The Winchester Hotel & Spa

The Winchester Hotel and Spa

Privacy Policy

By using these Services, you agree to the terms and conditions of this Privacy Statement.


Welcome to the privacy notice relating to Carnarvon Hotels Ltd.

Carnarvon Hotels respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights.

This privacy policy includes information on the following :

Purpose of this privacy notice  
Personal data we collect
How your personal data is collected
How we use your data
How we disclose your data
International transfers  
Data Security
Third Party Links
Data Retention 
Your legal rights
Cookie usage
Potential Job Applicant
Changes to this policy


Purpose of this privacy notice  

The intent of this privacy notice is to give you information on how Carnarvon Hotels collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, book a room or service or take part in a competition and through data given to us as part of the registration process and during your stay at one of our establishments.

This website is not intended for children and we do not knowingly collect data relating to children through the website.? If you are a parent or legal guardian and think your child has given us information, please send an email to and we will look into this matter for you. Separately, you should also be aware that we may collect information about the ages of children staying with us as guests in one of our establishments.? Any such information is only collected for room reservations in order for us to provide child specific amenities.?

It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.


Carnarvon Hotels is made up of different legal entities, details of which can be found here. This privacy notice is issued on behalf of all of the hotels within the Carnarvon Hotels group so when we mention Carnarvon Hotels, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in the Carnarvon Hotels group of companies, responsible for processing your data. Carnarvon Hotels Limited is the controller and responsible for this website.

Please click on the below links for the Privacy Policies of the respective Hotels and Serviced Apartments: -

Rathbone Hotel
Collingham Serviced Apartments
The Winchester Hotel & Spa

Personal Data we collect
Personal data, or personal information, means any information about an individual from which that person can be identified.? Anonymous data i.e. data from which an individual cannot be identified is not personal data.

In order to provide exceptional customer service, throughout your guest journey, via your interactions with our Online Services, via Offline interactions and Property visits, we collect the following personal information:

Identity and Demographic Data includes first name, last name, title, date of birth, age, gender, nationality (including preferred language) and passport details where required by law.

Contact Data includes postal address, email address and telephone numbers.? Contact Data may include employer or other relevant details if you are an employee of a corporate account, a vendor or other type of business partner (e.g., travel agent or supplier). Contact Data may also include additional contact information about you that we may obtain through third parties with whom we do business (e.g. travel agents or similar providers)

Financial Data includes bank account and payment card details and billing address.

Transaction and Reservation Data includes information related to your reservation, stay, or visit to a property as well as on any products and services you have purchased from us.? Reservation data will include emails and faxes received, telephone numbers dialled, receipt of telephone messages when connected to the telephone services we provide guests during their stay.

Profile Data includes your profile picture, social media account ID or user ID, purchases made by you, your interests, preferences (including special requests and service preferences), Important dates, such as birthdays, anniversaries and special occasions, feedback and survey responses, browsing information i.e. Information related to your use and interaction with our site. Allergies or food intolerances, mobility requirements and relevant travel information.

Usage and Loyalty Data includes information about how you use our website and services purchased, and information on your use of our loyalty program, including how you earn and redeem points. We also collect information you submit online or post. For example, we collect feedback about our hotels and services that you submit online or directly to us. We also collect information if you apply for a job.

CCTV Data: Information collected through the use of closed circuit television systems and other security systems.

Technical Data includes internet protocol (IP) address, 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 and page interaction information.

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. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice. 

Other than some health data such as information about allergies, or religious data to enable us to address your dietary requirements, we do not collect any Special Categories of Personal Data about you.? Special Personal Data includes 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 for customers or guests.

Please note, that if you submit Personal Data relating to a potential customer or job applicant (e.g. if you make a reservation for another individual or submit a colleague’s CV), you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.

How your personal data is collected

-Through our websites.
-Via email or phone.
-On and Offline Travel agents used to make a reservation with us.
-When you visit or stay as a guest at one of our properties.
-Through our social media pages when you interact with us.

 How we use your 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 we need to comply with a legal or regulatory obligation
-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.
-To facilitate reservations, take payment and provide the services you request.
-Send you emails that relate to your stay such as confirmation, pre and post-stay correspondence, or to ask you to participate in a customer survey.
-To respond to your customer-service inquiries or requests.
-To personalise your experience with us and inform you of services that may be of interest.
-To improve our website and services.
-To confirm, update and improve our customer records.
-To run a loyalty programme.
-In correspondence with Personnel, Service Providers and other third parties.
-To review and administer employment applications.
-For our business purposes, such as anonymized data analysis, security and fraud monitoring and prevention (including through the use of closed circuit television, card keys, and other security systems), improving or modifying our services, identifying usage trends, and determining the effectiveness of our promotional campaigns.
-For Marketing purposes (via letter, telephone or email) to inform you of services that may be of interest to you such as; our local area, new services and special offers. We might also use your information to serve you ads about our hotels. Your personal information will not be disclosed to any third party for marketing purposes. Please note, you can opt out of receiving marketing emails by following the un-subscribe instructions in the correspondences we send you.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message or when processing any health or religious data that you may provide in order to allow us to cater to specific dietary, access and accommodation needs when you are visiting one of our establishments. You have the right to withdraw consent at any time by Contacting us.

