Ninebanks Youth Hostel is committed to protecting your personal information.
This Privacy Notice explains how we collect information about you, how we use the information we collect, and how you can instruct us if you prefer to change the use of that information.
Ninebanks Youth Hostel will update this Privacy Notice on a regular basis so that it reflects the measures we are taking in relation to your personal data. This Privacy Notice was last updated on the 8th December 2020.
1. WHO WE ARE
Ninebanks Youth Hostel is a family run independent Youth Hostel & part of the YHA network.
2. HOW WE COLLECT YOUR INFORMATION
Information about you will be collected by Ninebanks Youth Hostel in a number of ways:
- When you book accommodation
- When you check in at our property
- When you volunteer
- When you contact us
- When you take part in surveys, events and competitions
- When you use our website
- When you interact with us through social media or email
- When you book our accommodation through third party websites such as Free to Book and YHA
- When you are involved in an accident or incident at one of our properties
3. WHAT PERSONAL INFORMATION WE COLLECT
Ninebanks Youth Hostel may collect the following types of personal data about you:
- Name and contact information (address, email and telephone number)
- Gender
- Date of birth
- Payment details
- Identification details, such as your passport
- Medical information
- Names and personal information for other people associated with a booking – we assume that you have their permission to share this information
- Information relating to your online interaction with Ninebanks Youth Hostel, for example the pages you visit on our websites, your IP address, device and browser type, as well as social media interactions
4. HOW WE USE THE INFORMATION WE COLLECT
We use your personal information in the following ways:
- To confirm and remind you of your reservations
- To provide the services you have requested
- To manage your volunteering
- To record your interactions with us
- To provide details of Hostel customers and visitors to NHS contact tracing services on request (see section 10 for more information)
- Where we have your consent to contact you by email, post, text message or phone with relevant communications about our products and services, such as newsletters, surveys and promotions
- To personalise the services we offer you through relevant communications, where you have given your consent for this
- To help inform and improve the relevance of our online advertising
- To analyse data so that we can better understand customer and supporter behaviours, trends and the impact of our activities
- To record any accidents or incidents that you may have been involved in or witnessed at one of our properties
Where we process your personal information it may be held by Ninebanks Youth Hostel or by trusted third party companies which processes it on our behalf.
Find out more about how Cookies are used here and our website terms and conditions.
5. HOW LONG WE KEEP YOUR INFORMATION
We retain your personal information for as long as it is needed to fulfil the service you requested. In some cases we must retain personal data in order to meet our legal obligations for reporting (for example, retaining financial records for up to seven years).
When your information is no longer required we will delete it securely.
We may retain information about customers whose conduct has been anti-social or breached our policies, for the purpose of restricting those customers’ future use of our services.
6. HOW WE KEEP YOUR INFORMATION SAFE
We follow good security practices (including appropriate technical and organisational measures) in the processing, storage and disclosure of information which you have given us. We monitor your information where practical to do so to check that it is accurate and up to date.
Our security procedures mean that we will need to confirm your identity before we are able to discuss your bookings or other queries.
Ninebanks Youth Hostel will never ask you to send online passwords, or credit card details by email.
7 INFORMATION ABOUT YOUNG PEOPLE
We welcome children and young people to our hostel and to our online services, and we take extra care when handling information about young people. However, our online booking services are intended for users aged 16 years and over, so please do not use these if you are under 16 years old.
If you provide information to us about children under 16 years old, then you confirm that you are the parent or legal guardian, or have the consent of the parent or legal guardian.
8. DISCLOSING YOUR INFORMATION TO OTHER ORGANISATIONS
Where you make a booking or enquiry about other Hostel, we will pass your information on for the purpose of providing the services or information you have requested.
We may use trusted third parties to process your information on our behalf and when we do, appropriate data privacy contracts will be in place. We will only transfer your personal information on the understanding that the third party has undertaken to us that they have in place adequate technical and organisational measures to protect that information.
We may release your information to the police or other authorities where we are under a legal obligation to do so, or where doing so is in your vital interests.
We may engage with trusted third parties to analyse data about our customers, supporters and website users in order to provide us with greater insight into customer and supporter behaviour for the purpose of informing future developments.
We may also provide anonymous statistics to reputable third parties for the purpose of analysis. These statistics will not include any personal information.
9. COLLECTING AND SHARING DATA WITH NHS CONTACT TRACING SERVICES – IN RESPONSE TO COVID-19
We will collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contract tracing. This information will be collected to support NHS Test and Trace (England) and NHS Wales Test, Trace, Protect services.
By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace services, we can help to identify people who may have been exposed to the Coronavirus.
As a customer/visitor at our Hostel you will be asked to provide some basic information and contact details. The following information will be collected:
- The names and contact details of all customers and visitors to our Hostel
- The date of visit and the arrival and departure time
We will retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out. We will only share information with NHS Test and Trace services if it is specifically requested and will do so securely.
If you are staying with us, the details of the lead member of your group will already be recorded for the purposes of managing your reservation and as described in this Policy.
If you are a visitor to a Hostel we will require you to sign in and out as normal but will now ask for a contact number or email address. This information is retained for one month after your visit.
If you are staying with us, the details of the lead member of your group will already be recorded for the purposes of managing your reservation and as described in this Policy. The names and contact details of all guests staying in your group will need to be provided at check in.
NHS Test and Trace services will not disclose this information to any third party unless required to do so by law.
Your information will always be stored and used in compliance with the relevant data protection legislation.
The use of your information is covered by the General Data Protection Regulations Article 6 (1) (f) – legitimate interests of the venue/establishment. The legitimate interest in this case is the interest of YHA in co-operating with NHS Test and Trace services in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.
In Wales it is a requirement under regulation 12 of the Health Protection (Coronavirus Restrictions) (No. 2) (Wales) Regulations 2020 for organisations and businesses to collect and retain information for this purpose, and as such it is not possible to opt out. Likewise in England it is a requirement under regulation 16 in The Health Protection (Coronavirus, Collection of Contact Details etc and Related Requirements) Regulations 2020
You will be refused admission to our Hostel premises if you are unwilling to share your contact details.
10. YOUR RIGHTS
You may, at any time:
- Ask us what information we hold about you and what we are doing with it
- Request copies of the information we hold about you
- Ask us to correct your information if it is inaccurate
- Request that we delete your information
- Ask us to change the way we process your information
- Object to our processing of your information
- Change how we communicate with you
Requests in writing (email or post) can be sent to the address below. You will be required to prove your identity before a personal data request is actioned.
If you want to unsubscribe from Ninebanks Youth Hostel emails, you will find an unsubscribe link on the footer of our newsletter emails.
HOW TO GET IN TOUCH
If you have any questions about this Privacy Notice or wish to exercise your data privacy rights, please contact us as follows:
Email us: contact@ninebanks.com
Write to us: Ninebanks Youth Hostel, Orchard House, Mohope, Hexham NE47 8DQ
