Privacy Policy

At Cosy Outdoors we value and respect the privacy of our customers and website users and we take data protection very seriously. We understand that all users of our website are quite rightly concerned to know that their data will not be used for any purpose unintended by them. This Privacy Notice sets out how we will process and use any Personal Information that you provide to us, or that we may collect as a result of you visiting cosyoutdoors.com.

We are fully committed to ensuring that we only process personal data from our website visitors and website users when we are fulfilling a contract, conducting a legitimate business relationship or when we have expressly been given permission to do so and we do everything possible to ensure that personal data is kept safe and secure. The personal information that we collect from you shall be obtained, processed and transmitted in compliance with applicable data protection legislation including, but not limited to, the General Data Protection Regulations (GDPR) 2018. 

We will keep our privacy policy under regular review and we will place any updates on this web page. Your continued use of the Website will constitute your agreement to the changed Terms. If you think our policy falls short of your expectations or that we are failing to abide by our policy, do please tell us. We will keep our privacy policy under regular review and we will place any updates on this web page.

"Personal Information" means information that relates to a living individual who can be identified from that information, or from that information together with other information which is held by or is likely to be held by us.

Who are we?

For the purpose of this Privacy Notice, Cosy Outdoors Limited are acting as a ‘data controller’ with respect to the personal data of website visitors and customers. Data controller means that we determine why and how we process the personal data that we have collected.

Our address is Cosy Outdoors Limited, PO Box 28610, Edinburgh, EH4 9BU.

We can be contacted via email at hello@cosyoutdoors.com

What is ‘personal data’?

Personal Data is any information you provide about yourself that allows you to be identified, contacted or located - including things such as your name, address, phone number, fax number, email address.

What personal data do we collect about you?

We may collect and process the following data (“Personal Information”) about you:

  • (Any information that you provide by filling in forms on our site, including name and contact details, and special requirements. This includes information provided at the time of booking, registering to use our site, applying for a job, posting material or reviews, requesting further services or subscribing to any service offered by us on the site. We may also request further information should you report a problem with our site;

  • We may keep a record of any correspondence should you contact us;

  • Details of the resources you access and of your visits to our site;

  • Details of transactions you may carry out through our site and of the completion of your orders.

  • We expressly DO NOT store or process any payment card details or other sensitive financial information.

  • We expressly do not store any printed, hardcopy records containing personal data.

What legal basis are used to justify the collection of your personal data?

We use ‘contract’ as the legal bases for collecting, storing and processing your personal data when:

  • You make a booking/purchase; 

  • You contact us with a booking enquiry; or

  • You submit a review.

Subject to overriding privacy interests of the subject, if there is a shared interest between the subject and Cosy Outdoors we use ‘Legitimate Interest’ as the legal basis to use personal data in our sales and marketing activity.

We use ‘consent’ as the legal basis for collecting, storing and processing your personal data only when you have proactively and specifically agreed to us contacting you with marketing promotions - for example, when you have ticked a box on our website to opt-in to receiving marketing promotions. You can withdraw your consent at any time.

How do we use the personal data we have collected about you?

When you make a purchase from us or contact us with an enquiry we need to store your personal information, listed below are the ways in which your personal data may be used:

  • Notify you of any changes to our service;

  • manage and administer the website;

  • improve your browsing experience by personalising the website;

  • enable your use of the services available on the website including providing you with login in details so you may access details of your bookings;

  • manage, administer, mediate and contract your bookings made through the website and/or our call centre;

  • send you email notifications which you have specifically requested including email notifications confirming your bookings made via the website;

  • contact you by electronic means (e-mail or SMS) with information such as special offers for goods and services similar to those which were the subject of a previous sale to you, unless you have opted out of receiving such information (you can inform us at any time if you do not wish to receive such marketing communications by simply clicking on the unsubscribe link);

  • send to you our newsletter and other marketing communications relating to new services, our business or the businesses of carefully-selected third parties which we think may be of interest to you by post or, where you have specifically agreed or subscribed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications by simply clicking on the unsubscribe link);

  • in allowing ourselves to carry out any obligations concerning any contracts entered into between you and us;

  • send you general (non-marketing) commercial communications including communications about any important changes to the website;

  • process your online job application;

  • to assist us with crime and fraud prevention such as identity checking;

  • provide third parties with statistical information about our users, but this information will not be used to identify any individual user;

  • deal with enquiries and complaints made by or about you relating to the website, your bookings and/or the services offered by us or our suppliers;

  • to analyse and improve the services offered on our website and to provide you with the most user friendly navigation experience. We may also use and disclose information in aggregate for marketing and strategic development purposes; and

  • send you an email inviting you to leave a guest review on the website following your stay.

  • Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us. We will not provide your personal information to any third parties for the purpose of direct marketing unless you have provided your express consent. In such cases, we shall only transfer to the third party adequate, relevant and not excessive personal data (name, address and email addresses) so you will be able to receive direct marketing material from such third party. You can inform us at any time if you no longer wish for your details to be disclosed to such third party and we will no longer disclose your information. The relevant third party will show their contact information in their marketing material and we have no control over such third party marketing material, therefore we disclaim any kind of liability that may arise from such third party marketing material. You expressly agree to such uses of personal information.

