Privacy Policy

What this privacy notice covers

The Trustees of the Cawdor Scottish Discretionary Trust and the Trustees of the Cawdor Marriage Settlement Trust (“Cawdor Estate”) are committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Cawdor Estate. This notice explains how we collect and use the personal information about you to make sure you stay informed and can be confident about giving us your information.

Who we are

Cawdor Estate is a private business. Our address is Estate Office, Cawdor, Nairn IV12 5RE.

Cawdor Estate operates the website (the ‘website’).

Cawdor Estate is a data controller under data protection legislation. Contact details are shown at the end of this notice.

Information we gather

We collect your information and store it on our marketing database. No data will be published nor shared with any third party. These details may include your name, correspondence address, telephone number and email address.

Your information is collected from:

a) Application and request forms by post and email;
b) Any information entered on our website or through the SuperControl booking system;
c) Email, post, fax and mail correspondence with Cawdor Estate;
d) Contact via ‘phone;
e) Cawdor Estate social media channels;
f) In person contacts with Cawdor Estate Office and estate staff;
g) Information gathered via events; and
h) Information we receive from external third parties, where relevant.

We process customer data in order to fulfil holiday bookings. Your data will be used to communicate with you throughout the process, including to confirm we’ve received your booking and payment, to clarify where we might need more details to fulfil a booking, or to resolve issues that might arise with your booking. We will also use it to provide any information required by law.

We will respond to your queries and investigate your concerns via email, ‘phone and/or post. If you do not wish to be contacted by the Cawdor Estate by any particular means, please contact us to change your preferences.

What is the legal basis of processing your data

The legal basis of processing your information is ‘contract’ as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party, in this case the contract for booking with us. In other instances, we may rely on the ‘legitimate interest’, ‘legal oblation’ or ‘consent’ basis for lawful processing.

Who will have access to your information

We may share your information with third parties contracted by us to provide marketing and other services, including the purpose of ensuring the security of your data. We require third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place where third parties have access to personal data. We enter into contracts with all of our data processors and regularly monitor their activities to ensure they are complying with Cawdor Estate’s policies and procedures.

We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers and your information is accessed on a needs-only basis.

How long we will keep your information

In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purposes of processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate.

How to keep us updated with any changes to your information

We would like you to keep us updated if the personal data we hold on you is inaccurate or incomplete.

All requests to update your personal data must be sent in writing to Cawdor Estate and the third parties above will be informed, where possible. You can keep us updated with any changes by writing to us or (when this function is available) emailing us or contacting us through our website.

Failing to keep us updated with your personal data and contact details may mean that your booking cannot be processed in a timely fashion and may result in your booking being cancelled if we are unable to contact you regarding payment.

Use of cookies

We use cookies on our website to manage the operation and performance of our site. Cookies are small data text files that are placed on your computer when you visit a website. Cookies help to make websites work efficiently and provide us with information about how our website is used.

When you visit, we use cookies to enable us to collect standard internet log information and visit behavioural patterns. Cookies automatically identify your browser whenever you interact with our site. This helps us to make our site more responsive to your needs and to track and manage information relevant to your specific interests. In this way we can tailor our site to you, deliver a better and more personalised service and track the pages on our site that you are interested in.

You should note that is you do not accept the cookies or subsequently choose to disable cookies, you may not be able to access all the services on our site. In that, one of the cookies we use is essential for parts of the site to operate and has already been set.

Payment and card security

Cawdor Estate ensures that our IT systems do not directly collect or store payment card information, for example the full 16 digit number on the front of the car or the security code on the back. Our online payment system is carried out using a ‘payment gateway’ (Sagepay) which is a direct connection to a payment service provided by a bank. This means that when you input card data into the payment page, you are communicating directly with the bank and the bank passes your payment to us. This means that your payment card information is handled by the bank and not processed or held by us.

Your rights

We’d love to stay in touch, but we don’t want to out-stay our welcome. With your permission, we’ll keep you updated on events, places and news relevant to you – straight into your inbox.

You have the right to:

a) Update us and have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice;
b) Request a copy of the personals information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to the contact details shown at the end of this notice. We will respond within one month of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive;
c) Request that we delete your personal; data so it is erased from our records;
d) Have the data we hold about you transferred to another organisation;
e) Object to certain types of processing such as direct marketing;
f) Object to automated processing, including profiling.

Cookie Declaration

Enquiries and complaints

Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquiries is writing.

If you are unhappy with our handling of your data or something that we have done or failed to do, in the first instance please talk to us directly so we can resolve any problem or query:

Cawdor Estate
Estate Office
IV12 5RE
Tel: 01667 404666
Fax: 01667 404787

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Tel: 0303 123 1113 or 01625 545745

Review of Cawdor Estate Privacy Notice

This Notice was last reviewed in September 2018. The content of the policy may be reviewed and changed without prior notice. Please visit the notice on our website for any changes. We may update the terms of this privacy notice at any time, so please do check it from time to time.