Millport Holiday Flats is committed to respecting and protecting your privacy.

This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

Any questions regarding this policy and our privacy practices should be sent by email to millportholidayflats@gmail.com

1. Who are we?

Millport Holiday Flats (MHF) is a holiday flat letting company based in Millport, Isle of Cumbrae, Scotland. In this policy 'MHF', 'we', 'us' or 'our' means Millport Holiday Flats.

2. How do we obtain information from you?

Information you give us directly.

For example, we may obtain information about you when you request a booking, make a payment, or purchase products and services from us.

Information you give us indirectly.

Your information passed to us by third parties or sub-contractors acting on our behalf such as www.millport.org who provide us with booking requests and your contact details.

When you visit this website.

We do not place cookies or track your visit to our website.

3. What type of information is collected from you?

The personal information we collect, store and use include:

• your name and contact details (including postal address, email address, mobile and landline telephone numbers);

• other personal information you share with us (e.g. name of spouse or partner).

4. How and why is your information used?

We may use your information for a number of different purposes, which include:

• providing you with the services, products or information you asked for;

• processing orders that you have submitted;

• carrying out our obligations under any contracts entered into between you and us;

• keeping a record of your relationship with us;

• conducting analysis and market research to better understand how we can improve our services, products or information;

• checking for updated contact details so we can stay in touch;

• seeking your views or comments on the services we provide;

• notifying you of changes to our services;

• sending you communications which you have requested and that may be of interest to you. These may include information about special offers and promotions of goods and services.

5. How long is your information kept for?

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfill our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes). We review our retention periods on a regular basis. If you would like to know more about how long we hold your personal data for – please email us on millportholidayflats@gmail.com

6. Who has access to your information?

Only MHF staff will have access to your information. We do not sell or rent your information to third parties. We do not share your information with third parties.

7. Lawful Processing.

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Specific Consent

Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone call.

Performance of a Contract

Where we are entering into a contract with you or performing our obligations under it, like when you rent a holiday flat or named products and services.

Legal Obligation

Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority.

Vital Interests

Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our properties) or a safeguarding issue which requires us to share your information with the emergency services.

8. Your Choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us then you can confirm your choices (including that you do not wish to be contacted) by sending us an email at millportholidayflats@gmail.com

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted. We will retain your details on a suppression list to help ensure that we do not continue to contact you. However, we may still need to contact you for administrative purposes; like where we are processing a booking or thanking you.

9. Your Rights

Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:

Right of Access

You have a right to request access to the personal data that we hold about you.

You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.

If you want to access your information, please send a description of the information you would like to see and proof of your identity by post to the email address provided below.

Right to Have Your Inaccurate Information Corrected

You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us.

If you change email address or telephone numbers, or if you believe any of the other information we hold is inaccurate or out of date, please contact us via email at millportholidayflats@gmail.com

Right to Restrict Use

You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy, or we're not lawfully allowed to use it.

Right of Erasure

You may ask us to delete some or all of your personal information. We will do so as far as we are required to.

If you want to exercise any of the above rights, please email us at millportholidayflats@gmail.com We may be required to ask for further information and/or evidence of identity. We will endeavor to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.

10. Keeping Your Information Safe

When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it.

Non-sensitive details (your email address etc.) are transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

11. Keeping Your Information Up to Date

We take reasonable steps to ensure your information is accurate and up to date.

We would really appreciate it if you let us know when your contact details change.

12. Age 16 or Under?

We particularly wish to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission before you provide us with personal information.

13. Changes to This Policy

Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you're happy with any changes. If we make any significant changes we'll make this clear on this website.

We will review and update this policy regularly. This policy was last updated in March 2024.