Privacy Policy

Welcome Systems Ltd (“Welcome Systems” or “we”) take the privacy of your data very seriously. This privacy policy explains how we use any personal information we collect about you when you use this website and associated services (collectively, the “Services”).

Information we collect

We collect personal information about you in accordance with data protection rules. This information allows us to register your booking and fulfil our contractual obligations to provide a booking confirmation.

We collect all information provided directly when using our Services, including your name, e-mail address, age, gender, address, contact details, disabilities and special needs. All payments are processed by a third-party provider and we do not have access any of your payment information.

We collect your IP address through your device for tracking and security purposes, and we use cookies in order to track your website usage and preferences. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour Information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information on how to control or opt out of these cookies, please review your browser settings or click here for more information: www.aboutcookies.org.

All of our business partners are committed to protecting your personal information in accordance with this privacy policy. We also may receive information from certain third-party providers and business partners such as centralised booking platforms, when you have provided information to these platforms in relation to a booking. Please refer to these platforms’ privacy policies for details.

How the collected information is used

The information collected is used to assist in the administration of your booking and of your account. Welcome Systems may also use the information you provide to contact you either via email or telephone to discuss the details your booking.

We keep track of your preferences when you select settings within the Services and use this to personalise repeat visits to our website.

Safety and security are important to us, and your information may be used to verify accounts in the event of suspicious or fraudulent activity.

If you consent thereto, we may share certain personal information with our authorised third parties to provide statistical analysis.

Marketing communications

If you have provided consent thereto, we may contact you through the medium selected the time of booking, either by post, e-mail, telephone or text, in order to inform you of our latest promotions, products and services, and other information which might be of interest to you.

You may withdraw your consent to receiving marketing communications at any time by contacting via email at dataprotectionteam@welcome-systems.uk. This will not affect our right to communicate with you for reasons related to your use of the Services and/or booking.

Disclosure of information

Though we make every effort to preserve your privacy, we may need to disclose personal information in the following circumstances: when required by law; where we have a good-faith belief that such action is necessary to protect our legal rights; or to comply with any current judicial proceeding, court order, regulatory ordinance or legal process.

Legal bases for processing

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU data protection laws. Depending on the type of Service you use, your legal basis for processing may vary. In general, we rely on the following bases:

Contract: when you enter a contract to purchase, license or use one of our Services, you consent to the processing of your information as disclosed in and for the purposes of the contract.

Consent: where required by applicable data privacy laws, we may collect your consent to processing your data in a specific way. Such consent is only valid for a specific amount of time and can be withdrawn at any time. If you withdraw consent, this will not affect information which has already been processed, but we will no longer process your information once your consent has been withdrawn.

Legitimate interest: where the processing of data satisfies a legitimate interest and is not overridden by your interests, particularly in order to protect our website safety and prevent fraud or hacking.

Sharing the information we collect

In processing your booking, we may send your details to, and also use information from, credit reference agencies and fraud prevention agencies.

In addition, where you have consented thereto, we share data with Trustyou for review purposes. We will only share your data (name, email address and booking details) if you have approved this feature.

Save as stated above, we do not sell, rent or share your personal information to any third parties.

Storing the information we collect

We use servers located in Dublin, Ireland to host all of the information collected. Our servers ensure your data is encrypted and all appropriate safety measures are in place to ensure your data is protected. Access to your personal information is limited to a small segment of our staff who has been made aware of the need to preserve the confidentiality of all data we collect.

Whilst we go through vigorous measures to protect your information, there is no guarantee such information may not be accessed by breach of any of our standards or technical safeguards.

In the event that Welcome Systems is made aware of a breach, we will notify you and take all reasonably required precautions to prevent the impacts of the breach.

How long we keep your personal information

Applicable laws require that we store your booking information for a minimum of one (1) year. Once this delay expires, we will honour requests for deletion as outlined below.

Access to information and correction

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

You have the right to request a copy of the information that we hold about you, and, wherever possible, to obtain your personal information in a portable format. If you would like a copy of some, or all, of your personal information, please email us at dataprotectionteam@welcome-systems.uk or write to us at the address within the contact us section. Subject to the legal requirements outlined above, you can also contact us to request the deletion of your personal information.

There may be a small charge for this service in the event that this request causes an unusually high strain on our data administration services.

Other websites

Our website may contain links to other websites. The terms of this privacy policy only apply to this website. Please refer to the other websites’ privacy policies for further information on how they will process your information.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 1st May 2019.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

by email: support@welcome-systems.uk

or write to us at:

Data Protection Team
Welcome System Ltd.
1 Westleigh Park
Scirocco Close
Moulton Park
Northampton,
NN3 6BW