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THE ELMFIELD
PRIVACY NOTICE FOR OUR WEBSITE THEELMFIELD.COM
INTRODUCTION
This is the privacy notice for the THEELMFIELD.COM website (Site) owned and operated by THE
ELMFIELD
THE ELMFIELD 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 when you visit our website
(regardless of where you visit it from) and tell you about your privacy rights and how the law protects
you.
This privacy notice is provided in the numbered sections set out below, and you can click through to
any of the headings listed.
1. Important information and who we are
2. The data we collect about you
3. How is your personal data collected?
4. How we use your personal data
5. Disclosures of your personal data
6. International transfers
7. Data security
8. Data retention
9. Your legal rights
1. IMPORTANT INFORMATION AND WHO WE ARE
PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how THE ELMFIELD collects and processes your
personal data through your use of this Site, including any data you may provide through this Site
when you access it or complete any online form, such as signing up to a newsletter or similar service.
This Site 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 about you 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
THE ELMFIELD is the controller and responsible for your personal data (collectively referred to as
“THE ELMFIELD”, “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 our data privacy manager using the details set out below.
Our full CONTACT DETAILS are:
THE ELMFIELD
Contact our data privacy manager at:
Email address: info@theelmfield.com
Postal address: The Elmfield, Torrs Park, Ilfracombe, Devon, EX34 8AZ
Telephone number: +44 1271 863 377
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. We would, however, welcome the opportunity
to address your concerns before you approach the ICO so please contact us in the first instance.
You can find the ICO here www.ico.org.uk
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated in May 2018 and historic versions can be obtained by contacting us.
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
Our Site 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 Site, 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, last name, username or similar identifier.
• Contact Data includes email address and telephone numbers
• 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 our Site.
• Usage Data includes information about how you use our Site.
• Marketing and Communications Data includes your preferences in receiving marketing from
us 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.
We do not collect any Special Categories of Personal Data about you (for example 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). Nor do we
collect any information about criminal convictions and offences.
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 goods or services). In this case, we
may have to cancel a product or service 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 and Contact Data by filling in forms or by
corresponding with us by post, phone, email or otherwise. This includes personal data you
provide when you; (i) initiate contact with us to hear further from us or receive a service from us;
(ii) subscribe to any of our updates or newsletters; (iii) request marketing to be sent to you; or (iv)
give us some feedback.
• Automated technologies or interactions. As you interact with our Site, 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 for further details.
• Third parties. We may receive personal data about in the form of Technical Data and
Usage Data from analytics providers such as Google Analytics based outside the EU.
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:
• Where we need to perform the contract we are about to enter into or have entered into with
you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests
and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
Performance of Contract 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.
Legitimate Interest 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 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 required 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.
Comply with a legal or regulatory obligation means processing your personal data where it is
necessary for compliance with a legal or regulatory obligation that we are subject to.
The Table below sets out more about the types of lawful basis that we will rely on to process your
personal data.
Generally we do not rely on consent as a legal basis for processing your personal data other than in
relation to sending you more information about us where you have expressly chosen to receive such
information, or you pursue another form of direct communication with us (such as a Skype meeting) –
or in respect of third party direct marketing communications to you via email or text message.
Consent means that you have given us your clear consent to use your personal data for the purposes
indicated (for example to get in touch with you where you have completed a contact form and opted in
to hear further from us.
You have the right to withdraw consent to such 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 basis depending on the
specific purpose for which we are using your data. Please contact us if you need details about the
specific legal basis we are relying on to process your personal data where more than one basis 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 person
interested in us and/or our
services, or as a new customer
and to contact you in the
manner indicated by our
contact form
(a) Identity
(b) Contact
(a) Consent
(b) Performance of a contract with
you
To manage our relationship with
you which will include:
(a) Notifying you about changes
to our terms or privacy policy
(b) Asking you to give us
feedback or relevant
information, or to leave a review
(a) Identity
(b) Contact
(c) Transaction
(d) Marketing
and
Communications
(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, to pursue
sales leads, to maintain and improve the
services we offer, how we present them
and to study how engaging our Site is to
visitors and/or users)
To administer and protect our
business and our Site
(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
AUTOMATED DECISION MAKING
We do not use any form of automated decision-making.
MARKETING
Our objective is to enable you to make choices around certain personal data uses, particularly around
marketing and advertising. You can contact us in relation to these at any time.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile 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 and we refer to this generally as marketing.
You will receive marketing communications from us if you have requested information from us or have
expressly consented to receive them or to be contacted by us by completing a contact form on our
Site in relation to which we have asked you to “opt-in”, or in the course of purchasing products from
