1. Visitors to our website
Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it.
1.1 Google Analytics
When someone visits our website (www.penguincruiseparking.net) we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites click here.
1.2 Other cookies used, tracking pixels or similar tools
Cookies may also be used for the following reasons:
- Our website uses Expression Engine as the content management system (CMS). Expression Engine uses a number of cookies for the functionality of the site. Details about what cookies Expression Engine may place on your device can be found here. Although, please note, we are not utilising the commenting or forum functionality of the CMS so those cookies will not be used by our site
If you wish to not allow cookies, most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.
1.3 If you fill out our online contact form
If you fill out our contact form, a notification email containing the information you provided, is sent to the team at our office. A copy of the data you submit is therefore stored within our email systems for responding to your enquiry and a copy is kept for backup purposes within the website database. As our site uses SSL (https) the data you submit using the contact form will be encrypted once you press the “Submit” button. Any data you submit will only be kept within our email system and in our website database for as long as it is lawful to do so.
1.4 If you use our online chat
We use a third-party supplier (Tawk.to) to provide our online chat functionality on the website.
If we are online, you will not be asked to provide any personal details but Tawk.to will retain a record of our conversation along with some details such as your IP address, the area you are in, the source of your enquiry (whether via a search engine or direct to our website), the date and time, the type of device you are using, how many times you have visited the website and how many previous chats we have had with you and when your last visit was. However, we are not able to identify you from this information unless you submit any personally identifiable information during the chat.
If we are unavailable, you have the option to complete your name, your email address and your enquiry, which will be emailed to us and we will use the data provided in the same way as if you’d filled out our contact form (as set out above).
1.5 Website hosting
We use a third-party supplier (Clook) to host our website. Whilst generally they would have no need to access our website content or database, it is possible they may from time to time mainly for support queries. We are assured the hosting provider is GDPR compliant.
2. Using our booking service
Regardless of how you book with us, we maintain records relating to your order in our booking system. Each day we upload the previous days bookings to this system and after each “ship” day we upload any amendments. We may also use the system to produce reports so we know about upcoming bookings as well as anonymised statistics regarding the bookings to help us deliver our service more efficiently.
2.1 If you book online via our website
If you choose to book a parking space online, by clicking “Book Now” on our website, you will be directed to our online booking system (which is hosted separately from our main website at https://booking.penguincruiseparking.net). We will ask you for certain information for the purposes of providing the parking services to you. Typically, we will ask for your name, address, email address, phone number, details about your car (make, model, colour, registration number, etc.) along with how many people are travelling. This information is submitted to our booking system which we use for managing bookings, carrying out our service to you and to send out confirmation of your booking.
We will also ask you for payment information which is collected and processed securely by our payment provider. The IP address of the person making the payment is recorded by our payment provider (Secure Trading).
2.2 If you call or email our offices to book a parking space
We will ask you for certain information for the purposes of providing the parking services to you. Typically, we will ask for your name, address, email address, phone number, details about your car (make, model, colour, registration number, etc.) along with how many people are travelling. This information is entered manually into our booking system which we use for managing bookings, carrying out our service to you and to send out confirmation of your booking.
We will also ask you for payment information which is processed securely by our payment provider. The IP address of the person making the payment is recorded by our payment provider (Secure Trading).
3. If you email us
If you send us an email, either directly, or because you’ve used our contact forms on the website, your emails will be stored in our email system. Only office staff have access to our email accounts and will be able to access any information stored in any emails exchanged with you. Once we have finished processing your emails, we will either file them (e.g. for a new booking) or delete them. If your emails relate to your booking, they will be kept within our email system for the length of your booking and then deleted.
4. If you contact us by phone
If you contact us with a query, a question about your booking or other customer services related enquiry, we may record details of your interaction with us if it relates to a change in your booking.
5. People who are our customers
We have set out above what happens if you make a booking either online, by phone or via email and what might happen if you contact us via email or phone.
As well as maintaining our booking system we also maintain a customer database which records details of bookings, booking history as well as details about you, your bookings including details of your cruise such as name of the ship, departure date, etc. and notes relating to any correspondence. This database is stored securely and can only be accessed by office staff.
6. Contacting you for marketing purposes
We will never contact you for marketing purposes unless you have given us permission, or it is lawful for us to do so. We may contact you directly to ask if you would participate in a survey.
7. Employee data
For individuals who we employee, we keep paper-based HR records which record details relating to employment with the business. This data will only be information which is relevant for employment so that we can process your pay, provide holiday pay, emergency contact details, etc.
If you are one of our drivers then we will also ask for a copy of your driver licence, a copy of your driving history and a copy of your private hire licence which is a licensing requirement with New Forest District Council. and a requirement for our fleet and liability insurance
All details are stored securely either in paper form (locked away) or via our booking system (from where we generate our rotas) and / or on our computer.
If you send us a CV either directly or via an online advertisement (e.g. via indeed.co.uk) then we will process your CV solely for the purposes of assessing whether we have a position available. If you are unsuccessful, we may delete your CV after the process. If it would be useful for us to keep a copy in case of future opportunities, we will always ask your permission first.
If you are successful and become an employee your CV and any associated information will form part of your HR file.
Unless stated elsewhere in this document or in our terms of service, we only store the data necessary to provide the services we provide to you. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a customer or because of a legal obligation to retain the information, whichever is the longest).
10. Third party processors
We use a number of third-party cloud-based services for the purposes of effectively running our business and providing our services to you. We also use a number of third-party organisations, e.g. accountants, HR support, etc.
In all cases where we are using a third-party service or company, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements.
We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply.
11. Your rights
Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website.
If you want to make a compliant about the way we are processing your data, you can contact us, using the contact details below. You also have the right to complain to the Information Commissioner’s Office by clicking here.
11.2 How to withdraw consent and object to processing
Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time. If you wish to raise concerns about the way we are processing your data or would like to raise an objection, then please contact us, using the contact details below.
11.3 Keeping your data up to date
It is important that any of your data that we process is kept up to date. We may from time to time ask you to verify your contact details but if you wish to update any information, we hold about you, please contact us using the contact details below.
11.4 Erasure of your data (the “right to be forgotten”)
Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data) we will erase it from our systems.
If you wish to exercise your right to be forgotten, please contact us via the contact details below.
Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them). Please contact us, using the contact details below, if you wish to receive an export of your data.
11.6 Access to your data
You have the right to ask us about what data we hold about you, how we process it and provide you with a copy of the information, free of charge and within one month of your request.
To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to the addresses below. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.
12. Disclosure of information
We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so.
13. More information
For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website.
14. How to contact us
If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact:
15. Changes to our privacy notice
We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available on our website at www.penguincruiseparking.net