GRRH Limited customer privacy notice.

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This privacy notice tells you what to expect us to do with your personal information.

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• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

 

Contact details

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Telephone: 01473 597897

Email: admin@groupretreats.co.uk

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What information we collect, use, and why

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We collect or use the following information to provide services and goods, including delivery:

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• Names and contact details

• Addresses

• Date of birth

• Purchase or account history

• Payment details (including card or bank information for transfers and direct debits)

• Health and safety information

• Account information

• Website user information (including user journeys and cookie tracking)

• Records of meetings and decisions

• Identification documents

• Information relating to compliments or complaints

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We collect or use the following information for the operation of customer accounts and guarantees:

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• Names and contact details

• Addresses

• Payment details (including card or bank information for transfers and direct debits)

• Purchase history

• Account information, including registration details

• Information used for security purposes

• Marketing preferences

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We collect or use the following information to prevent, detect, investigate or prosecute crimes:

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• Names and contact information

• Customer or client accounts and records

• Video and CCTV recordings of public areas (including indoor and outdoor spaces)

• Video and CCTV recordings of private or staff only areas

• Financial transaction information

• Information relating to health and safety

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We collect or use the following information for service updates or marketing purposes:

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• Names and contact details

• Addresses

• Marketing preferences

• Purchase or viewing history

• IP addresses

• Website and app user journey information

• Records of consent, where appropriate

 

We collect or use the following information for research or archiving purposes:

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• Names and contact details

• Purchase or viewing history

• IP addresses

• Records of consent, where appropriate

 

We collect or use the following information to comply with legal requirements:

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• Name

• Contact information

• Identification documents

• Financial transaction information

• Health and safety information

 

We collect or use the following personal information for dealing with queries, complaints or claims:

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• Names and contact details

• Address

• Payment details

• Account information

• Purchase or service history

• Video recordings of public areas

• Video recordings of private or staff only areas

• Witness statements and contact details

• Relevant information from previous investigations

• Customer or client accounts and records

• Financial transaction information

• Information relating to health and safety

• Correspondence

 

Lawful bases and data protection rights

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Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

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Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

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• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

 

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of your data

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Our lawful bases for collecting or using personal information to provide services and goods are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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Our lawful bases for collecting or using personal information for research or archiving purposes are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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Our lawful bases for collecting or using personal information for legal requirements are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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Where we get personal information from

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• Directly from you

• Publicly available sources

• Suppliers and service providers

 

How long we keep information

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DATA RETENTION POLICY WITH SCHEDULE of GRRH LIMITED

 

Introduction

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As part of the day-to-day running of our business, we collect and process personal data from a variety of sources. This personal information is collated in several different formats including letters, emails, legal documents, employment records, operations records, images and statements. The personal data is stored both as a hard copy and in electronic form.

 

Aims of the policy

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Our business will ensure that the personal data that we hold is kept secure and that it is held for no longer than is necessary for the purposes for which it is being processed. In addition, we will retain the minimum amount of information to fulfil our statutory obligations and the provision of goods or/and services – as required by data protection legislation, including the General Data Protection Regulation (GDPR).

 

Retention

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This retention policy (along with its schedule), is a tool used to assist us in making decisions on whether a particular document should be retained or disposed of. In addition, it takes account of the context within which the personal data is being processed and our business practices.

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Decisions around retention and disposal are to be taken in accordance with this policy.

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As and when the retention period for a specific document has expired, a review is always to be carried out prior to the disposal of the document. This does not have to be time-consuming or complex. If a decision is reached to dispose of a document, careful consideration is to be given to the method of disposal.

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Responsibility

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The Managing Director is responsible for keeping this retention schedule up to date in order to reflect changing business needs, new legislation, changing perceptions of risk management and new priorities for our business.

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The Managing Director is responsible for determining (in accordance with this Policy) whether to retain or dispose of specific documents.

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The Managing Director may delegate the operational aspect of this function to the Office Manager

The Office Manager should inform The Managing Director if there is any doubt about the minimum retention periods or if the retention of a document is necessary for a potential claim.

 

Disposal

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Our business must ensure that personal data is securely disposed of when it is no longer needed. This will reduce the risk that it will become inaccurate, out of date or irrelevant.

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The methods of disposal are to be appropriate to the nature and sensitivity of the documents concerned and include:

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• Non-Confidential records: place in waste paper bin for disposal

• Confidential records: shred documents

• Deletion of Computer Records

• Transmission of records to an external body

• Cloud storage

 

The retention period that we have assigned to each type of record can be found via our website, grhotels.co.uk. This will be adhered to wherever possible, although it is recognised that there may be exceptional circumstances which require documents to be kept for either shorter or longer periods.

Exceptional circumstances should be reported to The Managing Director without delay.

 

Date created: 01/04/2026

Date of review: 01/04/2027

 

Who we share information with

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Others we share personal information with

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• Organisations we need to share information with for safeguarding reasons

• Financial or fraud investigation authorities

• Relevant regulatory authorities

 

How to complain

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If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

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If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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The ICO’s address:     

      

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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Helpline number: 0303 123 1113

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Website: https://www.ico.org.uk/make-a-complaint

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Last updated

01/04/2026