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Privacy & Cookie Policy

Privacy Policy

Your privacy is important to us, we always strive to manage your personal information with integrity and respect. We are committed to:

  1. Being transparent about data management.
  2. Simplifying our policies and making your choices clear.
  3. Making sure you have control of your own data.

This Privacy Policy covers our treatment of the information we collect about you when you use our website or services. This Policy does not apply to the practices of companies that we do not own or control, or to people that we do not employ or manage.

If you do not agree to our Policy you should discontinue using our online services and phone us instead with your query or booking on 01904 644744, indicating how you wish us to use and/or process your data.

The Information We Collect and Use

At every touch point or interaction with you, and in conducting every aspect of our business, we may collect personal information about you. This information may include: your contact information; information related to your booking, a stay or visit to The Grange Hotel; participation in a loyalty program; participation in a marketing program (even if you do not stay at our hotel); information related to the purchase and receipt of products or services; personal characteristics, nationality, passport number and date and place of issue; travel history; payment information; guest preferences; marketing and communication preferences; information about vehicles you may bring onto our property; reviews and opinions about our hotel (if they are identified or associated with you); groups with which you are associated for stays at hotels; transaction and correspondence details; and other types of information that you choose to provide to us or that we may obtain from third parties.

We may also record details on joint travellers, including their names. We may also collect and keep information and records related to conversations.

On-property collection: Local statutory laws may require that we collect additional personal information during registration/check-in. We may also use closed circuit television and other security measures at our property that may capture or record images of you and visitors in public areas and information related to your location while on our property via other technologies. We may also use other technologies that record sound or video to protect our staff.

Event Profiles: If you plan an event, meeting or wedding with us, we collect event specifications, the date of the event, number of guests, details of the guest rooms, and, for corporate events, information on your organisation. We also collect information about the guests that are a part of your group or event. If you visit us as part of a group, we may have personal information about you provided to us by the group.

Social Media: If you choose to participate in The Grange Hotel’s sponsored social media activities or offerings, we may tag you or mention you or collect and share certain information from your social media account (consistent with your settings within the social media service, such as location, posts, check-ins, activities, interests, photos, status updates and friend list). You should understand that you may be subject to the terms and conditions and any privacy policies of the social media site and that The Grange Hotel is not responsible for your activities on social media sites.

The Grange Hotel Website: We may collect personally identifiable information when you visit or use our website pages at www.grangehotel.co.uk. We also automatically receive and record information on our server logs from your browser including your IP address, cookie information and the page you requested. We may use this information for three general purposes: to customise the content you see, to fulfil your requests for certain services and information, and to contact you.

What’s new about this?

We haven’t made any changes to the cookies that we use, just the way we notify you of their use. As part of new EU and UK legislation, known as the ‘Cookie Law’, we want to ensure that you understand and accept the use of cookies on this website.

What is a cookie?

A cookie is a small text file that is downloaded onto a user’s hard drive when accessing certain websites. This technology is commonly used across a large majority of websites. Most of the cookies that we use on this website are necessary to enable you to move around the website and to use its features.

Which cookies are used on this website and for what purpose?

Performance cookies – these cookies are used to inform the performance of, and improvements to, the website. They collect information about how visitors use the website. Performance cookies that we use on this website are:

Analytical Cookies - we use Google Analytics to record visitor numbers to the website and to understand how visitors navigate through the website, how much time is spent on each page, and so on. This information helps us to improve the way the website works. This browser data is anonymous and cannot be traced to individual users.

Third party cookies - these are cookies set by another website in order for tools provided by them to function.

Social Media and Mapping - at times our website will contain snippets of content from external sources such as YouTube, Facebook, Twitter, Tripadvisor, or Google Maps. You can disable these cookies (see below), but it may cause the tools to cease to function.

What if I don’t want cookies used during my visit?

As most of the cookies used on this website are necessary to the correct functioning of the website, we recommend that you allow cookies to be used. If you would prefer to block cookies however, you can do this through your browser settings. For more information on how to do this, you can visit AboutCookies.org. To disallow anonymous Google Analytics data to be collected about your visits to websites, go to the Google Analytics Opt-out.

