- Environmental Policy
- Events in the Orangery T&C's
Kilworth House Hotel and Theatre is committed to respecting and protecting your privacy and personal data.
It also explains your privacy rights and how the law protects you.
1. Important information and who we are
We do not knowingly collect data relating to children, other than in respect of bed allocation requirements.
Mrs Elizabeth Payne
Kilworth House Hotel and Theatre
Telephone number: 01858 880058
You have the right at any time to make a complaint to the Information Commissioner’s Office (ICO). The ICO is the supervisory authority in the UK for data protection issues (www.ico.org.uk). We do hope that you would contact us directly in the first instance, as we would always hope to be able to deal with your concerns.
From 25th May 2018, the data protection law in the UK will change by the implementation of the General Data Protection Regulation. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. The data we collect about you
We will collect personal data from you when you make a booking for the hotel, or use our facilities or services. That data may be collected by our staff, either in person or over the telephone, and also when you book online via our website or complete any registration cards or enquiry forms.
We will collect personal data (including both health and medical information) from you when you make a booking for a spa treatment, That data may be collected by our staff, either in person or over the telephone, and also when you complete the Health Form.
We will collect personal data from you in the form of video imagery. The data is collected across our estate via a closed-circuit television system (CCTV). This data is retained for 30 days.
We will collect personal data from you when you visit Kilworth House Hotel and Theatre. We will use this data to keep your marketing preferences up to date. This data may be collected by our staff, either in person or over the phone, and also when you complete any registration cards or digital/paper enquiry forms.
Personal Data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes home address, email address and telephone numbers.
Financial Data includes payment card details.
Transaction Data includes details about payments from (and to) you and other details of your use of the hotel and the services that we provide.
Technical Data includes IP address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data bookings made by you, your interests, preferences, guest survey feedback and number plate.
Usage Data includes information about how you use our website.
Marketing and Communications Data includes your opt-in marketing statement and communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.
We may collect some Special Categories of Personal Data about you. This means details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with accommodation at the hotel). In this case, we may have to cancel a booking or other service you have with us but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including:
From you. You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- book accommodation at the hotel or book any other of the services that we provide;
- request marketing to be sent to you; or
- give us some feedback.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
- In order to protect your vital interests or the vital interests of another natural person.
Click here to find out more about the types of lawful basis that we will rely on to process your personal data. Generally, we do not rely on consent as a legal basis for processing your personal data.
We will rely on your consent in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us at email@example.com
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest||Retention Period|
|We may process information relating to transactions, including purchases of goods and services, that you enter in to with us and/or through our website.||Transaction Data: |
The transaction data may include your contact details, your card details and the transaction details.
This includes payments cards details.
|The legal basis for this processing is the performance of a contract between you and our legitimate interest, namely in the interest of our business.||7 years|
|We may process data about your use of our website and services||Usage data and Technical Data:|
The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is Google Analytics.
|The legal basis for this processing is legitimate interest, namely monitoring and improving our website and services.||This data is held on Google Analytics. For more information please visit: |
|We may process your personal data that is provided in the course of the use of our services. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.||Profile Data:|
Profile data may include your name, address, telephone number, email address, gender, date of birth, arrival date, departure date, transactions and purchases of goods and services.
|The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.||7 years|
|We may process information that you post for publication on our website or through our services. The publication data may be processed for the purposes of enabling such publication and administering our website and services||Publication Data:|
Publication data may include your name, email address and any commentary which is associated with the post (i.e. a review).
|The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.||3 years|
|We may process information contained in any enquiry you submit to us regarding goods and/or services. The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you.||Enquiry Data: |
Enquiry data may include your name, address, telephone number, email address and any commentary associated with the enquiry about our goods and services.
|The legal basis for this is consent.||1 year|
|We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters||Notification data:|
Notification data may include your name, address, telephone number, email address, marketing preferences and opt-in status.
|The legal basis for this processing Is consent.||3 years|
|We may process information contained in or relating to any communication that you send to us.||Correspondence Data: |
Correspondence data may include your name, address, telephone number, email address and any communication messages shared between the data subject and Kilworth House Hotel and Theatre.
|The legal basis for this processing is our legitimate interests, namely the proper administration of our website, business and communications with users.||3 years|
We wish to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your personal data to form a view on what we think may be of interest to you. This is how we decide which marketing may be relevant for you.
