What information do we collect?
When you make a booking with us we collect the name of the booking guest along with the home address, email address and telephone number of the person making the booking. We may also collect a debit or credit card number.
We are required by law to collect the following information on all our guests. We do this by asking you to complete a registration form on arrival or may have received it if your booking was via a booking engine such as Booking.com.
For commonwealth guests;
• Name and nationality
For non commonwealth guests;
• Name, nationality, passport number, address of next destination
We will keep these forms safely in a locked filing cabinet. We are required to keep these registration forms for a year and show them to a police officer if they request to see them. We will destroy these forms within 2 years of your stay.
If you are not staying as a resident of the hotel but are booking a function with us such as a wedding or private party, we will collect your name and contact details along with any other information that is required for the efficient running of the event.
If you log in to use the hotels internet whilst at the hotel, we will collect your name and contact details and request your consent for us to contact you.
If you book an open event with us, for example, a ticket to a Murder Mystery event via our website, you well be required to supply your name and contact details, along with payment details if necessary
If you book an open event with us, for example, Sunday lunch via the phone, e mail or in person, you well be required to supply your name and contact details, along with payment details if necessary
How we use the information we hold on you
We use your home address as part of the card payment processing to validate the card. We may use your email address to send you confirmation of the booking. After your stay, depending upon how your booking was made, you may receive an automatic email from our booking system asking you to fill in a feedback form.
We will not use your telephone number to contact you unless it relates to your booking and/or we have been unable to contact you by email.
If we have the necessary consent, we will use your details to communicate with you about the hotel (see Marketing)
How is your data stored
All of the personal and debit/credit card data you supply us, as part of the booking process, is stored securely on a third party system, Eviivo
Neither we nor Eviivo will share your information with any third party unless there is a legal reason for doing so.
We would like to stay in touch with you to send information about the hotel, any forthcoming events, special offers we may have or local events. We send emails (normally one a month) to people on our distribution list. The distribution list is managed by a secure third party, through Mailchimp. You may receive marketing communications from us: -
(i) if you have specifically requested that information from us;
(ii) by email, text or post, if you are a customer and have given your consent to receiving it
Please note, you can ask us to stop sending you marketing material at any time by following the opt-out links on any marketing emails sent to you or by contacting us (see Contact Details below)
Disclosure of Data
We will not disclose personal information we hold about you to any third party except where required by law or
- to third parties who provide services to us
- to HM Revenue & Customs, regulators and other authorities who require reporting of
processing activities in certain circumstances.
Please note that 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 instructions.
Transferring your data outside of the EEA
We do not intend to transfer any personal data we hold about you to a country outside the European Economic Area ("EEA").
Access to your information
You have rights under data protection laws in relation to your personal data such as to see a copy of what we hold, or to ask for your data to be deleted. Please contact us with your request (see Contact Details below) 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.
Cookies are text files placed on your computer to collect standard internet information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser not to accept cookies. See www.aboutcookies.org for more information or you can do this when you visit our website at www.oldroseandcrown.com
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
How long do we keep your data for?
As we will be communicating with you regularly, we will keep your data indefinitely, unless you unsubscribe, at which point your data will be deleted
We have surveillance cameras on the outside and throughout the hotel. None of the cameras are pointed at the guest bedrooms, door or windows. We use these cameras for the security of our property, ourselves, our guests and our guests’ property. The data is recorded securely online and is kept for 14 days
Please write to us at
Old Rose & Crown hotel
Birmingham B45 8RT