Data Privacy

Updated March 2025

Introduction
We are committed to being transparent about how we handle your personal information, to protecting the privacy and security of that information, and to meeting our data protection obligations under the General Data Protection Regulation ("GDPR"). The purpose of this document is to explain how and why we collect and use your personal information, both during, and after, your stay with us.

We are the owners of Heart of Scotland Holidays Ltd (referred to as "we", "us", and "our"). Our office address is Kinneil House, Kirk Entry, Polmont, FK2 0QS, and we operate a holiday accommodation site at Old Manse Garden, Bo’ness Road, Polmont, FK2 0SJ.

Types of data collected
We collect various types of personally identifiable information ("Personal Data"). Such data includes, but is not limited to:

• First name and last name


• Email address


• Phone number


• Postal address


• Date of birth and anniversary date

In addition, we may collect information on how our services are accessed and used ("Usage Data"), which may include indentifying information about your device (e.g. its 'IP' or 'MAC' address), browser version, the time and date of your visit, which pages of our website you visit, the time spent on those pages, and other diagnostic data.

We may also use cookies and similar tracking technologies to track activity on our website and hold certain information. Cookies are files with a small amount of data that act as an anonymous unique identifier. They are sent to your browser from our website, or other websites, and stored on your device. Tracking technologies that may also be used include beacons, tags, and scripts to collect and track information that enables us to analyse and improve our website and other services. You can instruct your browser to refuse all cookies but if you do not accept cookies, you may not be able to use some parts of our website. You can also have your browser indicate when a cookie is being sent.

We use Google Analytics to track and report on our website traffic. This data is shared with other Google services, and Google may use the collected data to contextualise and personalise the ads of its own advertising network. You can opt-out of having your activity on our website made available to Google Analytics, by installing the Google Analytics opt-out browser add-on. This add-on prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sharing information with Google Analytics about your website activity. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page, at https://policies.google.com/privacy?hl=en

Why do we collect this data?
We only use your personal information to enable us to provide our services and, where you have requested that we do so, keep you informed about our ongoing activities. Examples of reasons for collecting this data include:

• Enabling us to contact you to discuss the details of your stay


• Providing you with information about our site and the surrounding area, to help you to plan your visit


• Informing you about events, road closures, transport delays, or other issues that may affect your travel to or from our site


• Notifying you of items you have left behind, in order to attempt to return them to you


• Where you have asked us to do so, telling you about future special offers and events at our site, or updating you with our news


• Monitoring and analysing use of our website, to identify areas needing improvement


• Detecting, preventing, and addressing technical issues

Changes to your personal information
It is important that the personal information that we hold about you is accurate and up-to-date. Please keep us informed if your personal information changes, e.g. you change your home address, during your contractual relationship with us, so that our records can be updated. We cannot be held responsible for any errors in your personal information in this regard, unless you have notified us of the relevant change.

Transfer of data
Your information, including Personal Data, will be transferred to our booking service provider in the USA, and processed on their servers. Your consent to this Privacy Policy, followed by your submission of such information, represents your agreement to that transfer.

Disclosure of data
We may disclose your Personal Data in the good faith belief that such action is necessary for one of the following reasons:

• To comply with a legal obligation


• To protect and defend our rights or property


• To prevent or investigate possible wrongdoing in connection with our services


• To protect the personal safety of users of our services, or the general public


• To protect against legal liability

Third-party service providers
We may employ third-party companies and individuals to assist in the provision of our services ("Service Providers"), to perform the service on our behalf, or to help us in analysing how our services are used. These third parties would have access to only such Personal Data as is required for them to perform these tasks on our behalf, and would be obligated not to disclose or use it for any other purpose.