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 goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.? Additionally, if you have special dietary requirements but do not provide us with details of what these are, please note that we cannot take this into account.

How we disclose your data
We work closely with a number of trusted partners with whom we need to share Personal data to help us provide you with the highest level of service and to do so, we share Personal Data and Other Information with the following:

We will share your information within the Group unless legally prohibited. For example, we will share your information to facilitate reservations or to customize offers to your preference. After your stay we retain your Personal Information including details of your stay, preferences, room/accommodation type and amenities used.

We will share your information with data processors (Third-Party service providers) that perform services on our behalf (as contracted at any point in time) who provide services such as website hosting, data analysis, Property Management System, payment processing, health and safety online monitoring, information technology and related infrastructure provision, customer service, email delivery, auditing, marketing and other services.?

To the representative or travel advisor that has supplied us with your personal information (for example, your travel agent, personal assistant, employer or spouse who has provided us with your details).

Through Social Media: When you chose to post information about our businesses on message boards, chat, profile pages and blogs and other services to which you are able to post information and materials (including, without limitation, our Social Media Pages such as Facebook or Instagram) any such information you post or disclose through these services will become public and may be available to other users and the general public. We urge you to be very careful when deciding to disclose any information on the Online Services.

We will share your information with law enforcement or governmental organisations where we are required to make such disclosures by any applicable law.

To Bank and payment providers, to authorise and complete payments.

In the event of a sale of all or part of our business operations or assets, personal information held by us about our customers will be among the assets shared with and transferred to the buyer. In the event of a sale, the buyer may use your personal data in the same way as set out in this Privacy Notice.

International transfers  

We do not transfer data outside of the European Economic Area (EEA), however, if this change’s we will update this Policy accordingly. ?

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 also 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.

Unfortunately, we have no control over the transmission of information via the internet ? this is not 100% secure and we encourage you to use caution when using the internet. As indicated above, 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 and by making purchases via our online booking engine, you are protected by Secure Socket Layer (SSL) technology, which is utilised by most popular browsers, including Google Chrome, Mozilla Firefox and Internet Explorer. This ensures, through encryption, the personal data that you enter, such as credit-card information is converted into code before being dispatched over the Internet.

Third Party Links

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.

Data Retention 

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.

In some circumstances you can ask us to delete your data: see “Your Rights” 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.

Your legal rights
When it comes to how we use your personal information, we want to ensure you have the information to make the choices that are right for you.

You are entitled to the following rights:

???????? 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 Contact us.

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.

How to contact us

If you have any questions or are concerned that any of the information we hold about you is incorrect, out of date or may be used inappropriately, please contact us at the below address or at with your concerns and we will respond to your request and/or take the appropriate steps to amend our records.

Data Protection Officer
Carnarvon Hotels Ltd
10-11 Greenland Palace
How to complain
If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at or write to them at:

Information Commissioner's Office
Wycliffe House
Water Lane

Cookie usage

Cookies are small amounts of information that are sent to and are stored on your computer. We use them to identify you when you visit the websites, and to make your use of the websites more convenient for you. If you do not wish to have Cookies placed on your computer, you can disable Cookies on your Internet browser. Please see our Cookies policy for further details.

Potential Job Applicant
We process the following information: -

-Criminal background checks and right to work checks

The personal information above may be used in the following ways:

To match your skill sets with job vacancies
To keep you informed of available opportunities as they arise.

This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board Company or another employment agency. In the case of references, these will be from your previous employer. The outcome of criminal record checks and right to work checks, will be supplied by a third-party company.

We will use this information in the following ways:

-To establish that you have the right to work
-To undertake relevant security and criminal record checks as required by us and as permitted by law
-To enable us to provide feedback on applications if requested and to comply with legislation, interview notes and registration forms will be retained and stored securely for a period of no greater than 12 months
-As part of the recruitment process and where it may increase your chances of securing a role, your data may be shared within internal departments and across our company
If you have applied via email, your data may be retained for a period of up to 12 months, enabling us to make candidates aware of potentially suitable vacancies during this time

Changes to this policy
We may modify this Privacy Policy from time to time. The Updated Version at the bottom of this page indicates when this Privacy Policy was last revised. Any changes will become effective when we post the revised Privacy Policy on the “Online Services”. Your use of the Services following these changes means that you accept the revised Privacy Policy.

Updated: 25th May 2018 
? 2018 Carnarvon Hotels Ltd. All rights reserved.

Cookie Policy
Your Consent

By continuing to use our websites you are agreeing to us placing cookies on your computer. Please read this cookie policy carefully for more details about the information we collect when you use these websites.

If you do not wish to accept cookies in connection with your use of one of our websites, you must stop using this website.

General Information

This policy describes how Carnarvon Hotels Limited ("we", "us", "our") uses cookies when you interact with our websites, such as,, (together the "websites"). Our websites use cookies to improve your browser experience and to allow us to improve our websites.  This cookie policy provides you with clear and relevant information about the cookies we use and the particular purposes for using those cookies.  