  • that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information. Except as provided in this privacy policy, we will not provide your information to third parties. You expressly agree to such disclosures of personal information.

Where is the personal data stored, who has access to it, and how secure is it?

To ensure that your data is treated securely and in accordance with this privacy policy we will endeavour to take all reasonable necessary steps in protecting your privacy. Any personal data collected via our website is held within a secure, password protected system, only authorised users with valid user names and passwords have access to the data held on this system. The system is stored on a secure server that is currently located in a secure UK data centre where only authorised personnel have access to the building.

Any data that we collect from you may at any stage be stored at, and transferred to, a destination outside the UK. This data may also be processed by staff who operate outside the UK working for us or one of our suppliers.  In submitting your personal data, you agree to such a transfer and the storing and processing of this data. We will do our best to protect your personal data, unfortunately, the transmission of information over the internet is not entirely secure and we cannot guarantee the security of data transmitted to our sites.  Any transmission of data is at your own risk.

Cosy Outdoors Limited regards the databases of site visitors’ information (which may include your Personal Information) as a valuable asset. Should Cosy Outdoors Limited sell or transfer any of Cosy Outdoors’ business assets this may include the sale or transfer of such databases of information to third parties. Such a transfer or sale may mean that your Personal Information is transferred to countries outside the UK. In using the Website and accepting the Terms you consent to such use of your Personal Information.

Disclosure of your Information

We may disclose your personal information to certain third parties including:

  • Relevant suppliers of your travel arrangements that are accommodation providers or affiliates;

  • Organisations contracted by Cosy Outdoors Limited to manage aspects of the Website;

  • Security, credit checking or fraud prevention agencies;

  • Any relevant public authorities or law enforcement agencies;

  • Agencies to check candidates for jobs;

  • The prospective buyer or seller of any business or assets in the event that we sell or buy; or

  • If we are under a duty to comply with any legal obligation.

How long do we store your personal data for?

If you have made a purchase from us we store your personal information for a minimum of 7 years as HMRC and other Government bodies require us to keep transactional and invoicing records for this length of time. If you have requested information from us via our website or via phone we will store your personal data on file for a minimum of 1 year. Data is securely deleted when no longer needed.

How can you stop receiving marketing information from us?

If we send you marketing promotional material and you do not wish to receive further information, or you wish to unsubscribe from our mailing list you have the right to do so at any time, but either clicking ‘unsubscribe’ on the email link or please contact us at hello@cosyoutdoors.com.

How can you access, review and amend your personal data which we hold?

You have the right to know what personal information we hold about you and are free to amend the personal data we hold about you at any time. To review or update your personal data please contact us at hello@cosyoutdoors.com.

How can you delete your Personal data which we hold on file?

In certain circumstances you have the right to request that any personal data we hold is erased. If you wish to delete any of your personal data which we hold on record we will do everything in our power, where legally allowed, to comply with your request. In the first instance, please contact us at hello@cosyoutdoors.com to discuss your request. Please note: We may not be able to delete all of your personal data from our records if you have made a purchase from us within the past 7 years. Also please be aware that because of backups and records of deletions, it may be impossible to delete a record without retaining some residual information retrospectively. An individual who requests to have Personally Identifiable Information deactivated will have this information functionally deleted, and we will not sell, transfer, or use personal data relating to that individual in any way moving forward.

Who can you complain to if you have an issue with the way we process or store your personal data?

If you believe that our processing of your personal data infringes data protection laws then you have the right to complain to the supervisory authority responsible for data protection. You will need to contact the appropriate authority in your EU country of residence, In the UK the supervisory authority is the ICO.

Cookies

Our website uses Cookies. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

You can refuse to accept cookies but note that in doing this you may be unable to access certain parts of our site. You can do this by activating the setting on your browser which allows you to refuse the setting.

Our advertisers may also use cookies but please note that we have no control over this. In addition to this we use Google Analytics, a web analytics service provided by Google, Inc. ("Google"), including its remarketing functions. Third-party vendors, including Google, show our ads across the internet. Google Analytics uses cookies, to help analyse how visitors use our site.

The information generated by the cookie about the use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity for cosyoutdoors.com and providing other services relating to website activity and Internet usage. This includes reporting on aggregate demographics and interest data based on use of third-party websites and tracking user activity across device usage, for example if users have Google or Cosy Outdoors accounts. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Please note you can opt out of Google Analytics tracking on many browsers using the Google Analytics opt-out browser add-on.

For more information on how to limit data used for interest-based advertising, visit YourAdChoices and Your Online Choices. You can also opt out of certain advertisers at the NAI website.

For further information visit www.aboutcookies.org or www.allaboutcookies.org.

Other websites

Our website may contain links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 31st March 2020.

How to contact us

If you ever wish to discuss any aspect of our privacy policy or if you have any concerns or queries regarding how we use or store your personal data please contact us at hello@cosyoutdoors.com