Data security
We will take all steps necessary to ensure that your data is treated securely, and in accordance with this Privacy Policy, and no transfer of your Personal Data will take place to an organisation or country unless there are adequate controls in place, including the security of your data and other personal information. Do remember, however, that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

How long will we store your data
We will only retain your information for as long as it is necessary to fulfil the purposes for which it was collected and processed, including satisfying any private contract with you. For tax reasons, and as a record of any arising issues, we will generally hold your data for seven years following the duration of your contractual agreement with us. Where we use your information for email marketing, there will be an opt-out link on each email, so that you can easily let us know if you no longer wish to hear from us.

Personal information that is no longer to be retained will be securely and effectively destroy, or permanently erased from our systems, and we will also require any third parties to destroy or erase such personal information, where applicable.

Your rights in connection with your data
As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have following rights:

• The right to access your personal information


• The right to have incorrect personal information corrected


• The right to restrict the use of your personal information


• The right to be forgotten


• The right for your personal information to be portable


• The right to object to the use of your personal information

If you wish to exercise any of these rights, please contact office@heartofscotlandholidays.com. We may need to request information from you in order to verify your identity, and check your right to access the personal information or to exercise any of your other rights. This is a security measure intended to ensure that your pesonal information is not disclosed to any person, who has no right to receive it.

In the limited circumstances where you have provided your consent to the processing of your personal information for a specific purpose, you have the right to withdraw that consent for that specific processing, at any time. This will not, however, affect the lawfulness of processing basedon your consent before its withdrawal. It also does not affect the lawfulness of processing any data required for other purposes, such as tax record requirements. Once we have received notification that you have withdrawn your consent for a specific purpose, we will no longer process your personal information for the purpose you originally agreed to, unless we have another legal basis for processing.

If you believe that we have not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at any time. The ICO is the UK supervisory authority for data protection issues.

Childrens' privacy
We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your children have provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

Links to other sites
Our website, emails, and other forms of communication, may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third-party's site. We have no control over, and assume not responsibility for, the content, privacy policies, or practices, of any third-party sites or services, and strongly advise you to review the privacy policy of every site you visit.

Changes to this Privacy Policy
We may update our Privacy Policy from time to time. Changes will be posted to this page but no additional notification of the changes will be provided. You are advised to review this Privacy Policy periodically for any changes. Changes are effective when they are posted on this page, and an 'updated' date is provided at the top of the page to provide guidance on when this happened.

Contact us
If you have any questions about this Privacy Policy, please contact us:
Heart of Scotland Holidays Ltd
Post: Kinneil House, Kirk Entry, Polmont, FK2 0QS
Email: office@heartofscotlandholidays.com
Phone: +44 (0) 1324 711011

ResNexus

Our property uses ResNexus to provide online reservation services.

Privacy

ResNexus respects your privacy and is committed to protecting it. Your personal information is collected and stored to facilitate online reservations with our property. Basic information concerning your visit to this site is used by ResNexus to improve its service. Your data is never shared with unauthorized outside parties or sold.

ResNexus has complied with the the foundation principles of GDPR from at least 2010 on and is proud to be GDPR compliant with regards to breach notifications, right to access, right to be forgotten, data portability, privacy by design, and data protection officers. For GDPR inquiries please contact our data protection officer at 385.218.2637.

Security

ResNexus uses industry-standard encryption to protect your personal and payment information during and after your reservation. After your reservation is complete, the system removes your credit card information to prevent theft or disclosure. ResNexus meets or exceeds rigorous industry standards for protecting credit card information and is PCI compliant. This PCI compliance has been verified by an external auditor.

As required by law for owner-occupied properties that have more than 5 units*, properties with 6 units or more should provide a unit that is reserved for customers with disabilities. The property should clearly identify these units and describe the accessible features in sufficient detail to reasonably permit individuals with disabilities to assess independently whether the given unit meets his or her accessibility needs. When selecting an ADA designated unit, if you do not have accessibility or other disability needs, please click cancel and select another unit unless it is the last unit available. If you do not meet the American with Disabilities Act (ADA) requirements for this unit and it is not the last unit available, the property reserves the right to change your reservation to another unit without your permission to accommodate customers with qualifying disabilities.

• Email us at support@resnexus.com
• Call us at 385.218.2637