Privacy Policy for Derwent House

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This privacy policy explains how Derwent House (‘we’) use personal information we collect from you.

Last updated 09/05/19

Information we collect from you
When you make a booking with us we collect the names of the guest booking, home address, email address and telephone number to. This contractual data is held securely by Innstyle  ( who provide our property management system. We also collect a debit or credit card number to take the deposit/payment for your stay. This data is encrypted and held by Card Stream, who provide the payment system. Card details are securely deleted within 72 hours of your departure.

If you email us direct the email is kept securely for a maximum of one year and then securely deleted, unless required by law. If you email us via our website contact form, the contents are entered on a secure page and then encrypted before being sent to us, and a copy sent to the email address you gave us, securely. If you submit a review on our website, we ask for your name and email. This is so we can identify you have stayed with us. A copy is held on our hosting company’s server We collect, and display reviews, submitted to Google on our website. Please refer to Google Privacy Policy:

How we use the information we hold on you
We use your name and home address as part of the booking process. We use your email address to send you confirmation of the booking and other information you may find useful for your stay prior to arrival.
After your stay you will receive an email asking for any feedback. We also provide details of different ways you can leave a review if you choose. If you leave a review, we may display this on our website. However, this is done in an anonymised way.

How is your data stored?
All data you supply us, as part of the booking process, is stored securely on our booking system, Inn Style ( All card details are stored on Card Stream (, our PCI compliant payment system. Card details are erased automatically following your stay. Neither we, Inn Style or Card Stream will share your information with any third party unless there is a legal reason to do so.

If you use our website contact form, a record of your email is stored securely on the website and securely deleted after one year. We back up our website to an external secure server in a destination outside the European Economic Area (EEA) in which data protection laws may be of a lower standard than in the EAA. Regardless of location or whether the person is an employee or contractor, we will impost the same data protection safeguards the we deploy inside the EAA. All contact form information and reviews, submitted via our website, are accessible by our website manager. This information is used by the website manger as explained in this policy and is kept confidential and secure.

We send occasional emails (no more than four a year) to people with a legitimate interest in Derwent House (have stayed with us or have given consent to be on our distribution list). The distribution list is managed by a secure third party, Mailchimp ( You may change your preferences or unsubscribe via Mailchimp at any time. Neither we nor Mailchimp will pass your details onto any third party.

We collect anonymous tracking information via Google Analytics, Google Webmaster Console and Bing as well Facebook and other cookies so as to better understand how visitors use our website. This information is kept for two years. Please refer to our Cookie Policy for further information.

Retaining personal information
We retain personal information about you for the period necessary to fulfil the purposes outlined in this policy, to meet contractual requirements and legal obligations. We review our retention periods for personal information on a regular basis. When your information is no longer required, we will ensure it is disposed of securely.

Data Security
No data transmission over the Internet can be guaranteed to be secure from intrusion. However, we maintain physical, electronic and procedural safeguards to protect your personal information in accordance with applicable data protection legislative requirements. We have put in places procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach as required by regulations.

Access to your information
You have a right of access to the information we hold on you, as well as the right to request we amend it or delete it, unless prohibited by law. This will be done within 30 days of the request. There is no charge to access, update or delete your information. You can contact us to request this by email: or by post to: Glendon Guest House, 7 Knowleston Place, Matlock, Derbyshire, DE4 3BU. If you receive our newsletter via MailChimp you can amend the information and marketing permissions as well as unsubscribe via the links contained in the bottom of the newsletter.