We use the data processor Queensborough Group (Q-Book) booking software to enable customers to make online bookings and manage those bookings. They are ably backed by sub-processors HotelHost Company and Rackspace providing services in connection with our online booking system.
This document applies to the processing by Queensborough Group and their sub-processors (hereby known as simply Q-Book) of personal data collected by properties using Q-Book online booking system in relation to the provision of accommodation by those properties.
1. Your Personal Data
Properties using Q-Book as their booking engine, collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with payment information and “the names of any guests traveling with you”. This may also include your IP address. This information is stored in the Q-Book System in order to process your booking. You may be contacted by the Property you have booked with in relation to your booking.
Your data is also stored after you have stayed but will be kept no longer than necessary in order to comply with legal obligations and for properties to welcome your repeat business.
2. Data processed directly by third parties
If you provide payment information, this will be processed directly by secure PCI Level 1 compliant payment gateway providers. For Westbourne we use Elavon www.elavonsecuritymanager.com
3. Joint Controllers
In the context of providing booking software to accommodation providers to facilitate online booking, Q-Book and the accommodation provider shall together operate as joint data controllers for the processing of your personal data.
4. Security Procedures
In accordance with General Data Protection Regulation (GDPR), Q-Book observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.
5. Control of your Personal Data
You have the right to access data that is stored on behalf of properties taking bookings via Q-Book system. You need to email or write to the property you booked with to request an overview of your personal data.
You may also be asked to send feedback after your stay in order for the property to further improve their service. Your email address will be used for this purpose. Tripadvisor is our review site of choice and if you complete a review it may be posted on the property website, facebook page, twitter or google plus. (It may be, but I doubt it as we’re far too busy to start going down that road. I’m already up to my eyeballs in work without making more for myself.) However, no identifying details will ever be attached to a review posting.
To Process your information as described above, we rely on the following legal bases:
Performance of a contract. The storage of your information may be necessary to perform the contract that you have with the accommodation provider you are booking with.
Legitimate Interests.We may use your information for our legitimate interests, such as for administrative, fraud detection and legal purposes.
A cookie is a small biscuit. However, in the context of GDPR and our legal obligation to tell you, it is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour.