How We Use Your Information
At Waite Whitby Estate, we're committed to safeguarding your personal information and maintaining transparency about our data practices. Your data helps us provide you with an exceptional experience during every interaction with our estate.
We use your information to:
- Process and manage your reservations
- Respond to your inquiries and requests
- Ensure your visit meets your expectations
- Maintain secure records for future bookings
- Send communications about our services (if you've opted in)
- Notify you of policy updates or service changes
- Comply with health, safety, and legal requirements
Our general inquiry forms use encrypted transmission, though we recommend avoiding sensitive financial details when using them.
Information We Collect
To serve you better, we may gather the following:
- Full name
- Professional title
- Date of birth
- Contact details including email
- Location information such as postal code
- Your preferences and interests
- Dietary requirements for dining guests
- Health information for spa and fitness facilities
- Website usage through cookies
Cookies are small data files stored on your device that help us identify you and enhance your browsing experience. You can disable cookies in your browser settings if you prefer, though some website features may not function optimally.
Why We Collect Information
Understanding your needs allows us to:
- Deliver personalized, high-quality service
- Enhance our offerings and amenities
- Keep you informed about exclusive offers (with your consent)
- Reach you through email, phone, or postal mail when necessary
How Long We Keep Your Data
We retain your personal information only as long as necessary to fulfill our service obligations, meet business needs, or comply with legal requirements.
Sharing Your Information
We do not sell, distribute, or lease your personal data to third parties without your explicit permission or unless legally required.
We partner with trusted service providers for online reservations, digital gift vouchers, and guest feedback collection. All partners are carefully vetted to ensure they comply with data protection regulations and do not misuse your information.
Accessing Your Data
You have the right to view or request deletion of any information we hold about you. To do so, please contact our Data Protection Office at: Waite Whitby Estate Data Protection, Sandsend Road, Whitby, YO21 3ST, and provide two forms of identification such as:
- Valid passport
- Driver's license
- Birth certificate
- Recent utility statement (within three months)
- Current vehicle registration
- Recent bank statement (within three months)
- Recent rent book (within three months)
Please note that deleting your data means we'll need to collect your information again for future bookings. A nominal fee may apply for data access requests, as permitted by data protection legislation.
External Website Links
Our website may include links to external sites that may interest you. However, once you leave our site, we cannot control or be held responsible for the privacy practices of those websites. We recommend reviewing their privacy policies before sharing any information.
Cookie Usage
We collaborate with third-party services to analyze website usage patterns on our behalf. While no personal information is shared, these services may place a unique cookie on your browser. Cookies help us understand visitor behavior and improve our website accordingly. We use cookies to collect anonymous data such as IP addresses, analyze trends, manage the site, track user navigation, and gather demographic insights. This information is not linked to personally identifiable details and is never used for targeted marketing. For guidance on blocking cookies, consult your browser's help documentation. Note that disabling cookies may limit access to certain site features.
Marketing Communications
If you've subscribed to our loyalty program or marketing updates, you can unsubscribe at any time by:
- Clicking the UNSUBSCRIBE link in our emails
- Emailing our Marketing Team at pr@coastalestate.com
Recruitment
If you apply for employment with us but are not selected, we'll securely store your information for up to three months. With your written consent, we can retain it for up to six months.
Policy Updates
As we improve our services, update technology, or adjust to new legal requirements, we may modify how we handle your information. Where your consent is required, we'll notify you of any changes. Otherwise, your continued use of our services indicates acceptance of updated terms.