Personal Information We Collect from Third Parties

In addition to the information we collect from you direct, we may also collect or infer information about you based on the information you provide to us or from Other Information we receive. (See below for more details about “Other Information.”) We also collect information about you from third parties, including information from our accommodation booking engine and online payment gateways. We may append this information to the information we have on file for you and share it with others consistent with this Policy.

Security Procedures to Safeguard your Personal Data

In accordance with European data protection laws, we observe reasonable procedures to prevent unauthorised access to, and the misuse of, personal data.

We use appropriate business systems and procedures to protect and safeguard the personal data you give us. We also use security procedures and technical and physical restrictions for accessing and using the personal data on our servers. Only authorised personnel are permitted to access personal data in the course of their work.

When your full credit card details are needed as part of the reservation process, we do not store them on our system; a carefully selected, market leading, secure third party transactional partner is used to process payments to ensure your maximum security.

Use of Personal Information Collected About You

We use your personal information to confirm, provide and follow up the services you request from The Grange Hotel.

In addition, we may use your information to: improve The Grange Hotel’s services; providing you with the expected level of hospitality and ensuring our site, products and services are of interest to you.

Your data may be processed using automated decision-making systems for the use of profiling. Profiling allows us to improve or identify products and services that we think may be of interest to you based on your geographical location, behaviours or social-economic demographics.

How We Share Personal Information

Group Events or Meetings: If you visit The Grange Hotel as part of a wedding, group event or meeting, information collected for event planning may be shared with the organisers of those meetings and events, and, where appropriate, guests who organise or participate in the meeting or event.

Business Partners: From time to time we may partner with other companies to provide our information, products or services to you. The process of providing that service or information may require the sharing of your information. For example, we may use the software company Mailchimp to process marketing communications on our behalf. We may partner with a third party website (Eventbrite) to process ticket registration or generate business bookings or enquiries and thereby jointly collect your information and your contact details that we will use in accordance with our Use of Personal Information Collected About You policy above. You should take time to read and understand any privacy policies associated with third party business partners as we are not responsible for their use of your data.

Co-sponsors of Promotions: We may co-sponsor promotions, sweepstakes, prize draws, competitions, events or contests with other companies, or we may provide prizes for sweepstakes and contests sponsored by other companies. If you enter one of these sweepstakes, events or contests, we may share your information with our co-sponsor or the third-party sponsor. We may also share your information with the general public in order to process any prize giving.

Service Providers: We rely on third party service providers to provide certain products and services, such as secure credit/debit card billing, processing credit card transactions, accounting, auditing and legal advice. The Grange Hotel will disclose personal information to such service providers for processing as appropriate and reasonable.

Other: In addition, The Grange Hotel may disclose personal information in order to: (i) comply with applicable laws, (ii) respond to governmental enquiries or requests from public authorities, (iii) comply with valid legal process, (iv) protect the rights, privacy, safety or property of The Grange Hotel, site visitors, guests, employees or the public, (v) permit us to pursue available remedies or limit the damages that we may sustain, (vi) enforce our websites’ terms and conditions, and (vii) respond to an emergency.

Information Sharing and Disclosure: We will not sell or rent your information to anyone. We will send personally identifiable information about you to other companies or people when:

  1. We have your consent to share the information;
  2. We need to share your information to provide the product or service you have requested.
  3. We need to send the information to companies who work on behalf of The Grange Hotel to provide a product or services to you (unless we tell you differently, these companies do not have any right to use the personally identifiable information we provide to them beyond what is necessary to assist us);
  4. We respond to subpoenas, court orders or legal process;
  5. We find that your actions on us violate the above terms of service, or any of our usage guidelines for specific products or services.

Sensitive Information

The term “sensitive information” refers to information related to your racial or ethnic origin, political opinions, religion or other beliefs, health, criminal background or trade union membership. We do not generally collect sensitive information unless you volunteer it. We may use health data provided by you to serve you better and meet your particular needs.

Personal Information from Children

We do not knowingly collect personal information from individuals under 18 years of age. As a parent or legal guardian, please do not to allow your children to submit personal information without your permission.

Links to Third-Party Websites

Our site and our mobile applications may contain links to third parties’ websites. Please note that we are not responsible for the collection, use, maintenance, sharing, or disclosure of data and information by such third parties.

Other third-party websites include the landing page of the high-speed Internet providers at The Grange Hotel, as well as social media sites (such as Facebook and Twitter) on which The Grange Hotel may have accounts or fan pages where you may be able to post information and materials. If you provide information on third-party sites, the privacy policy and terms of service on those sites are applicable. We encourage you to read the privacy policies of websites that you visit before submitting personal information.

Protecting Personal Information

The Grange Hotel will take reasonable measures to: (i) protect personal information from unauthorised access, disclosure, alteration or destruction, and (ii) keep personal information accurate and up-to-date as appropriate. We also seek to require our affiliates and service providers with whom we share personal information to exercise reasonable efforts to maintain the confidentiality of personal information about you.

For online transactions, we use reasonable technology to protect the personal information that you transmit to us via our site. Our system adopts PCI compliant payment gateway for built-in credit card security. Unfortunately, however, no security system or system of transmitting data over the Internet can be guaranteed to be entirely secure.

For your own privacy protection, we encourage you not to include sensitive personal information in any emails you send to us. Please do not send credit card numbers or any sensitive personal information to us via email.

We will not contact you by mobile/text messaging or email to ask for your confidential personal information or credit card details. We will only ask for your confidential personal information or credit card details by telephone when you are booking a reservation, paying a balance or promotional package by telephone. If you receive this type of request, you should not respond to it. We also ask that you please notify us at info@grangehotel.co.uk.

Changing and Accessing Your Personal Information

You can request us to provide you with the personal information we hold about you and request that we update, correct and/or suppress personal information about you that we maintain in our active database. We will make all required updates and changes within a reasonable time. Such requests must be submitted in writing to the following address: General Manager, The Grange Hotel, 1 Clifton, York YO30 6AA, or via email to sn@grangehotel.co.uk. To protect your confidentiality, we can only respond to such requests to the email address that you have registered or otherwise provided to us. Please remember that if you make such a request, we may not be able to provide you with the same quality and variety of services to which you are accustomed.

Retaining Personal Information

We retain personal information about you for the period necessary to fulfil the purposes outlined in this Policy, namely 3 years, unless a longer retention period is required or permitted by applicable law.

Choices – Marketing Communications

If you have given us your consent and contact information (postal address, fax number, email address or phone number), via any means (on booking, check-in, third party website, social media platform or any other means and medium) we may inform you about our news, products and services or invite you to events by email, e-newsletter, telephone, mobile/text messaging (including SMS and MMS) or post.

You may change the communications you receive from us or withdraw your consent for marketing communications at any time by using the unsubscribe feature at the foot of our emails, by emailing (and including your email address) to sn@grangehotel.co.uk or by writing to the General Manager, The Grange Hotel, 1 Clifton, York YO30 6AA.

Policy Modifications

We may modify this Policy from time to time; dates listed below. Any changes to our Policy will become effective upon the posting of the revised Policy on the website. Use of the site following such changes constitutes your acceptance of the revised Policy then in effect.

Data Controller - Contact Us

If you have any questions about this Policy or how The Grange Hotel processes your personal information, please contact our Data Controller by email at sn@grangehotel.co.uk or by mail to the General Manager, The Grange Hotel, 1 Clifton, York YO30 6AA.


If you have any complaint about the use of your data or information privacy please contact us in the first instance and we will do everything we can to rectify the situation. If you are unhappy with our response or if you need any further advice you should contact the Information Commissioner’s Office on telephone 0303 1231113 (call charges may apply) or visit their website.

16 May 2018
4 Star HotelAA rosette 2starsTrip advisorGood Hotel GuideSawdaysVisit York Member LogoWelcome to Yorkshire2019Britains finest

Contact Us

The Grange Hotel
1 Clifton
York YO30 6AA

  +44 (0)1904 644744
  +44 (0)1904 612453

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