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Privacy Policy

​​​Introduction:

At Macdonald Stewart Canadian Pavilion (referred to as the “Canadian Pavilion,” “we,” “our,” or “us”), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you stay with us, visit our website, or otherwise engage with us. We are committed to handling your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand your rights and how we manage your data.

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Who We Are:

  • Business Name: Macdonald Stewart Canadian Pavilion

  • Address: Canadian Pavilion, 1 Bisley Camp, Brookwood, Woking, GU24 0NY

  • Contact Email: hello@canadianpavilion.co.uk

We are the data controller for your personal data and are responsible for ensuring it is handled in compliance with UK data protection laws.​

 

What Personal Data We Collect:
We may collect and process the following personal data from you:

  • Identification details: Name, date of birth, passport/ID details (for non-UK residents)

  • Contact details: Email address, phone number, home address

  • Booking details: Dates of stay, room preferences, and payment details

  • Payment information: Credit/debit card details

  • Special requests: Dietary preferences, accessibility needs, and other relevant requests

  • Communication records: Emails, phone calls, and other correspondence

  • CCTV footage: Recorded on our premises for security purposes (where applicable)

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How We Collect Your Data:

We collect your personal data in the following ways:

  • Direct interactions: When you book a stay, contact us by phone, email, WhatsApp, Instagram, or in person

  • Online interactions: When you use our website’s booking system

  • Third-party booking platforms: If you book through external sites such as Booking.com, Hotels.com, Airbnb, etc.

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Our Booking System Provider:

We use Little Hotelier as our booking system provider to manage online bookings through our website.

When you make a reservation directly on our website, your data is processed through Little Hotelier, a third-party service that securely handles booking details, including your name, contact information, and payment details.
 

  • Little Hotelier is operated by Cloudbeds and complies with UK GDPR and international data protection standards.

  • Your payment details are securely processed through their system, and we do not store your card information.
     

For more information on Little Hotelier's privacy practices, please refer to their Privacy Policy:
https://www.cloudbeds.com/legal/privacy-policy/
 

Why We Collect Your Data:

We collect your personal data to:

  • Manage your booking and provide hospitality services

  • Process payments and manage any refunds or charges

  • Comply with legal requirements (such as guest registration for non-UK residents)

  • Improve our services and tailor your experience

  • Maintain the security of our premises

 

We will only collect and use your data where we have a legal basis to do so, such as:

  • Contractual necessity: To process your booking and provide services

  • Legal obligations: For compliance with laws and regulations

  • Legitimate interests: For improving our services and ensuring security

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How We Use Your Data:

We use your personal data to:

  • Confirm your booking and communicate with you before, during, and after your stay

  • Process payments and manage any refunds or charges

  • Respond to your queries or complaints

  • Ensure the safety and security of our guests, staff, and premises

  • Improve your experience at the Canadian Pavilion

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How We Share Your Data:

We do not sell your personal data. However, we may share your data with trusted third parties, including:

  • Payment processors: To process your credit/debit card payments

  • Booking system provider: Little Hotelier for managing online reservations

  • Third-party booking platforms: If you booked through platforms like Booking.com

  • IT service providers: Who help us manage our website and booking system

  • Legal or regulatory authorities: If required by law or for security purposes
     

We ensure that all third parties we work with handle your data in compliance with the UK GDPR.

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How We Store Your Data:

We take reasonable steps to ensure your data is secure. Your data may be stored in:

  • Electronic records: Secure booking systems and encrypted databases

  • Paper records: For any forms or documents completed during your stay
     

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

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Your Rights:

Under the UK GDPR, you have the following rights regarding your personal data:

  • Access: You can request a copy of the personal data we hold about you

  • Correction: You can ask us to correct any inaccurate or incomplete data

  • Erasure: You can request that we delete your data, subject to legal obligations

  • Restriction: You can ask us to limit the processing of your data in certain circumstances

  • Objection: You can object to the processing of your data based on our legitimate interests

  • Data portability: You can request your data in a structured, commonly used format
     

To exercise your rights, please contact us at hello@canadianpavilion.co.uk.

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How We Use Cookies:

Our website uses cookies to improve your experience. Cookies are small text files stored on your device that help us understand how you use our website. You can control your cookie preferences through your browser settings.

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Security Measures:

We take the following measures to protect your data:

  • Secure servers and encrypted databases

  • Restricted access to personal data
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Video Monitoring:

We use cameras on our premises (exterior and main floor) to ensure the safety and security of our guests and staff. Audio is not recorded. Footage is retained for a limited time and only accessed by authorized personnel.

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Changes to This Privacy Policy:

We may update this Privacy Policy from time to time. Any changes will be posted on our website. Please check back regularly to stay informed of any updates.

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Contact Us:

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

We are committed to ensuring your privacy is respected and your data is protected.

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Effective Date: 17 January, 2025

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