This webpage sets out when and how we use the personal information that you provide to us through this website (the “ Website ”) or when making a booking with us via phone, email or post.
Who are we?
We are Ashby Farms Limited, a company registered in England and Wales.
Our company registration number is 01913674
Our registered address is Ashby Farms Ltd, Place Farm, Kenardington, Ashford, Kent. TN26 2LZ.
What data we store and how we use it
When you make a reservation
InnStyle collects data in order for us to process your booking:
Your Name, Address, Telephone number, email address as well as the name and ages of the people you are travelling with (your “Party”).
If you make a booking by completing our booking form and returning it by email or post, or over the phone then we will enter this information on Innstyle.
We will use your email address, postal address and phone number to provide you with confirmation of your booking, information about your stay and to liaise with you for any other issues or support you may need during your stay. For instance directions to the property you are renting, information for check in and when returning your deposit.
We do not share your data with any third party.
You will only be sent additional marketing material from ourselves if you opt into this when making your booking, an enquiry or via email.
If you follow a link to any of these websites, please note that these websites have their own terms and privacy policies and that we do not accept any responsibility or liability for them.
When you phone us, write to us (by email or post) or use our website contact form
When you contact us (e.g. by phone, email, post or through our website chat service) with general or specific queries, we may also handle your personal information (your name, contact details and the other details you provide to us) in order to provide the customer services you have asked us to.
When you make an enquiry using our Contact form
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
If you express interest in booking we follow up on this enquiry we will not add you to our marketing lists unless you specifically request for us to do so.
Sending News and Offers
We periodically send out emails or letters about news and offers to people who have opted in to receiving these from us.
In order to send our marketing emails your email address and name will be added to MailChimp who provide us with email marketing services. We consider MailChimp to be a third party data processor. Your email address will remain within MailChimp’s database for as long as we continue to use MailChimp’s services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal by emailing email@example.com. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.
If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter.
To make our website and the adverts you see better
We also share your aggregated, anonymous data with third party analytics and search engine providers that assist us in the improvement and optimisation of our site.
This site uses Google Analytics (GA) and Facebook’s pixel to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website. We use this information to improve ou
The pixel has the capability to track and optimize conversions to create custom audiences based webpages visited in order to create better targeted advertising. Custom audience functionality enables a publisher to show Facebook ads to segments of visitors of the website that visited a specific webpage or performed a specific action on the website.
Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor.
Details of Facebook’s Platform Policy can be found here.
You can prevent us from using your personal information in this way by using the 'do not track' functionality in your internet browser. If you enable do not track functionality, our site may be less tailored to your needs and preferences.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Folded Book Art or Used Model Trains For Sale.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo). Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
How we store your personal information
Information you provide to us is stored by our bookings software provider, InnStyle, on their servers. We also maintain our own database on a secure, password protected computer in our office which is constructed on the Dataease software framework. We also store printed copies of our invoices and correspondence in a locked filing cabinet which can only be accessed by office personnel, for auditing purposes.
How long we store your data
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or legal requirements
To determine the appropriate retention period for the personal information we hold, we consider the amount, nature and sensitivity of the personal information, the risk of harm from unauthorised use or disclosure of your personal information, the reasons why we handle your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
Links to External websites
Our Website may, from time to time, contain links to and from the websites of our partner networks and affiliates.
If you follow a link to any of these websites, please note that you have left our Website and these websites have their own privacy policies.
We do not accept any responsibility or liability for these third party policies or websites. Please check their policies before you submit any personal information to these websites.
Our Third Party Processors
We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in section 2.0. All 3 of these third parties are based in the USA and are EU-U.S Privacy Shield compliant.
Ashby Farms Ltd
Data Protection Officer
Ms Camilla Hayselden-Ashby
Tel: 01233 733332
How can I contact you?