You will receive marketing communications from us if you have opted into receiving marketing communication from us.
Sharing your personal data
We will not share your personal data with any other company for marketing purposes.
We prepare our mailing list six weeks prior to dispatch so there may be an overlap between a request being received and addresses being removed or amended if the request falls during this period.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please email firstname.lastname@example.org.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
- Third parties (acting as processors) providing services to us, including services such as IT and systems administration, and professional advisors
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data are set out in the table in paragraph 4 above.
In some circumstances you can ask us to delete your data: see [Request erasure] below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
8. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data.
- Object to processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
- Right to withdraw consent.
If you wish to exercise any of the rights set out above, please email email@example.com
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Your Legal Rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Kilworth House Hotel and Theatre and the Environment
Kilworth House Hotel & Theatre understand the importance of caring for the environment, and are constantly working towards ‘best practice’ in all areas at the hotel. The Hotel & Theatre have a designated ‘Green Team’ comprising of representatives across all departments within the hotel.
An Environmental/Green Policy has been created for the Hotel & Theatre which all employees and guests are made aware of. We understand that all departments must work closely together, coordinating their efforts in a bid to reduce our energy consumption and waste. These environmental aims and measures have also been included in our staff induction programme to all new members of staff.
Throughout the hotel all employees are now trained to ensure that during their shift, the lights, equipment and taps are turned off when not in use. The hotel’s Maintenance Department has also made great progress in changing all light bulbs within the hotel, to those that are energy saving where possible, in addition to reusing materials/resources where possible.
Kilworth House Hotel & Theatre is taking great steps to become a more environmentally aware business, and encourages its employees and suppliers to do the same.
The Green Team have worked to the guidelines set out by the Green Tourism Business Scheme and are pleased to have been awarded a SILVER grading from the association for its commitment to the environment.
Some comments from the qualified assessor from the Association were:
“Waste production has been efficiently monitored and considerable reductions of waste to landfill have been achieved”
“The hotel makes good use of the cardboard baler and also bought a glass crusher to reduce the volume of recycled materials”
“The hotel grounds are a haven for wildlife – with a sustainable approach to forest management in place”
Kilworth House Hotel and Theatre Green Policy
Kilworth House Hotel & Theatre recognises that our work may have a direct or indirect effect on the local, regional and global environment. We are committed to reducing any harmful effects on the environment and in working with reputable associations, we aim to understand, follow and implement best environmental practice where possible. We encourage our employees, suppliers and guests to be environmentally aware through initiatives such as recycling and energy efficiency.
Our goal is to prevent landfill waste and improve recycling, by reviewing how supplies and equipment are purchased, packaged, delivered, used, and disposed of, whilst complying with all applicable environmental legislation.
Kilworth House Hotel & Theatre has a ‘Green Team’, who are responsible for moving forward with the on going action plan for company.
Kilworth House Hotel & Theatre will concentrate on the following areas:
Kilworth House Hotel & Theatre will endeavour to reduce the amount of waste generated by reusing and recycling. The Hotel have set a target to reduce the amount of waste sent to landfill to 30% of total waste created, by December 2009.
Kilworth House Hotel & Theatre will:
- Reduce industrial waste by eliminating 2 of the large industrial waste bins – leaving only 1 on site – Thus reducing the amount of waste being sent to landfill
- Recycle all bar glass bottles/broken glass – using the Glass Crusher
- Recycle all waste paper – providing recycling boxes in all departments/offices
- Recycle all cardboard and packaging – made possible through purchasing a cardboard baler
- Recycle all printer cartridges – to be collected by local nominated charity
- Operate a ‘Think before you Print’ Campaign in all areas of the business
- Recycle all stamps from incoming mail and send these to the RSPB
- Recycle all tins, cans and aluminium
- Recycle all plastics and packaging in the designated bins
- Use all bio degradable kitchen and garden waste to produce our own compost for the vegetable garden
- Use water butts for the collection of rain water to water the garden and indoor plants.
- To educate and train all members of staff in environmental issues and in good working practices in order to create an energy efficient and environmentally aware working culture.
Kilworth House Hotel & Theatre will endeavour to take into account the environmental factors involved in production, use and disposal of the product.