What are Cookies

A cookie is a small piece of information that are sent to your browser and stored on the hard drive of your computer, mobile phone or other devices. There are many functions cookies serve. For example, they can help remember preferences or analyse how well websites are performing. You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not. However, some of the services and features offered through our Website may not function properly if your cookies are disabled. Full details on the types of cookies we use are set out below.

There are two types of cookie you may encounter when using our websites:

First party cookies ? These are our own cookies, controlled by us and used to provide information about usage of our site.

Third party cookies ? These are cookies found in other companies’ internet tools which we are using to enhance our site, for example Google have their own cookies, which are controlled by them.

Please see list below of Cookies used on our websites.

Cookie Name


Further Information

_ga Google Analytics

Used to generate statistical data on how the visitor uses the web site.

More Info

_gat Google Analytics

Used by Google Analytics to throttle request rate

More Info

_gid Google Analytics

Used to generate statistical data on how the visitor uses the web site.

More Info


Used by Google Analytics

More Info

ads/ga Google Analytics

Used by Google Adwords to re-engage visitors

More Info


Used as a visual website optimiser

More Info


Used to store information about
Authenticated users (account ID) or promo code used by a browsing user on a hotel site. This is a mandatory cookie and functionality of the booking engine is severely limited without this cookie. The information contained in this cookie is not shared with any third party.

More Info


This is a session cookie and is used only to link a browsing customer with a server session. It is a mandatory cookie and does not contain any personally identifiable information

More Info

???? How we use cookies
We will not use cookies to collect personally identifiable information about you. Please see below types of cookies we use on our website, and the purposes for which they are used:

Strictly necessary cookies. These cookies are essential in order to enable you to move around our website and use its features, including accessing secure areas. Without these cookies, any services on our website you wish to access cannot be provided.

Analytical/performance cookies. These cookies collect information about how you and other visitors use our websites. This can be anything like which pages you go to most often, and if you get error messages from web pages. We use data from these cookies to help test designs and to ensure a consistent look and feel is maintained on your visit to our websites. We also use third-party web analytics software on our websites and apps (such as Google Analytics).

Functionality cookies. These cookies allow our website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember settings such as changes you have made to text size, fonts and other parts of web pages that you can customise.

Targeting cookies. These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement, as well as help measure the effectiveness of an advertising campaign. They are usually placed by third parties (such as advertising networks or platforms) with the website operator's permission. They remember that you have visited a website and this information is shared with the advertiser. We have enabled Google Analytics Data Collection for Advertising Features, including Remarketing and Advertising Reporting Features. These features enable us to make use of data from users who have chosen to allow Google to associate their web and app browsing history with their Google account in order to personalise the ads we may show in Google Search and Display Advertising. This helps us provide more relevant messaging to our users. This also provides us with demographic and interest information at an aggregate level that helps us to understand our users better.

Social media extensions: These technologies allow you to share what you've been doing on our websites on social media, such as Facebook and Twitter. For example, by clicking the Facebook ?Like' icons that may appear on our product pages. Although we enable these tools to be displayed on our websites so that you may interact with them, if you choose to do so, they are not within our control. Please refer to the relevant third-party privacy policies for how these functionalities work.

Google Analytics. Our website uses Google Analytics, for more information about this, please see Google's help pages and privacy policy. Google have developed the Google Analytics opt-out Browser add-on for the Google Analytics JavaScript (ga, js, analytics.js, dc.js).  If you want to opt-out of Google Analytics you can download and install the add-on for your web browser. For more information click here.

Tracking of marketing emails sent out by us
Our emails may contain a single, campaign-unique "web beacon pixel" to tell us whether our emails are opened and verify any clicks through links or advertisements within the email. We may use this information for purposes including determining which of our emails are more interesting to users, to query whether users who do not open our emails wish to continue receiving them and to inform our advertisers in aggregate how many users have clicked on their advertisements. The pixel will be deleted when you delete the email. If you do not wish the pixel to be downloaded to your device, you should select to receive emails from us in plain text rather than HTML.

Managing cookies

If, after being presented with our cookie banner, you elect to use our websites without disabling cookies, then you agree to our use of cookies and other similar technologies for the purposes described above.
If you do not want to allow cookies at all, or only want to allow use of certain cookies, please refer to your browser settings. You can also use your browser settings to withdraw your consent to our use of cookies at any time and delete cookies that have already been set. Please note: by deleting certain cookies or disabling them for future use, you may not be able to access certain areas or features of our websites.
To find out more about cookies please visit: or see which contains further information about behavioural advertising and online privacy.

To opt-out of Google Analytics for Display Advertising and customize Google Display Network ads please go to or Google Analytics' currently available opt-outs for the web.

Please be aware that restricting cookies may impact on the functionality of our website.

Changes to this policy

We may modify this Privacy Policy from time to time. The Updated Version at the bottom of this page indicates when this Privacy Policy was last revised. Any changes will become effective when we post the revised Privacy Policy on the “Online Services”. Your use of the Services following these changes means that you accept the revised Privacy Policy.


Updated: 25th May 2018 
? 2018 Carnarvon Hotels Ltd. All rights reserved.