The aim of this short document is to set out what data we require from our guests, why we need it and why we keep some information after your stay.
How is your credit card information stored?
Your credit card is stored on a secure server in the UK. The card information is encrypted and only made available to us when you order a service that has a cost eg an overnight stay. We can only access the last four digits of your card.
Any personal data you give to us will be used to respond fully to your enquiry, make a booking with us or send you appropriate electronic marketing offers/updates (if you have 'opted in' to receive one of our six emails a year). This information that you give us will then be stored securely on our database. We still store records of guests who stayed with us in 2005 and have no intention at the moment of deleting these records or any subsequent bookings.
Staying Cool - controller of your personal
For the purposes of the Data Protection Act 1998, we, Stayingcool Limited, are a data controller. In order to process your booking or request we need to collect certain personal details from you ahead of your stay. These details will include your name and contact details (address, mobile and email) and those of your party members. We keep your contact details, booking date, the apartment you stayed in and the rate you paid, and when you paid in perpetuity on our bookings database.
If you provide them, we may also keep information about any special requirements such as those relating to any food preferences, disability or medical conditions that may affect your stays with us on our bookings database.
Why we collect this data
We are required by law to keep a record of who (name and full postal address) is staying with us at any given time. For overseas visitors we are also required to keep your passport number and its place of issue. We need these details to process your booking and we also use this information to help us determine patterns in who is staying with us and where are guests come from.
In addition to this basic information we may also take a copy of the front part of your credit card and a copy of a recognized form of ID. We collect this information (once only) for four reasons:
How we store your data
We store all this information on line on our bookings database. Any paper copies are scanned in and the paper version shredded within three months of receipt (normally sooner) and securely stored until that time.
We will never share your data with any third parties except in the two extreme scenarios below:
Your decision to Opt In
If you do not want us to send you any marketing updates then we won't. We will only contact you (always by email) if you have asked us to (and we never send anything to your home address).
If you do opt-in and change your mind, it is very easy to opt out again by either contacting us direct and making the request or by logging into your account with us on-line.
Your right to know what we store about
We have appropriate security measures in place to protect all your data. You are entitled to ask us (by letter or e-mail) what details of yours are being held or processed, for what purpose and to whom they maybe or have been disclosed. We promise to respond to your request within 7 days of receiving your written request. In certain limited circumstances we are entitled to refuse your request.
If you believe that any of your personal details are inaccurate or incorrect please let us know.
Our privacy statement covers only Stayingcool Limited. Links to
ot her websites and any information collected by these sites
are not covered by this privacy statement. We would encourage you
to reread our privacy statement from time to time so that you are
aware of any changes in how we gather and use personal
Tracking Devices or 'Cookies' on our Websites
As part of data protection law we are required to let you know when we use any kind of tracking devices or 'cookies' on our website. We do use tracking software on our website which simply allows us to see which form of online advertising is sending us the most customers, therefore allowing us to maximise any marketing budget we spend according to what it is delivering us. It also allows us to track the most popular areas of our website. It does not tell us any personal data about you other than what country you are based in. The software does use 'cookies' in order to recognise you when you come back to the site again so we can see how often you visit us. A 'cookie' is simply a piece of information that a website stores on your computer so that it can retain information about you or recognise you at a later time.
Please note: If you make a booking online, our booking engine may require you to have cookies enabled in your browser. This is a necessary part of our security procedures for online bookings.
If you do not wish to have cookies enabled simply give us a call on 0121 285 1250 or email [email protected].
Advertising and cookies
Staying Cool is registered in England and Wales. Registered
office is The Rotunda, 150 New Street, Birmingham B2
Company no is 5312878
May 2013Staying Cool at the Rotunda
"..brilliant either for a short break with kids or just for a night or weekend away without them if your batteries need recharging." The Baby Website
"The New York Times recently named our second city as one of the hottest destinations for 2012...Its favourite place to stay? Staying Cool's apartments atop the Rotunda..." The Sunday Times
"I liked the fact that all the food products were fairtrade/organic (excellent!). The flat was lovely, wish I had somewhere like that in London.." Kate Cater, Life & Style Editor, The Guardian