asymptomatic testing can help to protect staff.

Helping to give confidence to those who continue to come into work.

It will also provide additional assurance to customers who are interacting with our staff.

Positive or negative test result within half an hour.

The rollout of workforce testing can play a role in trying to help prevent closure in the event of an outbreak.

Helps keep the chain of transmission down as more and more facilities begin to reopen.

These devices help identify people who have the virus but do not have symptoms (1 in 3 people who have Covid-19 will not display any symptoms).

The Bar

Our bar areas currently provide table service only, with standing room and over the counter service prohibited. Our table layouts will promote social distancing, creating a safe environment for our team members and our guests.

On-going Review

All above measures will be reviewed and enhancements or additions will be made where advised or required, in the best interests of our team members and guests.

Welcome Back

Our Hygiene Commitment is a fluid working document that is reviewed regularly and will continue to be updated and edited to provide all our customers with appropriate information.

The above steps have been created in line with government advice and that of our Health professionals, who have worked so tirelessly in the face of this pandemic. We ask that you consider the work they have done, and the sacrifices they have made, as we all work together to adhere to the guidance provided to us.

Thank you!

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Hop To It - Bed & Breakfast

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