Who we are
The Gardens at Polehanger is a new outdoor venue for weddings and events located in Central Bedfordshire. We are part of Polehanger Farms Ltd which is registered in England and Wales 00983080.
The business address is: Polehanger Farm, Shefford Road, Meppershall, Shefford, Beds, SG17 5LH
Our website address is: https://thegardens.polehanger.co.uk.
The business website address is https://polehanger.co.uk
ICO registration number: ZA399236
What personal data we collect and why we collect it
We work hard to find and introduce new people to The Gardens at Polehanger as well as improve the quality of our website. We want to communicate clearly and directly with everyone that visits. To do this we gather data in the following ways:
We do not currently use contact forms. The enquire now buttons generate an email and if you choose to use this it will provide us with your email address and any other information you deem necessary when completing that email such as name and telephone number. We will use this information to respond to your query and follow up with any appropriate actions.
If you simply visit our website, our analytics will record your IP address (your computers unique Internet address).
Embedded content from other websites
Pages on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
You can prevent Google Analytics from collecting this information by installing the google opt-out browser addon: https://tools.google.com/dlpage/gaoptout
Who we share your data with
Any data sent to us via email is shared between us and White Button Weddings, our event managers, for the purposes of responding to enquiries and arranging any event or wedding.
How long we retain your data
Any enquiries that do not generate a booking or further interest will be retained for a period of 12 months.
Any enquiries that do generate bookings or further interest will be retained for a period of 36 months or a period of 24 months after the booking date, whichever is longer.
What rights you have over your data
If you have contacted us or made a booking with us, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we store your data
Our website is hosted by Webhosting UK and the data for the site is stored in the UK. None of your personal data is currently stored on their servers.
As a business we use Microsoft 365 for document storage, email and collaboration, in some instances your personal data may be stored on Microsoft 365 servers, any data stored there is encrypted and controlled by us. Data is stored both in the European Union and the United Kingdom. As part of the United Kingdom leaving the European Union, all data stored within Microsoft 365 for our business will be migrated to United Kingdom locations by July 1, 2022.
Your contact information
When you contact us via the website or directly, we will store your contact information in order to respond to queries or in regards to bookings you may make with us. This could include name, phone number, email address and postal address.
How we protect your data
We treat all data with the utmost care and take appropriate steps in compliance with data protection regulation to ensure it is kept safe.
- All data we collect is done so over encrypted connections (https).
- All data is stored in a user controlled and encrypted storage location.
- All systems storing personal data have access logging.
What data breach procedures we have in place
Our systems are designed and implemented in a way that ensures your data is protected to the best of our abilities from unauthorised access or accidental disclosure.
In the event of a data breach our policies ensure that the breach is reported in a timely and appropriate fashion to the DPO.
What third parties we receive data from
We receive data from the following third parties in relation to potential outdoor venue bookings for The Gardens at Polehanger:
Our website content includes links to other websites. If you follow any of these links, please be aware that these will each have their own privacy policies that we do not accept any responsibility or liability for. Please always make yourself familiar with specific privacy policies before submitting any information to any website.
Contacting the regulator
For your individual rights under the GDPR please read: https://ico.org.uk/your-data-matters/
While we will make every attempt to rectify any situation, where you feel your data has not been handled appropriately you have the right to contact the regulator. In this case the regulator is the Information commissioner’s office (ICO).