For reservations call: 0800 6522991For International Reservations, call: +44 (01638) 663175

Terms And Conditions

Intellectual Property

All intellectual property rights in the design and layout of the Website and the material and information published on the pages of the Website, including, but not limited to, copyright and rights in registered and unregistered trade marks, are owned by or licensed to Bedford Lodge Hotel.

Save as may be incidental to you obtaining authorised access to the content on the Website, you must not reproduce, download, transmit or retransmit, manipulate or store on paper, electronic (including, but not limited to any database or any part of the Internet), CD Rom or other offline product on any other format in whole or in part the design and layout of the Website or the information or material published on the pages of it, nor hypertext or otherwise link to it, without the prior written consent of Bedford Lodge Hotel, such permission to be given or withheld at Bedford Lodge Hotel absolute discretion.

Disclaimer

The material and information contained on the Website is for general information only and does not constitute any form of offer for sale, advice or recommendation by Bedford Lodge Hotel. You should not rely on the material or information on the Website as a basis for making any business, legal or other decisions. You should seek appropriate independent advice before making any such decisions.

Bedford Lodge Hotel does not warrant or represent and excludes all warranties or representations that the material and information, including advertising material, on the Website is accurate, true or complete or that it is free of viruses or that it does not contain any material which is defamatory, obscene or illegal in any way.

In no circumstances will Bedford Lodge Hotel be liable to you or any other third parties for any loss or damage (whether direct or indirect, including loss of profits, loss of opportunity or any consequential loss) resulting from or in any way connected with your use of the Website or its content, whether caused by negligence, misrepresentation, breach of any statutory duty, or breach of contract or otherwise. Bedford Lodge Hotel does not limit or exclude its liability for death or personal injury resulting from its negligence.

You may access other websites via hypertext links from the Website. You use such links and other websites entirely at your own risk. Such websites are provided by independent third parties and Bedford Lodge Hotel accepts no responsibility for the availability, content or use of such websites or information contained on them.

Indemnity

You agree to indemnify and to keep Bedford Lodge Hotel indemnified from and against any costs, claims, demands, expenses and liabilities suffered or incurred by Bedford Lodge Hotel arising from or which is directly or indirectly related to your access to and/or use of the Website and/or any other person or entity’s use of the Website where such person or entity was able to access the Website using your password.

General

Failure by Bedford Lodge Hotel to exercise or enforce any right conferred upon it shall not be deemed to be a waiver of any such right nor operate so as to bar the exercise or enforcement of that or any other right on any later occasion.

Bedford Lodge Hotel reserves the right to vary these terms and conditions from time to time.

These terms are governed by and will be interpreted in accordance with English law. The English courts shall have exclusive jurisdiction to settle any claim or dispute which may arise out of or in connection with these terms and conditions.

Cookie policy

Cookies You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy which can be seen on the Bedford Lodge Hotel & Spa website.

Privacy policy

Introduction

Welcome to the Review Hotels Limited T/A Bedford Lodge Hotel (Bedford Lodge Hotel & Spa) privacy notice.

Bedford Lodge Hotel & Spa respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you when you visit our website (regardl ess of where you visit it from) or atten d the Bedford Lodge Hotel & Spa .

1. IMPORTANT INFORMATION AND WHO WE ARE

Purpose of this privacy notice

This privacy notice aims to give you information on how Bedford Lodge Hotel & Spa collects and processes your personal data through your use of this website or visit us , including any data you may provide when you visit our website, set up an account with us, purchase products or services and use our services.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

Bedford Lodge Hotel & Spa is the controller of and is responsible for your personal data (collectively referred to as “Bedford Lodge Hotel & Spa”, “we”, “us” or “our” in this privacy notice).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Contact details

Our full details are:
Data Privacy Manager: Kieron Bales
Bedford Lodge Hotel & Spa
Email address: datamanager@bedfordlodgehotel.co.uk
Postal address: Bedford Lodge Hotel & Spa, Bury Road, Newmarket, CB8 7BX.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

This privacy notice was last updated on 4 May 2018.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes bank account and payment card details.
  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Visiting Data includes details of when you last visited us and any preferences expressed by you about your visit.
  • Usage Data includes information about how you use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Special Categories of Personal Data (SCPD) - this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We may need to process such SCPD information relating to your health, in particular if you use our spa facilities and / or Health & Fitness Club so we can ensure that you are able to use our facilities safely.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel any contract made with you, but we will notify you if this is the case at the time.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

- Direct interactions. You may give us your Identity, Contact, Visiting and Financial Data and SCPD, by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • book a room, or use our spa facilities, or use our health & fitness club, or dine in our restaurant;
  • create an account on our website;
  • request marketing material to be sent to you;
  • enter a competition, promotion or survey; or
  • make an enquiry via our website;
  • give us feedback.

- Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookie Policy which can be seen on the Bedford Lodge Hotel & Spa’s website for further details.

- Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

  • Technical Data from the following parties:
    • analytics providers such as Google based outside the EU;
    • Pride of Britain Hotel, Visit Suffolk, Discover Newmarket and other similar websites.
  • Contact, Financial and Transaction Data from providers of technical, payment anddelivery services such as:
    • Lloyds cardnet;
    • Pegasus;
  • Booking information from booking websites such as:
    • Booking.com;
    • laterooms.com;
    • other third party websites who provide booking services.

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • For our legitimate Interest: which means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any Bury Road, Newmarke potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise equired or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
  • For the performance of a Contract with you: which means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps, at your request,before entering into such a contract.
  • To comply with a legal or regulatory obligation: which means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
  • Consent: generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a guest, to m ake a reservation at our restaurant or to stay at the Bedford Lodge Hotel & Spa, to use the spa facilities or make use of any of our other facilities. (a) Identity
(b) Contact
Performance of a contract with you
To register you as a member of our Health & Fitness Club. (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communication
(f) Visiting Data
(g) SPECIAL CATEGORIES OF PERSONAL DATA
Necessary for our legitimate interests (to facilitate your membership and use of our Health & Fitness Club).
We will only process SPCD where you have provided us with your explicit consent. We need this information to ensure your use of the Health & Fitness Club is carried out safely.
To provide you with treatments when you use our spa facilities (a) Ide ntity
(b) Contact
(c) SPECIAL CATEGORIES OF PERSONAL DATA
We will only process SPCD where you have provided us with your explicit consent. We need this information to ensure that we are able to carry out any treatments safely.
To ensure your stay with us or use of our facilities is successful (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communication
(f) Visiting Dat a
Necessary for our legitimate interests (to ensure your stay with us is a success)
To process any services and paymen t made by you including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications
(f) Visiting Dat a
(a) Performance of a contract with you
(b ) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Asking you to leave a review or take a survey
(a) Identity
(b ) Contact
(c) Profile
(d) Marketing and Communications
(e) Visiting Dat a
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how cust omers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Visiting Dat a
(a) Performance of a contract with you
(b) N ecessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity
(b) Contact
(c) Technical
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Iden tity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical
(g) Visiting Dat a
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical
(b) Usage
Necessary for our legitimate interests (to define types of customers for our products and serv ices, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about products or services that may be of interest to you (a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile
(f) Visiting Dat a
Necessary for our legitimate interests (to develop our products/services and grow our business)

Promotional offers from us

We may use your Iden tity, Contact, Technical, Usage, Profile Data and Visiting Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you hav e requested information from us or purchased products or services from us or and, in each case, you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt - in consent before we share your personal data with any c ompany outside the Bedford Lodge Hotel .

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt - out links on any marketing message sent to you or by contacting us by email ing datamanager@bedfordlodgehotel.co.uk at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a ny product/service purchase, warranty registration, product/service experience or other transactions.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note t hat some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy which can be seen on the Bedford Lodge Hotel & Spa website.

Change of purpose

We will only use you r personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us .

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note t hat we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out bel ow for the purposes set out in the table in paragraph 4 above.

  • Internal Third Parties : Other parties including Fairacres Group Limited (this includes any holding companies and subsidiaries) .
  • External Third Parties:
    • Service providers acting as processor s based in the EU who provide IT and system administration services.
    • Professional advisers including lawyers, bankers, auditors and insurers based in the EU who provide consultancy, banking, legal, in surance and accounting services .
    • HM Revenue & Customs, r egulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
    • Oracle/Fidelio (our reservations system).
    • Gappt (online spa booking app) .
    • Premier Spa (Health & Fitness Club and Spa bookin g system) .
    • Pegasus ( Manage our online booking engin es) .
    • Survey Monkey (Guest survey/feedback) .
    • Campaign Monitor (E - shot system) .
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal d ata and to treat it in accordance with the law. We do not allow our third - party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instruct ions.

6. INTERNATIONAL TRANSFERS

Some of our external third parties are based outside the European Economic Area ( EEA ) so their processing of your personal data may involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of th e EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is im plemented :

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection fo r personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, w e may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Please contact us if you require any additional information.

7. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. W e limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notif y you and any applicable regulator of a breach where we are legally required to do so.

8. DATA RETENTION

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, i ncluding for the purposes of satisfying any legal, accounting, or reporting requirements. We intend to retain your data for 7 years after you last stayed with us, visited our spa, used our services or purchased products from us.

To determine the appropri ate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whe ther we can achieve those purposes through other means, and the applicable legal requirements.

9. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold a bout you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or re move personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may ha ve processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, we may not always be able to comply with your request f or erasure for specific legal reasons which will be notified to you, if app licable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and your particular situation makes you want to object to processing on this ground as you feel it i mpacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your informa tion which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) to establish the data's accuracy; (b) where ou r use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we n eed to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, mach ine - readable format. T his right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to proc ess your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. If you wish to exercise any of the rights set out above, please contact contact datamanager@bedfordlodgehotel.co.uk

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your reques t in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legit imate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.