us (or if you provided us with your details when you registered for a promotion) 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 company
outside us for marketing purposes.
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 at any time.
To deliver relevant Site content
 to you and measure or
understand the effectiveness of
the content and marketing we
provide and carry out with you
(a) Identity
(b) Contact
(c) Usage
(d) Marketing
and
Communications
(e) Technical
Necessary for our legitimate interests (to
study how potential customers and how
clients engage with our services, to
develop them, to grow our business and
to inform our marketing strategy)
To use data analytics to
improve our Site, 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 services, to keep our Site
updated and relevant, to develop our
business and to inform our marketing
strategy)[PRH2]
To make suggestions and
recommendations to you about
services that may be of interest
to you
(a) Identity
(b) Contact
(c) Technical
(d) Usage
Necessary for our legitimate interests (to
develop our products/services and grow
our business)
Where you opt out of receiving these marketing messages, this will not apply to personal data
provided to us as a result of a services agreement you have with us or other transaction.
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 Site may become
inaccessible or not function properly. For more information about the cookies we use, please see our
cookie policy.
CHANGE OF PURPOSE
We will only use your 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 that 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 below for the purposes set out in
the table in section 4 above.
Specific External third parties such as;
MailChimp (The Rocket Science Group, LLC.)
MailChimp provides an email address management service, automation and marketing
platform (message sending) and related services, and is a trade name of The Rocket Science
Group, LLC.
We use these services to manage our contacts database which includes Contact and
Marketing and Communications Data for example.
Processing may take place in the US or in other countries outside of the EU. MailChimp
states that it uses its affiliates and various third party sub-processors to assist it in providing
these services and that such sub-processors (whose corporate locations are in the US)
provide cloud hosting and storage services; content delivery and review services; assist in
providing customer support; and in incident tracking, response, diagnosis and resolution
services.
.
[Processing may take place in the U.S. or in other countries outside of the EU.]
6. INTERNATIONAL TRANSFERS
Our external third parties are based outside the European Economic Area (EEA) so their processing
of your personal data will, in limited circumstances, involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is
afforded to it by ensuring at least one of the following safeguards is implemented:
• We will only transfer your personal data to countries that have been deemed to provide an
adequate level of protection for personal data by the European Commission. For further details,
see – European Commission: Adequacy of the protection of personal data in non-EU countries
at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacyprotection-personal-data-non-eu-countries_en
• 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. For
further details, see:
European Commission: Model Contracts for the transfer of personal data to third countries at https://
ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contractstransfer-personal-data-third-countries_en
• Where we use providers based in the US, we 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. For further details, see European Commission: EU-US Privacy
Shield at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/eu-usprivacy-shield_en
Google has recently updated its general approach to privacy and has stated (amongst other things)
that it complies with the EU-U.S. Privacy Shield Framework, regarding the collection, use, and
retention of personal information from data subjects in the EEA and with the Swiss-U.S. Privacy
Shield Framework regarding the collection, use and retention of personal information from data
subjects in Switzerland.
Mailchimp has stated (amongst other things) that it complies with the EU-U.S. Privacy Shield
Framework, regarding the collection, use, and retention of personal information from data subjects in
the EEA and with the Swiss-U.S. Privacy Shield Framework regarding the collection, use and
retention of personal information from data subjects in Switzerland.[PRH6]
Please contact us if you want further information on the specific mechanism used by us when
transferring your personal data out of the EEA.
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. In addition, we 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 notify 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, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate 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 whether we can achieve
those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial
and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see section 9 below in respect of
requesting erasure for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated
with you) for research or statistical purposes in which case we may use this information indefinitely
without further notice to you.
9. YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal
data. These rights include the following types if “request”:
• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.
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 about 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 remove 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 have processed your information unlawfully or where we are
required to erase your personal data to comply with local law. Note, however, that we may not always
be able to comply with your request of erasure for specific legal reasons which will be notified to you,
if applicable, 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 there is something about your particular situation which makes you want to object to
processing on this ground as you feel it impacts 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
information 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) if you want us to establish the data’s
accuracy; (b) where our 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 need 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, machine-readable format.
Note that this 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 process 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 us.
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 request 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 a 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 you for further information in relation to your request to speed up our
response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate 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.
……………………………………………………………

