Privacy Policy

Rose Hospitality Website

Last modified 6th November 2024 v1.4

Rose Hospitality Limited owns and operates www.rose-hospitality.com. Rose Hospitality Limited is a company registered in England, number 12405049.

In this Privacy Policy, the terms “we”, “our”, and “us” refer to Rose Hospitality Limited (called hereafter "Rose Hospitality") the "data controller" and the terms “you” and “your” to mean any person using our website.

Rose Hospitality is committed to ensuring the privacy and protection of your personal information. This Privacy Policy (Policy) explains what information we collect about you and why, what we do with that information, and how we handle that information.

When you provide or we collect information by which you can be identified then it will only be used in accordance with this privacy policy and the General Data Protections Regulations (GDPR) 2018.

 

1. WHAT YOU NEED TO KNOW QUICKLY...

MARKETING SUBSCRIPTIONS

To receive the benefits of any of our Marketing Subscriptions you will need to separately "opt-in" to the use of your email and other personal information.

Each of these marketing subscriptions require a GDPR opt-in for the use of your email, and the additional details we collect from you. At any time you can opt-out of one, some or all of these Subscriptions.

"Newsletter"

Our main newsletter giving you updates on our work in guest intelligence.

"Mews Update"

Our newsletter specific to the way Rose Connects transfers guest answers to Rose Questions through to Mews PMS notes and tasks.

ENQUIRIES

Satisfying any queries or requests for information via forms on this website requires "legitimate use" of personal details to support our ability to respond to those enquiries. Information is captured to ensure proper delivery of responses to you and keeping in touch with you about our two way communications with you.

Due to "legitimate use" of your personal data, this transactional information does not require GDPR "opt-in".

 

2. PRIVACY POLICY IN DETAIL

Below we explain the sorts of information we capture for the three types of Quick Read use cases (1, 2 and 3 in the "Quick Read" Section above).

This policy explains:

• What information we may collect about you

• How we may use this information

• How this information is stored

• Your choices regarding the information you provide to us

• Your data rights

• Contact us

• Opt-out

 

What information we may collect about you

1.1. Information you provide to us

We may collect the following information:

• Purchase data, such as products you have purchased from us
• Profile data, such as your preferences and feedback
• Contact data, such as your name, billing address, email address and phone number
• Financial information, such as your credit/debit card number or bank details·
• Marketing data, including your marketing and communications preferences
  
  

We only hold your personal data when you voluntarily provide it to us, in situations when you:

• Place an order
• Make an enquiry, by email or on our website
• Update your profile and other account details
• Subscribe to our Marketing Subscriptions (mailing lists)
• Fill in a form, such as an enquiry or feedback forms
• Register or attend Rose Hospitality events
• Interact with our social media accounts

1.2. Information we collect automatically when you use our website

When you use our website, we automatically collect non-personal data, including:

• Technical information, including your IP address, type of browser that you use, the time, duration and frequency of your access, time zone, location, pages viewed, operating system and version and unique device identifiers
• Usage data, we may collect data to understand how you use our website and products
• Information collected by cookies and other tracking technologies (see section 3.3.)

 

How we may use this information

2.1. Contact data:

What we do	Why we do it	Legal basis
Process your orders	In order for you to receive our paid-for services, we need to know some of your personal and corporate information.	It’s necessary for our legitimate use as part of fulfilling our contract commitment to you.
Send your order confirmations and updates	So you know that your order has been placed and when it is expected to arrive.	It’s part of fulfilling our contract commitment to you.
Send account and service updates	To keep you informed of any changes to Rose Hospitality Limited, including our changes to our terms and conditions and privacy notice.	It’s part of fulfilling our contract commitment to you.
User and customer support	To provide customer service and support, to deal with enquiries or complaints, which is necessary for your customer experience.	It’s part of fulfilling our contract commitment to you.

2.2. Financial information:

What we do	Why we do it	Legal basis
Take payments and issue refunds	Our business relies on taking payments when you buy a product or service.	It’s necessary for our legitimate use as part of fulfilling our contract commitment to you.
Maintain a record of transactions	To keep our financial accounts up to date.	It’s necessary to comply with our legal obligations.

 

2.3. Purchase data:

What we do	Why we do it	Legal basis
Analyse your favourite products	We want to share with you promotions and deals that you care about and provide you with the best service that we can.	It’s important that we know your preferences, to help serve you better.
Personalise your website experience	To give you the best experience on our website.	It’s important that we know your preferences, to help serve you better.

 

2.4. Profile, marketing and subscription data:

What we do	Why we do it	Legal basis
Manage your subscriptions	We need to be able to send you information when you ask for it and to keep in contact with you about our news, events, website features, products and services you opt-in to hear about.	It’s part of fulfilling our contract commitment to you.
Manage and respond to your form entries	For example, to reply to enquiries you make.	It’s part of fulfilling our contract commitment to you.

 

2.5. Technical and usage data:

What we do	Why we do it	Legal basis
Identify when you visit our website	If we know who you are, we can improve your experience on our website.	It’s important for us to improve your experience.
Identify what device you're using	If we know what device you are using, we can improve our user interface for you.	It’s important for us to improve your experience.
Analyse website behaviour	To improve our website, service, customer relationships and experiences.	It’s part of fulfilling our contract commitment to you.

