Privacy notice
Privacy policy
Grapevines Villas 12 is solely owned by us and leased for rent through the company GV20 Ltd of which we are shareholders. This privacy policy explains how we use any personal information we collect about you and complies with the DPA (Data Protection Act, the GDPR (General Data Protection Regulations May 18) and the PECR (privacy and Electronic Communications Regulations coming into effect in 2019).
By continuing to browse and use this website, you are agreeing to the terms and conditions set out below. If you disagree with any part of this Privacy Notice, please do not complete the enquiry form with your personal information or use our website.
What information do we collect about you?
We collect personal information about you each time you are in contact with us. For example, this happens when you:
- Visit our website,
- Register your contact details through the enquiry form or through direct email
- Make an enquiry through one of the sites we advertise on e.g. HomeAway, TripAdviser,
- Agree to the rental contract (usually name, email address and number of guests in the party)
- Access social media platforms such as Facebook, YouTube, WhatsApp, Twitter, Instagram.
How will we use the information about you?
We will use the personal information we collect for the purpose disclosed at the time of collection, or otherwise as set out in this Privacy Notice. We will not use your personal information for any other purpose without first seeking your consent unless authorised or required by law. We will only use your personal information as follows:
- Enquirers. We initially use the information from you to be able to respond to you about your enquiry. If you take the enquiry no further, your details will be deleted unless you have opted in (written agreement) and agreed to us keeping your details allowing us to send you marketing offers and updates about Grapevines.
- Guests who confirm a booking. We keep your information to enable us to process your booking. You will be asked at the end of your booking to write a review for our website and the other sites we advertise on – e.g Homeaway and TripAdvisor and will be asked if you would like to opt in to receive updates on Grapevines and offers for future bookings. Our contract with you states your name and number of guests along with the dates you have booked our house. This contract is not shared with any other person and is solely for our purposes.
- Email contact streams – we use email streams to check what has been agreed with you and for clarity.
- Post Visit. We may contact you via email with information about Grapevines and any updates on the site
Sharing your information
We will not normally share any information we hold about you with others without your prior consent, unless one of the following exceptions apply:
- As a necessary part of providing you with our service for example, completing booking form for GV20 chairman (tax purposes) and our site manager in Crete to enable preparations for your arrival to be made.
- To complete our tax return (your surname only is sent to our accountant).
- To comply with Greek regulations in holding an inventory of guests on the site.
- To book car hire through Motorplan – only your surname and dates of arrival and departure are sent to them.
- If it is necessary for law enforcement or similar purposes.
- We may collect information that you make available on, e.g. Twitter, Facebook, Linkedin or similar organisations. You may wish to check their privacy notice to find out more information on how they will process your data.
Legal grounds for processing your data
In most instances, the legal grounds for processing your data are for our contract with you and our legal obligation to process a register of guests to comply with the law in Greece. Legitimate interest can also be applied to data where you have asked us to give your contact information to our site manager in Greece.
Consent will be obtained for us to hold your data post your visit to enable us to contact you with updates about Grapevines and offers and marketing emails from us.
Security of your data including retaining and deleting your information
We will take all reasonable steps to keep secure any personal information, which we hold and to keep this information accurate and up to date. Personal information, held electronically, is stored in secure files. We take security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We will only hold your personal data – name and email address for as long as it is required. Only your first and surname is held on our contract with you and only your surname is on our booking forms sent to GV20 Ltd, Grapevines site manager and our accountant.
Post holiday we will contact you to ask for a review of your visit and ask if it can be shared on our website. We only post first names on the site.
Access to your information and correction
You have the right to request details of the information we hold about you. To do this, you should write to the address below. It will help us to process your request if you can be specific about what information you require, otherwise we may need to contact you again to clarify this. We will respond to your request within one month of receiving the written request. You have the right to request that we update or correct any information we hold about you. Please contact us using the details below to let us know what needs correcting.
Keeping your details up to date
Please tell us if any of your contact details change so we can keep our records up to date. You can change the way we contact you, or the kind of information we send you at any time, by contacting us via the contact details below. You can ask to be removed from our database if you no longer wish to receive emails from us by emailing us via the contact details below.
Cookies
Our website uses cookies and other similar technologies to improve our site and your online experience. Our website may record some of your personal information, for example, by logging your IP address or the location of your computer or network. It may also record information about you that you enter into online forms. Please note that the cookies exist to enable functionality on the website and not for advertising purposes. If you do not wish these cookies to be tracked you can disable them in your browser, but this may negatively affect your experience on the site.
We may use cookies:
- To establish the needs of visitors and customise the content of our website;
- To process any forms, requests or applications you send;
- For internal administration and analysis.
Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.
We keep our privacy policy under regular review. This privacy policy was last updated on 28 April 2018.
How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you by emailing us at wendyphil.kershaw@gmail.com
