Solton Manor Ltd (hereinafter referred to as “we,” “us,” or “our”) is committed to protecting the privacy and security of all personal information entrusted to us. This Data Protection Policy sets out how we comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. It explains what personal data we collect, how we use it, the legal bases for processing, and the rights you have in relation to your personal information.
We recognise that protecting personal data is central to building trust with our couples, guests, suppliers, and staff. This policy applies to all personal data processed by us, whether it is collected online, in person at the estate, or through communication with our team.
2.1 We may collect and process certain personal information about you in accordance with our Privacy Policy.
2.2 The types of personal information we may collect include, but are not limited to:
Name, address, email, and telephone number.
Payment details or billing information for bookings and services.
Information provided during enquiries, bookings, or event planning (such as dietary preferences, supplier details, or guest lists).
Photographs, CCTV footage, and recordings taken on the estate for security or promotional purposes, where consent is given.
Employment information where you apply to work with us, including references and right-to-work documentation.
We will only collect personal information that is relevant and necessary for the services we provide.
3.1 We will only process your personal information for the purposes for which it was collected. These may include:
Administering event and accommodation bookings.
Providing services and support during weddings and events.
Communicating with you regarding enquiries, updates, or changes.
Meeting legal, regulatory, and tax obligations.
Ensuring the safety and security of guests, staff, and property.
Marketing our services, where you have consented to receive such communications.
3.2 If we intend to use your personal information for any purpose other than that for which it was collected, we will notify you in advance and, where required, seek your consent.
4.1 We will only process your personal information when we have a lawful basis to do so. These bases include:
Contractual necessity: processing is required to perform a contract with you, such as managing a booking.
Legal obligation: processing is necessary to comply with laws such as tax, employment, or health and safety regulations.
Vital interests: processing to protect someone’s life in an emergency.
Consent: where you have given clear consent for a specific purpose, such as receiving marketing emails.
Legitimate interests: where processing is necessary for our legitimate business interests and your fundamental rights do not override those interests (e.g., maintaining estate security through CCTV).
5.1 Under the GDPR, you have the following rights:
The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to request correction of inaccurate or incomplete data.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restrict processing – to limit how your data is used.
The right to object – to object to processing based on legitimate interests or direct marketing.
The right to data portability – to request transfer of your data to another service provider.
5.2 To exercise any of these rights, please contact us using the details provided in Section 9 or through the contact details on our website. We will respond within the statutory time limits and will not charge a fee unless requests are manifestly unfounded or excessive.
6.1 We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk. These include:
Password protection and encryption of digital records.
Secure storage of paper files with restricted access.
Regular training for staff handling personal data.
Limited access rights to systems and data on a “need-to-know” basis.
Procedures for secure disposal of data no longer required.
Our aim is to reduce the risk of unauthorised access, loss, alteration, or disclosure of your personal information.
7.1 In the event of a data breach that is likely to result in a high risk to your rights and freedoms, we will promptly notify you and the Information Commissioner’s Office (ICO) in line with our legal obligations.
7.2 Where the risk is low, we will still log the breach internally and take remedial steps to prevent recurrence.
We will not keep your personal data for longer than is necessary. Data retention periods are determined by legal, contractual, and operational requirements. For example, booking records may be retained for six years for tax purposes, while marketing information will be kept until you withdraw consent.
9.1 We reserve the right to update or modify this Data Protection Policy from time to time to ensure continued compliance with the law. Any changes will be effective immediately upon posting on our website, and we encourage you to review it regularly.
9.1 For any questions or concerns regarding our data protection practices, or to exercise your rights, please contact us at:
Email: [email protected]
Address: Solton Manor, Solton Lane, East Langdon, Dover, CT15 5JB
We take all enquiries seriously and will do our best to address your concerns promptly and transparently.
Image credit: Olegs Samsonovs Photography