 

 

How this information is stored

The information provided will be held in accordance with the General Data Protection Regulations (GDPR) and may be used by Rose Hospitality to supply the services which you have requested.

3.1. How long we keep it for

We review the retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (e.g. financial and contractual obligations and records). We will hold the information as long as is necessary for the relevant activity or as long as set out in any contract you hold with us.

Where we have collected the personal information based on your consent and we have no other lawful basis to continue with that processing, we will retire the use of such information we hold. Or, if you subsequently withdraw your consent then we will stop processing that personal information and delete it. This will not affect the lawfulness of processing data based on consent before its withdrawal.

3.2. Where we store your personal data

All information you provide to us is stored on secure servers. In order to prevent unauthorised access or disclosure we have effective physical, electronic and managerial procedures to safeguard and secure the information we hold about you including online collection of data.

We keep information about you safe and secure by using security protocols embedded within electronic cloud-based databases including HubSpot (CRM & Content Management System), Amazon Web Services (Hosted Servers), Mongo DB (Databases), Rose Applications (API connections & Dashboards) and Google Drive (Document Management System), Stripe (Payment System), all of which have password protected systems, accessed only by our staff and technical consultants who have been sufficiently trained and who are bound by our organisational policies and procedures.

If we collect and retain information for payment, audit or employment purposes, it is stored securely. We do not store debit/credit card details and destroy or obscure these as soon as your payment is processed.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

3.3. Cookies

Cookies are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you again when you visit, and may be used to gather general internet data about your pageview. When used, cookies are downloaded to your computer only when accepted by you and they gather information on browsing actions and patterns and do not identify you as an individual. This helps us improve our site and services to you.

It is possible that we may gather general information regarding your computer’s access to our online services. This collection of technical web-traffic data is used for statistical analysis about our website for use by us to monitor levels of traffic and usage.

All computers can block cookies by activating proper browser settings. There is a place to enable you to decline cookies when you visit our site. Please note if you decline cookies you may experience limited access to certain areas of our site, and we will be unable to personalise your experience.

3.4. Social Media

Rose Hospitality may use Facebook, Twitter, Instagram, LinkedIn and YouTube for social media interactions. However, please note that we do not have any control over other websites and therefore cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. They are not governed by this privacy policy and we do not accept any responsibility or liability for these sites and would advise that you check the privacy statements before submitting any personal data to these websites.

 

Your choices regarding the information you provide to us

We never have and never will sell your data or share it with another company for marketing purposes. We keep your data safe and will only share this when we are required to by law or we are using other companies’ services – for example HubSpot to circulate our email newsletters or compliance and regulatory bodies: HM Revenue & Customs (HMRC), police, local authorities, where they request it and we may lawfully disclose it, for example for the prevention and detection of crime.

Any company whose services we use in this way are required to treat your data as carefully as we do and use it only in the course of the work they are doing for us.

Third parties who may provide an element of a service for us are classed as Data Processors, for example Hubspot, Xero and Stripe. They will not share any data with any organisation other than us. They will hold it securely and retain it for the period instructed.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or unless we are required by law to do so. You may request details of personal information which we hold about you under the General Data Protection Regulations 2018. See your rights below.

 

Your data rights

At any time, you may review or update the personally identifiable information that we hold about you, by contacting us at the address below. To better safeguard your information, we may also take reasonable steps to verify your identity before granting access or making corrections to your information.

5.1. Rights that you may have, include:

1. Rectification: We want to make sure that the personal information we hold about you is accurate but if you believe that any information we are holding on you may be incorrect or incomplete, please contact us as soon as possible (see Section 6 “Contact us”). We will promptly correct any information found to be incorrect.

2. Access: You have the right to request a copy of the information we hold about you (Data Subject Access Request) and this can be submitted at any time. We will respond within one month of receiving this request in writing. Please contact us for full details.

3. Erasure: You also have the right to request the modification or deletion of your personal information (otherwise known as right to be forgotten). We will only decline to modify or erase your personal information in some cases in accordance with applicable national laws. To protect your right to be forgotten, all personal data not subject to a contract will either be anonymised or destroyed.

4. Restriction: You can limit the way we use your personal data if you are concerned about the accuracy of the data or how it is being used. We do not make any decisions by automated processes.

5. Data Portability: This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

If you wish to opt out of any communication/update your preferences, please simply follow the instructions at the end of every communication from us or contact us (see Section 6 below).

5.2. How to exercise your rights

You may exercise your rights above by contacting us using the details below or in the case of preventing processing for marketing activities also by checking certain boxes on forms that we use to collect your data to tell us that you don’t want to be involved in marketing or by updating your marketing preferences via your account with us. Please note that we may need to retain certain information for our own record-keeping.

You have the right to lodge a complaint about us to the UK Information Commissioner’s Office.

 

Contact us

We respond to all requests that we receive from individuals who wish to exercise their data protection rights in accordance with applicable data protection laws.

Questions, comments and requests regarding this privacy policy are also welcomed.

You can contact us with your request or questions by sending an email to privacy@rose-hospitality.com or fill in the form below.

 

Opt out

Use this opt out form to ask for removal from one or more aspects of our Hubspot website and marketing platforms: