Privacy and Security Policy

Updated Policy effective 01/07/2019

WHO WE ARE

Caledonian Coffee Company Ltd t/a Inverness City Suites are committed to your security and privacy. We will duly and diligently safeguard and protect the privacy and confidentiality of your personal details and payment information whether in electronic, paper or verbal form.

WHAT INFORMATION DO WE COLLECT FROM YOU, WHY AND WHEN

When you make a reservation with Inverness City Suites you will be asked to complete an online form providing: your name, (home or office) address, (business or private) email address, (cell, home or office) telephone number, credit card details (i.e. credit card type and number, CVC code, expiration date, credit card holder name) This information is required to process, book and complete your reservation (including the sending of a confirmation email of the reservation to you).

We shall collect your personal details for the following purposes: Reservation orders: For the purposes of completing your booking and save for disclosures required by law, criminal investigations, subpoenas or court orders. If you would like to subscribe to our newsletter or would like to receive promotional communications or other information from us, we offer you the option to “Opt in” for this service. If you no longer want to receive our newsletter and/or other promotional communications, you can simply click on the unsubscribe link on any of our newsletters.

HOW DO WE PROTECT AND SAFEGUARD YOUR ONLINE PRIVACY

In accordance with European personal data protection laws, strict security procedures are observed by Inverness City Suites to prevent personal data being misused and/or unauthorized access.

In order to protect and safeguard the personal data provided to us, we have implemented and use appropriate business systems and procedures. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details. The encryption method used is the industry standard “Secure Socket Layer” (SSL) technology.

We have implemented and use security procedures and technical and physical restrictions for accessing and using personal information. Only authorized employees are permitted to access personal information for performing their duties. Our server and network are protected by firewalls against unauthorized access.

WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION AND HOW LONG DO WE KEEP IT

We contract with third party data processors to help us store, catalogue and/or process your personal and payment/credit card information for our sales, service and marketing activities. Among these third parties are Guestline (cloud based hotel booking engine), Secure Trading (payment automation software) and Guestline and Mailchimp (marketing and promotional emails). We require all third party data processors to keep confidential all information that we disclose to them and to only use such information for the purpose for which it was disclosed. Please let us know if you would like more information about how we work with these companies. We recognise that Inverness City Suites is liable for the actions of those agents and processors we use to process your information.

We may provide information to regulatory authorities and law enforcement officials when we believe in good faith that the law requires it, to protect against fraud, to protect the safety and security of other users or to defend our legal rights.

We will not sell or otherwise share your data without your permission exception in the event of a merger, re-organisation or sale of all or part of our business where personal information may be one of the assets transferred.

We retain your personal information for as long as needed to provide you or your company with our services. We also retain and use this information as necessary to comply with legal obligations, resolve disputes and enforce agreements.

CONTROL OVER YOUR DATA

You always have the right to review, correct or request deletion of the personal data you have stored with us. You can request your personal data by emailing us at – clientdata@cccl.scot. Please state ‘request personal data’ in the subject line of your email. If your personal data is incorrect, we will change it upon your request. You can also ask Inverness City Suites to remove your personal data from its database by sending us an email to the aforementioned email address. Whilst we will respond to your request as quickly as possible, please allow us no more than 30 days for any personal information to be accessed, extracted, modified or deleted from our servers and those of our third party vendors.

Even if we delete your information, it may still exist on back up media and archival documents or electronic media on which other business critical information is stored and which Inverness City Suites must retain for legal, tax or regulatory reasons, or for legitimate and lawful business purposes. Access to such information is limited to only authorised personnel who are under an obligation to maintain its confidentiality.

CONTACT

Inverness City Suites is a trading name of Caledonian Coffee Company Ltd, Reg No.SC189601.

The trading address is 2-7 High Street Inverness IV1 1HY and registered office at Ritsons Accountants, 103 High Street Forres, Moray IV36 1AA.

If you have any suggestions or remarks about this privacy statement, please send an email to: stay@ics.scot.

We are at all times entitled to change the way we collect, transmit and process personal information and such other information as we may deem necessary. This Privacy Statement may therefore be amended from time to time in order to reflect the latest changes.