Booking Terms and conditions:
ADDRESS: THE ELMFIELD, TORRS PARK, ILFRACOMBE, EX34 8AZ.
CHECK-IN TIME is AFTER 4 P.M. AND CHECKOUT is 10 A.M.
NO Early Check-in or late checkout.
This is a NON SMOKING property.
PETS are only permitted with prior approval. £25 per pet per night fee
applies. All pets must be leashed at all times in the garden. Pet owners are
responsible for cleaning up any/all pet refuse. Pets are not
allowed on furniture at any time. Any evidence of pets on
furniture may incur extra cleaning fees. All pets must be up-todate on rabies vaccinations and all other vaccinations.
Heartworm prevention is highly recommended. All pets are to
be treated with Advantage or similar topical flea and tick
repellent three (3) days prior to arrival. As Fleas and ticks are
very rampant in this area and can cause harmful/fatal illness to
humans and pets. All items above are the sole responsibility of
the pet owner. The property owners assume no responsibility
for illness or injury that humans or pets may incur while on the
premises.

SECURITY/RESERVATION DEPOSIT - A security deposit of
£500 is required. A valid credit card must be presented upon
arrival in order to preauthorise the amount required.
The security deposit will not be used provided the following
provisions are met.
· No damage is done to property or its contents, beyond
normal wear and tear.
· No charges are incurred due to illegal activity
· No charges are incurred due to the activity of pets
· The property is left in a clean and tidy state
· All debris, rubbish and recycling are placed in the outside
bins provided
· All keys are left on the lobby reception desk and the house is left
locked.
· All charges accrued during the stay are paid prior to
departure.
· No linens are lost or damaged.
· No early arrival or late departure.
· The car park is to be vacated by midday on the date of
departure
· The renter is not evicted by the owner or their representative
or the Police.

We are also required to retain a signed copy of a good behaviour bond and obtain a further £500 preauthorisation on a card against any breaches. Please make your party aware of these conditions as we are in a residential area.

PAYMENT – A non-refundable deposit is required to secure the
booking. Full payment must be made 6 weeks prior to arrival.
CANCELLATIONS - A sixty (60) day notice is required for
cancellation.
Cancellations that are made more than sixty (60) days prior to
the arrival date will receive a refund of any instalments made,
however the 25% booking deposit is non-refundable.
Cancellations or changes that result in a shortened stay, that
are made within 60 days of the arrival date, forfeit the all
payments and the deposit. Changes to booking dates or early
departure does not warrant any refund.

MAXIMUM OCCUPANCY – The maximum number of guests is
limited to 21 (twenty one) persons. 

MINIMUM STAY – This property requires a three (3) night
minimum stay. Longer minimum stays may be required during
holiday periods. If a rental is taken for less than three days, the
guest will be charged the three-night rate.

INCLUSIVE FEES – Rates include a one-time linen & towel
setup. Facilities fees are included in the rental rate.

NO DAILY HOUSEKEEPING SERVICE – While linens and bath
towels are included in the unit, daily maid service is not
included in the rental rate. A housekeeping service is available
at a cost of £50 per day.
We suggest you bring beach towels.
We do not permit towels or linens to be taken from the
property.

RATE CHANGES – Rates subject to change without notice.
FALSIFIED BOOKINGS – Any booking obtained under false
pretence will be subject to forfeiture of advance payment,
deposit and/or rental money, and the party will not be
permitted to check in.

WRITTEN EXCEPTIONS – Any exceptions to the above
mentioned policies must be approved in writing in advance.

PARKING - There are 10 car park spaces. The car park must be
vacated by 2pm on the date of departure.

SWIMMING POOL
No children under the age of 14 permitted in the swimming
pool or pool house at any time, unless accompanied by an
adult. Use of the swimming pool and pool house is entirely at
your own risk. It is possible that the pool will need to be
checked during your stay, if this is the case we will let you
know the times that this will take place.
We strongly recommend you take out travel insurance for your trip