Privacy Policy

Who We Are

Gifford House is a guest house located at 103 Dalkeith Road, Edinburgh, EH16 5AJ. This Privacy Policy explains how we collect, use, and protect your personal data.

Data Controller:
Gifford House Ltd
Email: bookings@giffordhouseedinburgh.com
Phone: 0131 667 4688
Company Number: SC 803852
Registered Address: 103 Dalkeith Road, Edinburgh, EH16 5AJ

What Information We Collect

We collect personal data when you:

1. Make a booking (directly or via third-party sites like Booking.com)
2. Contact us via phone, email, or our website
3. Stay at our property
4. Sign up for marketing communications
5. Are recorded on our CCTV system

We may collect:

1. Name
2. Contact information (email, phone, address)
3. Booking information (dates, preferences, requests)
4. Payment details (processed by secure third-party providers)
5. Communication history
6. Passport and identity information
7. IP address and browser/device data
8. CCTV footage (see section 6)
9. Marketing consent status

How We Use Your Information

We use your personal data to:

1. Manage bookings and guest stays
2. Respond to enquiries or complaints
3. Process payments
4. Send marketing emails (if you consent)
5. Monitor and secure our premises via CCTV
6. Comply with legal and tax obligations

We do not sell or rent your personal data to third parties.

Legal Basis for Processing

We rely on the following legal bases:

1. Contractual necessity: To process your booking or reservation
2. Consent: For marketing emails or cookies
3. Legal obligation: For compliance with tax, public safety, or immigration rules
4. Legitimate interest: For security (e.g. CCTV), improving services, and operational management

Marketing Communications

With your consent, we may send you occasional emails regarding:

1. Special offers and seasonal promotions
2. Updates about our services or facilities

You can unsubscribe at any time via the link in any marketing email or by contacting us directly.

CCTV Monitoring

We operate CCTV in shared, public areas for:

1. Crime prevention and detection
2. Guest and staff safety
3. Property security

Footage is stored securely and typically retained for 30 days, unless required longer for investigation purposes. Access is restricted to authorised personnel and may be shared with law enforcement where required.

Sharing Your Data

We may share your data with:

1. Booking platforms (e.g., Booking.com, Expedia)
2. Payment processors
3. IT service providers (e.g., website, cloud, or email marketing providers)
4. Law enforcement or regulators if required by law

These providers are contractually bound to protect your data and act only on our instructions.

International Data Transfers

Some of our third-party service providers (e.g., Booking.com, Mailchimp, Google) may store or process data outside the UK or EEA (such as in the United States). Where this occurs, we ensure appropriate safeguards are in place, such as:

1. Data processing agreements incorporating Standard Contractual Clauses (SCCs)
2. Providers certified under frameworks like the UK-US Data Bridge or EU-US Data Privacy Framework (where applicable)

We only use providers who meet GDPR standards of data protection.

Data Retention

We keep your personal data as follows:

1. Guest and booking records: 7 years (for financial/tax compliance)
2. CCTV footage: 30 days
3. Enquiry correspondence: Up to 2 years
4. Marketing data: Until you withdraw consent or unsubscribe

Your Rights

You have the right to:

1. Access your personal data
2. Request correction or deletion
3. Restrict or object to processing
4. Withdraw marketing consent
5. Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us at: bookings@giffordhouseedinburgh.com

Security

We protect your data through:

1. Secure systems with limited access
2. Staff training on data handling
3. Encrypted communications (where applicable)
4. CCTV stored securely and monitored internally

Cookies and Website Tracking

Our website uses cookies to:

1. Improve functionality and user experience
2. Collect anonymous usage statistics (e.g., via Google Analytics)
3. Support online booking functionality

Types of cookies we use:

1. Essential cookies: Necessary for the website to work properly
2. Analytical cookies: Help us understand website traffic and usage
3. Marketing cookies: (if applicable) Help tailor promotions to users

You can manage your cookie preferences through your browser settings. By continuing to use our website, you agree to our use of cookies.