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Privacy Policy

Book with confidence - your data is safe with us

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This Privacy Policy explains how The Headlands Hotel collects, uses, and protects any information you provide when booking with us via telephone, our website, or booking.com.
 

We are committed to safeguarding your privacy. Any personally identifiable information collected will be used solely to create, manage, and process your booking.
 

Last reviewed: 1 November 2025
 

What Data We Collect

When you make a booking, we may collect:

  • Full name of the lead booker and any guests linked to the booking.

  • Contact details of the lead booker: full postal address, postcode, telephone number.

  • Debit or credit card details (stored securely via our booking system).

  • Special dietary requirements, arrival and departure dates.

  • Device information (IP & MAC address, connection times) when using our free Wi-Fi.

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Note:

  • We are fully PCI compliant. Card details are never stored on our hardware or written down manually.

  • Our booking system (freetobook.com) stores card data securely via Stripe.com encryption.

  • Wi-Fi access requires manual connection; no personal credentials are needed.

How We Use Your Data

We use your information to:

  • Process and manage your booking.

  • Contact you with booking-related updates or requests.

  • Send a post-checkout email inviting feedback via Google or TripAdvisor.

  • Send promotional emails only to guests who’ve opted into our mailing list (with unsubscribe option).

  • Simplify future bookings and track guest loyalty

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Note:

  • We never share your data with third parties

  • All guest data is stored securely on third-party systems or protected devices with multi-factor authentication.

How We Store Your Data

Your information may be stored on:

  • A secure physical device at the hotel (no card data stored locally).

  • Microsoft 365 (for synchronized booking files).

  • Third-party booking systems: freetobook.com and booking.com

  • Payment processors: Stripe.com and GlobalPay.com

  • Marketing platform: Mailchimp.com (only if you’ve subscribed).
     

How We use Cookies

The Headlands Hotel logo featuring North Bay Scarborough text with stylised yellow, white, and blue design — symbolising the sea, Marine Drive, and Yorkshire’s coastal identity

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When you first visit our website, you’ll be asked to accept or decline cookies.
 

Cookies are small text files stored on your device. They help us:

  • Analyse website traffic and usage

  • Improve site performance and content

 

Cookies do not give us access to your computer or personal data beyond what you choose to share.

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