Important Information
This privacy policy sets out how The Willow Tree uses and protects any information that you give us before, during or after your stay.

This Privacy Policy covers anyone who has booked or are looking to book a holiday either as an individual or as part of a group booking. Where you are completing a booking on behalf of other people, this Privacy Policy will apply to all personal data provided and you are required to bring this Privacy Policy to their attention so that they are also informed of how we will process their personal data.

The Willow Tree is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when booking with us, then you can be assured that it will only be used in accordance with this privacy policy.

Amendments to this privacy and cookie policy

We reserve the right to amend this policy. Amendments will be published on our website. We recommend that you frequently consult this policy so that you are aware of any possible changes.

This policy is effective from 01/04/2023.

The data we collect 
Point 1 “important information” lists whom we will collect personal data from, and we will collect the following information: 

Contact data: Billing address, email address and telephone numbers.
Financial data: Bank account and payment card details.
Identity data: First name & last name, username or similar identifier, marital status, title, date of birth and gender of all guests.
Marketing and communication data:   Your preferences in receiving marketing from us and our third parties and your communication preferences.

We do not collect any information about criminal convictions and offences.

 

Failure to provide personal data
If we are required by law, or under the terms of a contract we have with you, to collect your personal data and you fail to provide it, we may not be able to enter into or perform the contract with you and, we may have to cancel your booking and/or our service to you. We will notify you of this at the relevant time.

 

How personal data is collected

We collect personal data in the following ways:
Direct interactions: Personal data may be provided by you or on our behalf as part of your booking journey, or otherwise in connection with a booking by the lead guest. You may also provide personal data when you complete online forms, send messages, request products/services, subscribe to our services or enter competitions.

Third parties: We may receive personal data from third-party booking platforms who may be based inside or outside of the EEA (such as Airbnb, Booking.com, VRBO, bedandbreakfast.nl, Micazu.nl, Natuurhuisjes.nl etc.).

 

How we use personal data
We will use your email address to send you confirmation of the booking and an email with more details on how to find us and other information you may find useful for your stay and again after your stay we will contact you to obtain feedback on your stay. 

We will use your telephone number to contact for your security deposit and for an emergency if we have been unable to contact you by email.

We may periodically send promotional email about new products, special offers or other information which we think you may find interesting using the email address which you have provided. 

 

Marketing
We would like to stay in touch with you to send information about the holiday cottages, any special offers we may have or local events. We send occasional emails (normally no more four per year)  to people on our distribution list. 

We will not pass your details onto any third party

 

How your data is stored
We are committed to ensuring that your information is secure. We operate appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to your personal data is restricted to individuals who have a business need to know and are under confidentiality obligations and can only process it on our instructions.

We also have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Neither we nor the third party agencies will share your information with any third party unless there is a legal reason for doing so.

 

Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of our marketing activities and satisfying any legal, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

We are required to keep basic information about our customers and clients (including contact, identity, financial and transaction data) for six years after the end of the tax year in which they cease being customers or clients, for tax purposes.
We will process your financial data such as credit card details for the purpose of processing payments, however, we do not retain any credit card details once the payment has been accepted.

How we use cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser not to accept cookies. See www.aboutcookies.org for more information.

 

Controlling your personal information
If you have booked or enquired to holiday with The Willow Tree you are agreeing to us using your personal information for direct marketing purposes, however, you may change your mind at any time.

Inspecting and changing your data

If you have provided us with personal data, you can request the inspection, change or removal of this data. This request can be submitted via our contact page.

To prevent misuse, we may ask you to positively identify yourself. If you would like to view personal data linked to a cookie, you must include a copy of the cookie in question. This can be found in your browser settings. If the data in question is incorrect, you can ask us to change it or have it deleted.

Autoriteit Persoonsgegevens (Data Protection Authority)

We will gladly assist you if you have complaints about the handling of your personal data. According to privacy legislation, you also have the right to log a complaint about this handling of your personal data with the Autoriteit Persoonsgegevens. To do this, please contact the Autoriteit Persoonsgegevens.

Contact details

If you have any questions about your privacy or about our privacy and cookie policy, please email us at: info@thewillowtree.nl

The Willow Tree

Cabauwsekade 22A

3411EB Lopik

The Netherlands