Kilworth House Hotel & Theatre will:
- When purchasing analyse whether a new product is essential
- Where possible, source food from local suppliers
- Avoid purchasing products with unnecessary packaging
- Obtain all CSR policies from Suppliers
Energy and water saving
Kilworth House Hotel & Theatre will endeavour to consider all resources and aim to reduce energy consumption by 10% by December 2009.
Kilworth House & Hotel will:
- Where possible use energy efficient light bulbs, lower heating temperatures and turn off lights in unoccupied rooms
- Fit all radiators with adjustable controls
- Ensure that all PC’s are switched off when not in use
- Ensure that daily checks are carried out on taps, pipes and toilets.
- Follow guidelines/advice set down by the GTBS and The Carbon Trust
Kilworth House Hotel & Theatre will endeavour to reduce the impact of vehicle emissions by encouraging the application of sustainable principles to traveling and arranging meetings. We aim to encourage 20% of the staff to opt into a car share scheme.
Kilworth House Hotel & Theatre will:
- Where possible promote public transport, cycling or walking as the preferred form of transport for staff and volunteers;
- Promote staff car sharing schemes
- Offer work from home options if appropriate
Hygiene, health and safety
Kilworth House Hotel & Theatre will acknowledge the worker’s need for an acceptable working environment and will implement greener practices wherever possible.
Kilworth House Hotel & Theatre will:
- Adapt a No Smoking Policy in the Hotel & Theatre complex
- Offer a staff relaxation area with shower facilities
Guests of Kilworth House & Theatre
As a guest at Kilworth House Hotel & Theatre we hope that you too would take a little time to think about the environment during your stay and help us maintain our commitment to our Green Policy.
Some simple measures to help us with our continued efforts could be:
- Turn off lights or electrical items in your bedroom when not in use
- Consider the usage of your towels during your stay
- Allow us to recycle any newspapers that may no longer be required
- Avoid dripping taps
- Adhering to our No Smoking Policy in the Hotel & Grounds
Terms and Conditions for Theatre in the Orangery and Events in the Orangery.
As we strive to ensure each and every visit to Kilworth House is a truly pleasurable experience, may I ask that you read the following information relevant to your visit.
THEATRE IN THE ORANGERY AND EVENTS IN THE ORANGERY
Please check your tickets carefully on receipt and contact us immediately if there is a mistake. We are unable to exchange tickets to rectify a mistake once 7 working days have passed from the date of posting tickets out.
REFUNDS, EXCHANGES AND RETURNS
All seats must be paid for in advance. In common with general theatre practice, tickets for Kilworth House Hotel Events and Theatre In the Orangery cannot be exchanged or money refunded once payment has been made. If guests are unable to use their tickets, we offer a ticket resale facility at the discretion of the Box Office, on the understanding that the sale of the venue’s own available seats takes priority and subject to a 20% administration fee. Tickets must be received in a physical format and will only be offered for resale once all other tickets available for the selected performance have been allocated. We are unable to guarantee the resale of tickets once issued back to the Box Office.
Tickets may only be exchanged or refunded for cancelled performances
If a performance is cancelled or abandoned, this action will only be taken if it is deemed by the management to pose a health and safety risk for the audiences and/or performers.
In the unlikely event of access to Kilworth House being closed due to unforeseen circumstances then a full refund will be given.
Performances will never be cancelled before their advertised starting time. In some cases, we may choose to delay the start time but for no more than 1 hour.
If a performance is cancelled only the performance element of the face value of your ticket is refundable This excludes any booking fees or other expenses incurred.
In the event of a cancelled performance any dining and/or accommodation purchased in advanced is non-exchangeable and non-refundable as all dining and/or accommodation will be available at the Hotel. Travel costs are at your own risk and not refundable by us.
Where choice menus are offered please ensure that you complete the menu options form provided for your entire party and return to us in the enclosed pre-paid envelope or by email to be received no later than the specified date or 6 weeks prior to the event date.
Parties under eight people will be seated with fellow guests at round tables, whilst parties over eight will be seated at long banqueting tables or round tables subject to that evening’s table plan.
Please be advised that the Orangery is an original Victorian structure protected by English Heritage. It is a single glazed structure so temperatures can drop in winter months and likewise rise dramatically in summer months. Through heating and cooling we endeavour to maintain a comfortable temperature. In inclement conditions Kilworth House Hotel and Theatre cannot guarantee that it is 100% watertight.