The Kings Arms Hotel ("we", "us", "our") is committed to protecting your personal data. This policy explains how we collect, use, and look after information about you when you visit our website, make a reservation, or contact us.
1. Who we are
The Kings Arms Hotel
30 High Street, Old Amersham, Buckinghamshire HP7 0DJ
Email: kingsarms@oldamershamhotels.com
Tel: +44 (0)1494 725 722
We are the data controller for personal data processed in connection with this website and our hotel services.
2. What data we collect
We may collect the following categories of personal data:
- Identity data: name, title
- Contact data: email address, telephone number, postal address
- Transaction data: booking details, payment information (processed securely by our booking provider)
- Usage data: information about how you use our website (via cookies — see our Cookie Policy)
- Communications data: messages you send us via our contact form or email
3. How we use your data
We use your personal data for the following purposes:
- To process and manage room reservations and event bookings
- To respond to your enquiries and provide customer service
- To send you information about your stay (pre-arrival communications, confirmations)
- To comply with legal obligations (e.g. fire register, financial records)
- To improve our website and services (using anonymised analytics)
- To send you marketing communications where you have given consent
4. Legal basis for processing
We process your personal data on the following legal bases:
- Contract: where processing is necessary to fulfil a booking or reservation
- Legitimate interests: to run our business, improve our services, and communicate with you
- Legal obligation: where we are required by law to process your data
- Consent: for marketing communications and non-essential cookies
5. Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Booking records are typically retained for 7 years for accounting and legal purposes. Marketing opt-ins are reviewed annually.
6. Sharing your data
We do not sell your personal data to third parties. We may share your data with:
- Our booking system provider (to process reservations)
- Payment processors (to handle transactions securely)
- Email service providers (to send you booking confirmations)
- Analytics providers (in anonymised form, to understand website usage)
- Regulatory and legal authorities where required by law
All third-party providers are required to process your data in compliance with GDPR and have appropriate security measures in place.
7. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request erasure of your data (subject to legal obligations)
- Object to processing based on legitimate interests
- Withdraw consent for marketing communications at any time
- Lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk
To exercise any of these rights, please contact us at kingsarms@oldamershamhotels.com.
8. Security
We take appropriate technical and organisational measures to protect your personal data against accidental loss, alteration, or unauthorised access. Our website uses HTTPS encryption. Payment data is handled directly by our payment provider and is never stored on our servers.
9. Cookies
We use cookies and similar technologies on our website. For full details, please see our Cookie Policy.
10. Changes to this policy
We may update this privacy policy from time to time. Any significant changes will be noted on this page with a revised date. We encourage you to review this policy periodically.
11. Contact
If you have any questions about this policy or how we handle your data, please contact us at kingsarms@oldamershamhotels.com or by post at the address above.