Privacy Policy
Terms of use
Port Hotel Eastbourne Ltd understands that customers care about the use and storage of their personal data and that you rely upon us to act in a careful and responsible manner in this regard. As such, we will always handle information in compliance with the General Data Protection Regulation (GDPR) - May 2018.
By using Port Hotel Eastbourne, our website, our reservations telephone line and any other Port Hotel service you are consenting to the practices outlined in this statement.
What is personal data and who is responsible for it?
Personal (& sensitive) data is any data that can be used to identify you as an individual, including but not restricted to your name, contact details, credit card details and other data that could be attributed to you.
Port Hotel Eastbourne Ltd (29 Gildredge Road, Eastbourne, East Sussex, United Kingdom, BN21 4RU - Company Number 11816246) are responsible as the data controller for how your personal data is collected and how it is used.
How is your personal data protected?
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.
Encryption and password protection measures are used to protect your data and the systems that hold that data. We also limit the number of operational Port Hotel staff who have access to these systems.
We do not intend to transfer any personal data we hold about you to a country outside the European Economic Area ("EEA"). If however, we do transfer your personal data out of the EEA, we shall ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards applies:
the countries to which it is transferred have been deemed to provide an adequate level of protection for personal data by the relevant regulators;
we have put in place with the transferee specific contracts approved by the relevant regulators which give personal data similar protection to that in Europe.
Why we process your personal data
We will process your personal data for one or more of the following lawful grounds:
Where we need to perform the contract we are about to enter into or have entered into with you to provide you with our services.
Where it is necessary for our legitimate interests (or those of a third party). A legitimate interest is when we have (or a third party has) a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
Where we need to comply with United Kingdom law or the regulations of an official authority.
Where we rely on your consent - for example, where you agree we can send you information about our hotels or events.
We will only process special categories of personal data (racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health or condition, sexual life or sexual orientation, genetic data or biometric data) with your explicit consent or if such personal data is processed as a result of us carrying out mandatory regulatory checks.
What personal data we collect from you
The personal data that may be collected when you interact with Port Hotel Eastbourne includes but is not limited to:
Personal (& Sensitive) Data (1/8)
Name, Address, Telephone Numbers, Email Address
When we may collect this data
When you make an enquiry with us
When you make a booking and reservation
When you register for free wifi
When you book our restaurant or any function/activity
When you sign up to our marketing database
When you purchase a gift voucher
When you enter a competition
When you complete a feedback form
When you complete information on your preferences and interests
When you respond to communications from us
When you apply for a job with us
How we may use your data
Carry out our obligations arising from any contracts entered into by you and us
To allow our wifi system to recognise you once you have registered to use the system for the first time
Keep you informed about offers, news and events from Port Hotels that may be of interest to you
To utilise your feedback to improve our services
To personalise your experience with Port Hotels
To process a job application
Personal (& Sensitive) Data (2/8)
Names of additional guests
When we may collect this data
When you make a booking on behalf of others
How we may use your data
Carry out our obligations arising from any contracts entered into by you and us
Personal (& Sensitive) Data (3/8)
Ages of children on your booking
When we may collect this data
When you make a booking or reservation
How we may use your data
Carry out our obligations arising from any contracts entered into by you and us
Personal (& Sensitive) Data (4/8)
Visual images (sensitive personal data)
When we may collect this data
CCTV footage from around the hotel
How we may use your data
CCTV is installed in public areas, entrances and exits of our properties for the prevention and detection of crime. Footage is securely stored for 48 days and is only accessible to authorised personnel. Footage may be shared with authorities if required by law.
Personal (& Sensitive) Data (5/8)
Payment card details
When we may collect this data
When you make payment by credit/debit card
How we may use your data
Carry out our obligations arising from any contracts entered into by you and us
Personal (& Sensitive) Data (6/8)
Information about how you use our website and emails (including your IP address, browser type, geographical location, referring website or source, the duration of your visit, pages viewed and files downloaded)
When we may collect this data
When you access or interact with our website
How we may use your data
To personalise your experience with Port Hotels
To help you complete a booking if you leave the booking path before your booking is finalised
Personal (& Sensitive) Data (7/8)
Dietary requirements
When we may collect this data
When making a booking for the restaurant
How we may use your data
To inform our chef of your dietary requirements
Personal (& Sensitive) Data (8/8)
Medical status (sensitive)
When we may collect this data
When making a booking with us
When completing an accident form
How we may use your data
To comply with legislative requirements
Sharing your personal data
We will not disclose personal information we hold about you to any third party except where required by law or as follows: -
(i) to companies in the Port Hotels group;
(ii) to third parties who provide services to us, and act as data processors for us, for the purposes of completing tasks and providing services to you on our behalf;
(iii) to professional advisers including lawyers, bankers, auditors and insurers;
(iv) to HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances;
(v) as part of any Government track and trace initiative associated with pandemic management.
When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.
Port Hotels 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 policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.
Port Hotels will never sell, rent, loan or share your personal data with a third party for the purpose of marketing activity of any nature, unless you have provided us with explicit permission to do so.
Guests accessing on-line streaming services are responsible for logging out of the service after use. Port Hotels cannot be held responsible for the use of personal data should guests not log out of services after use.
How long we keep your data
We only keep your data only for as long as we need it.
We will actively review the personal data we hold and when there is no longer a need for us to hold it, we will either delete it securely or in certain cases anonymise it.
We destroy any paper copies of your personal data as soon as they have served their purpose. In the cases where we need to keep paper copies for longer, we ensure that they are stored securely and access is limited.
How to manage the marketing communications from us
We may send you marketing communications by email if you have opted in to receive such emails, or if you have recently opened one of our marketing emails and have not told us that you no longer wish to receive these communications.
You have the right to opt-out of receiving future marketing communications at any time and can do so by clicking the unsubscribe link in any email that we have sent you. Alternatively, you can email hello@stayatport.com to ask to be removed from our mailing list. Please note that if you tell us that you do not wish to receive marketing communications, you will still receive emails which are directly related to your reservations, eg a booking confirmation.
Your rights
You have a number of rights with regard to your data, which include:
The right to access your data
The right to rectify your data, if you believe there is an error such as the spelling of your name
The right to delete your data or restrict their use
The right to object to the certain uses of your data
Should you wish to exercise any of these rights, please email us at hello@stayatport.com. We will deal with data access requests (DAR) promptly and within a month of receiving your request, or (if later) from the day any information requested from you to confirm your identity is obtained. In rare cases, when the request is particularly complex or numerous, this deadline may be extended (in which case we will let you know within 28 days). This service is free, unless the request is unfounded or excessive.
If you have any further questions or complaints please contact us at hello@stayatport.com in the first instance. If you are not satisfied with the response that we give you, you have the right to complain to the Information Commissioner’s Office (ICO), whose details can be found on www.ico.org.uk
Contact Us
If you have any questions about our Privacy Policy, please contact us using the details below:
Port Hotel Eastbourne Ltd (29 Gildredge Road, Eastbourne, East Sussex, United Kingdom, BN21 4RU
This privacy policy is regularly reviewed. The last review was completed on 1st July 2020.