Privacy Policy

Use of private information policy (GDPR) 

Last updated: 31 January 2023

Summary 

We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won’t find any complicated legal terms or long passages of unreadable text. We’ve no desire to trick you into agreeing to something you might later regret. 

Who we are 

The data protection officer in respect of this website is: 

Malcolm Stout

Lynnfield Hotel
Holm Road
St Ola
Kirkwall, Orkney
KW15 1SU

+44 (0)1856 872505
[email protected]

Your Personal Data 

Personal data is data that can be used to identify an individual. For example your name, email address, home address and even IP address. We collect and process personal data in compliance with the General Data Protection Regulation and will never share it with third party marketers or anyone else unless we are forced to by law. 

How your personal data is collected on this website by us and by third parties 

When you use our contact form or email address to contact us, we require your name, email address and telephone in order to reply to you. When you click the submit button on the contact form, your message and contact details are sent to us via email and are stored in our email system. 

When you book a room with us, your booking is handled through our booking system provider Hop Software and subject to their privacy policy.

What information we hold 

• When you contact us by email or through our website, we collect your name, email address, phone number, website address, and the company you work for, if you’ve given us that. 
• If you sign up for a newsletter, we only collect your email address. 
• If you do business with us, we also collect your business name and bank details and keep records of the invoices we send you and the payments you make. 

What we use your information for 

We occasionally use your contact information to send you details of our products and services. When we do, you have the option to unsubscribe from these communications and we won’t send them to you again. We might also email or phone you about our products and services, but if you tell us not to, we won’t get in touch again. We will use your information to communicate about your bookings.

Who’s responsible for your information at our company 

Malcolm Stout is responsible for the security of your information. You can contact him by email at [email protected] or by phone on +44 (0)1856 872505 if you have any concerns about the information we store. 

Who has access to information about you 

When we store information in our own systems, only the people who need it have access. Our management team have access to everything you’ve provided, but individual employees have access to only what they need to do their job. 

The steps we take to keep your information private 

Where we store your information in third-party services, we restrict access only to people who need it. We store passwords in [password app], an encrypted password manager, use a different, randomly generated password for each service, and never use the same password twice. 

The computers we use are all protected by a passcode or fingerprint access. These computers ask for authentication whenever they’re started or after 5 minutes of inactivity. Our mobile devices are also protected by a fingerprint or facial recognition. 

Your rights 

In accordance with UK and European law under the General Data Protection Regulation (GDPR), you have numerous rights in regards to the personal data we hold about you, including: 

Right to confirmation – you have the right to know if we hold personal data that concerns you 
Right to access – you have the right to view and to obtain a copy of any personal data we hold that concerns you 
Right to rectification – you have the right to the correction of any inaccuracies within the personal data we hold that concerns you 
Right to erasure – you have the right to have your personal data removed from our systems 

Should you wish to exercise any of these rights, please contact us by email or by telephone. 

You can find out more about your rights under the GDPR here. 

How to complain 

We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Malcolm Stout by email at [email protected] or by phone on +44 (0)1856 872505. If you want to send a letter, please address this to:

Lynnfield Hotel
Holm Road
St Ola
Kirkwall, Orkney
KW15 1SU

Changes to the policy 

If we change the contents of this policy, those changes will become effective the moment we publish them on our website. 

Last Updated: This Privacy Policy was last updated on 31 January 2023.