Legal
Privacy notice
This notice explains what personal information Belvoir Hotel collects, why we collect it, who we share it with, how long we keep it and what you can ask us to do with it. It covers this website, bookings made on it, and the personal information we hold about you when you stay with us.
1. Who is responsible for your information
Belvoir Hotel, 1 Grantham Road, Whatton-in-the-Vale, Nottinghamshire, NG13 9EU is the data controller. We decide what is done with your personal information.
You can reach us about your information on 0116 507 5404 or by email to info@belvoirhotelnotts.co.uk.
2. What we collect, and why
We only ask for what we need. The list below is the whole picture — if something is not on it, we do not collect it.
Booking and stay information
- Your name, email address and telephone number — to take the booking, send you a confirmation, and reach you if plans change. Legal basis: performing our contract with you.
- Your arrival and departure dates and party size — to check availability and price your stay. Legal basis: performing our contract with you.
- Payment card details — entered on our payment provider’s own secure page. They go to the provider, not to this website, and we do not see or store the full card number. Legal basis: performing our contract with you.
- Arrival time and any special requests — so we can prepare the room properly. Legal basis: legitimate interests, in making sure your room matches what you asked for.
- Anything you choose to tell us during your stay — including messages and anything recorded in the course of looking after you. Legal basis: performing our contract with you.
Website use
- Availability searches — the dates and party size you search for are carried in the web address of the page, used to show you rooms, and are not stored against you.
- Technical data — such as your IP address and browser type, kept in server logs to keep the site secure and diagnose faults. This is first-party security logging, kept short, and not used to build a profile of you. Legal basis: legitimate interests, in operating a secure website.
- The website assistant — see section 3. It is not connected to your booking and does not collect contact details.
Marketing
We do not add you to a marketing list because you booked or stayed with us. If you ask to hear from us, that is consent, and every message carries a one-click way to stop. You can unsubscribe from any email, or ask us to remove your details entirely.
3. The website assistant
Our website assistant answers general questions about rooms, dining and the local area. It works from the text of this website. It is not connected to your booking record, it does not remember you between visits, and it does not ask for contact details. Answers are produced by an AI provider acting on our instructions.
Please do not give it payment details, passport or driving licence numbers, or health information. Anything typed into it may be reviewed in order to improve the service.
4. Special category information
Some information needs extra care under data protection law — health, disability, dietary requirements, and racial or ethnic origin. A hotel genuinely needs some of this to look after you properly, so please tell us what matters to you.
Where you provide it, we use it to provide an appropriate room, to meet your accessibility and catering needs, and to keep you safe. Our legal basis is your explicit consent, and where consent cannot be given, our obligation to protect other people’s health and safety under the special-category condition in Article 9 of UK GDPR. We do not use it for marketing, we do not sell it, and we do not share it beyond the staff who need it to look after you.
If you tell us something sensitive without meaning us to record it, tell us and we will remove it.
5. Who else sees your information
We share it only with organisations that help us run the hotel and your stay:
- Taking and securing an online booking, and processing payment — Our payment provider. Card details are entered on the provider's own secure page. They reach the provider, not this website, and are not stored by us.
- Sending a booking confirmation and any message you send us — Our email provider. We do not add you to a marketing list as a result of booking.
- Answering you when you use the website assistant — Artificial intelligence provider. The assistant answers general questions about rooms, dining and the local area. It is not connected to your booking record, and it does not collect contact details. Do not send it payment details, passport numbers or health information.
- If the law requires it — we may be required to disclose information to UK authorities, for example where there is a genuine risk to life, or under a court order. We disclose only what is actually required.
We do not sell your personal information, and we do not share it for anyone else’s marketing.
6. Where your information goes
We are based in the United Kingdom. Some of the services we use are hosted outside the UK. Where that happens, your information is transferred under safeguards approved by the UK — the UK International Data Transfer Addendum to the European Commission’s standard contractual clauses, or an adequacy decision where one exists — and we have checked that the provider applies an equivalent standard of protection.
7. How long we keep it
We keep your information only as long as we need it, and then we delete it. Our stated periods are:
- Booking records and guest stay history — Six years from your last stay. The limitation period for contractual claims under the Limitation Act 1980, and our accounting records.
- Contact and enquiry details for people who did not stay — Two years from your last message. So we can answer a follow-up and show we handled the enquiry properly.
- Marketing preferences — Until you unsubscribe, plus 12 months. Evidence of consent, so we can show the marketing was lawful.
- Enquiries sent to the website assistant — Not retained as a stored transcript beyond the current session. The assistant does not build a guest profile.
- CCTV footage — 31 days, unless needed for an investigation or dispute. ICO guidance: 31 days is a common upper limit for general security footage.
8. Your rights
UK data protection law gives you the right to ask us to:
- Give you a copy of the personal information we hold about you.
- Correct it if it is wrong — for example a misspelled name on a booking.
- Delete it where we no longer need it.
- Restrict or object to how we use it, including objecting to any marketing.
- Move it to another provider where we hold it electronically and you ask us to.
- Not be subject to an automated decision that significantly affects you. Availability and pricing are set by us, not by an algorithm acting on you alone.
These rights are free. We will not ask for a fee, and we will not treat you worse for asking. We usually answer within a month. To make a request, contact us on 0116 507 5404 or info@belvoirhotelnotts.co.uk, and we will confirm what we are doing.
9. If you are unhappy
Please raise it with us first — we would rather sort it out. Contact us on 0116 507 5404 or info@belvoirhotelnotts.co.uk. We acknowledge complaints within 30 days and deal with them without undue delay.
If you want to take it further, you can complain to the Information Commissioner's Office. We would rather you raise a concern with us first, so that we can put it right quickly.
10. Children
Our website and booking engine are not directed at children. If a booking is made for a child by a parent or guardian, the parent or guardian is responsible for that information and should contact us with any question about it.
11. Changes to this notice
If we change what we do with your information, we will update this page and change the date at the top. If the change affects information you have already given us and we cannot rely on consent for the new use, we will tell you before we start.