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Privacy Policy

Purpose of this privacy policy

This privacy policy (the ‘Policy’) provides information about the treatment of information provided to, or collected by, OVB Management Limited (“OVB”); and applies to this website and any direct or indirect engagement with OVB in other ways (such as, email correspondence).

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In providing our services to you, we need to collect personal information from you. This policy outlines how we treat your personal data after it has been collected. We will only process your personal data as set out in our privacy policy or otherwise notified to or agreed by you or as we are otherwise permitted to do in accordance with data protection laws.

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When we refer to ‘you’ in this privacy policy, we mean every person who communicates with us in respect of a booking, booking request, enquiry or for any other reason and all persons for whom a booking or booking request is made.

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By visiting this website and/or otherwise providing, or allowing your data to be provided, to OVB you agree that you have read and understood this Policy; and agree to OVB collection and processing of your personal information in accordance with this Policy.

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Managing your information

For the purposes of data protection laws, OVB Management Limited is a data controller in respect of the personal data you provide us with.

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We are responsible for the collection and proper management of any personal information you submit. We will keep your personal details secure and use the information you provide consistently with applicable privacy and data protection laws and the terms of this Privacy Policy.

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Your personal data will be processed within the UK and Barbados. It may also be processed in any other country. We will process your personal data (other than any data which comes within special categories of personal data) on the basis that this is necessary for us to deliver our services to you or to respond to your enquiries. We may also need to do so to comply with a legal obligation to which we are subject or in order to protect your vital interests (for example, statutory laws or in an emergency situation).

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Information do we collect from you

In order to respond to your enquiry or to administer and fulfil your booking or send you information, the personal data we need to collect and process is likely to include some or all of the following:

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  • Your contact details (such as telephone numbers, postal and e-mail addresses of the person making the booking

  • credit, debit card or other payment information of the person making the booking

  • names and passport information of all persons travelling

  • dates of birth of all persons travelling

  • emergency UK contact / next of kin details, including names and telephone numbers for all persons travelling

  • travel insurance details for all persons travelling

  • information about any medical condition, disability or reduced mobility which may affect your property requirements – this is covered by special categories of personal data (see below)

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If you would like to make an enquiry with us or receive information from us, we will need your name and the contact details applicable to the form of communication you have consented to. For example, if you wish to receive information by e-mail, we will need your e-mail address.

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We also collect website usage information and do this using ‘Cookies’. For further information about cookies and how we use them please see our Cookie Policy.

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Special categories of personal data

Personal data which concerns your health or which reveals your racial or ethnic origin, religious beliefs or sexual orientation or identification are special categories of personal data. There is also other information covered within special categories but this is unlikely to be relevant to the booking or provision of our services. Generally speaking, the processing of special categories of personal data requires your explicit consent.

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Information concerning any disability, medical condition or restricted mobility which may affect your booking as well as dietary restrictions which may disclose your religious beliefs are special categories of personal data. We will ask for your consent to our processing this information at the time you make your booking or your booking enquiry.

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Sharing your personal data

Where you make a booking, appropriate personal data will be passed on to the relevant suppliers of your chosen property and any other third parties which you have asked us to connect you with, including but not limited to property owners and managers and providers of other services.

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Credit card details may be provided to property owners and management companies for the purpose of providing a security deposit or to pay for certain additional facilities for which a charge is applicable (such as groceries to be purchased in advance of your arrival where requested).

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Personal data may also be provided to government / public authorities such as customs or immigration if required by them, or as required by law. We may also provide personal data to other third-party companies we use such as those who carry out marketing activity on our behalf.

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We only provide third parties with the personal data they require in order to deliver their requested services. Other than in relation to government / public authorities (which may be mandatory), we will take appropriate steps which are intended to ensure that anyone to whom we pass your personal data for any reason agrees to keep it secure, only uses it for the purposes of providing their services and does not collect any personal data from you in the course performing their services.

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Protection your personal data

We take appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data, which is appropriate to the harm that might result from the unauthorised or unlawful processing or accidental loss, destruction or damage and the nature of the data to be protected, having regard to the state of technological development and the cost of implementing any measures.

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Period of retention of your personal data

We will not process your personal data in a form which enables you to be personally identified for any longer than is necessary in order to fulfil the purpose for which it was originally collected or for any other legitimate business purpose.

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Where your personal data has been provided for the purpose of booking accommodation, we are entitled to retain this data for a period of 6 years after those arrangements have been completed. In certain limited circumstances, we may be able to retain it for a longer period.

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If you have consented to receiving marketing communications from us, we may continue to use your personal data for this purpose until you withdraw your consent or otherwise for as long as we reasonably consider your consent remains valid and effective.

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Use your personal data to send you information about our services in the future

We will only retain and use your personal data for marketing purposes where you have specifically consented to this or we are permitted to do in accordance with data protection laws (including as set out below).

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We may send you e-mail marketing where we comply with the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR). PECR permits us to e-mail you information about the services we offer where you have previously provided us with your e-mail address in the course of entering into a contract with us for accommodation booking or discussions for such arrangements and we wish to e-mail you marketing material about our similar services. The opportunity to opt out of receiving such e-mail marketing communications will be given to you when you first provide us with your e-mail address and whenever we send you any e-mail marketing.

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Where you have previously requested or agreed to receive information about our property booking from us by post, we may continue to send you such information in the same way until you ask us not to (which you can do by telephone, e-mail or post). Everything we send you will tell what you should do if you no longer wish to hear from us. We will send you this information as this is necessary for the purposes of our legitimate interests in communicating with you unless it is or becomes clear that our interests are overridden by your interests or fundamental rights and freedoms in which case, we will cease communicating with you.

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Your Rights, Controls and Choices

We provide you with the ability to exercise certain controls regarding its collection, use and sharing of your information. In accordance with legal requirements, your controls and choices include the right to:

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  • confirm whether we hold any of your personal data;

  • send you a copy of any personal data that we hold about you; 

  • ask us not to process your personal information for marketing purposes;

  • request access to the information we hold about you;

  • choose whether we share your information with other companies outside or OVB;

  • object to processing likely to cause or is causing damage or distress;

  • object to decisions being taken by automatic means; and

  • have inaccuracies in your personal information rectified, or to have your information blocked, erased or destroyed.

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Where we process your personal data on the basis that you have given us your consent to do so then you may contact us at any time to withdraw your consent. If you wish to exercise any of these rights, or wish to object to our use of your personal information, please write to us at Data Protection Co-ordinator, OVB Management Limited, 69 Wavendon Avenue, London. W44NT or by email to: info@ourvillabarbados.com.

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Changes to this Privacy Policy

OVB reserves the right to make changes to this Policy from time to time and as may be necessary to new technologies, industry practices, regulatory requirements or other purposes. In the event that any such changes are material, OVB will notify you, and, where required by applicable law, obtain your consent.

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The date on which substantive and material changes were last made to this Policy was January 2022.

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If you have any questions about the way in which your data is collected, processed or held by OVB, you can contact us via email at info@ourvillabarbados.com.
 

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