Privacy notice

effective date: september 5, 2019


i. introduction

We are fully committed to treating your personal data with respect. This Privacy Notice provides you with details of how we collect and process your personal data through your use of our sites https://www.scribnerslodge.com and https://www.scribnersprospect.com (the “Websites”), contacting us by any other means, as well as visiting our physical locations. Please read this Privacy Notice carefully. 

Scribner’s Catskill Lodge is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this Privacy Notice). 

Contact Details

Our full details are:

Full name of legal entity: Escape Hospitality, LLC d/b/a Scribner’s Catskill Lodge

Email address: privacydepartment@scribnerslodge.com

Postal Address: PO Box 602, Hunter, NY 12442

ii. the personal data we collect about you

We may collect and process the following categories of personal data about you:

  1. Communication Data: This includes any communication that you send to us, whether that be through a contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defense of legal claims. We have a legitimate interest in replying to communications, to serve our customers and potential customers, to keep records, and to establish, pursue or defend legal claims.

  2. Customer Data: This includes data relating to your stay with us, or any purchases of goods, food, and/or services. We have legitimate interests in understanding what our customers enjoy about our hotel and restaurant and providing tailored services. We may also keep information to comply with legal requirements. This data includes:

    a. Contact information: name, title, postal address (billing and delivery), telephone number, email address.

    b. Nationality, passport, visa or other government-issued identification data.

    c. Important dates (birthdays, anniversaries and special occasions).

    d. Social media account ID and other data that is publicly available.

    e. Employer name.

    f. Travel itinerary or activity data.

    g. Transaction history, including prior guest visits, goods and services purchased and special service and amenity requests.

    h. Photographs taken at our events.

  3. Transaction details: The data relating to any transactions that we process with respect to your stay or your meal. This may include your payment card information, billing address, and contact information. We require this information in order to perform our contract with you.

  4. Electronic User Data: The data that reveals how you use our websites and online services. This may include IP addresses, details about your web browser, a device ID, and information about the length of time or number of times that you view webpages, or your navigation path through the Websites. We have a legitimate interest in ensuring the effective operation of our Websites and that users are able to easily find the information they seek.

  5. Marketing Data: Data about your preferences for receiving email marketing. We request your consent when you submit your email for our newsletter, and you may withdraw that consent by following the unsubscribe link in the message, or by contacting us.

Other data: We may collect other information if you provide it to us as a part of your stay. This may include special categories of personal information. For example, if you inform us that you wish to host a religious ceremony at our hotel. We process this information based on your explicit consent for a specified purpose.

Although the sections above describe our primary purpose in collecting your information, in many situations we have more than one purpose.  For example, if you complete an online purchase we may collect your information to perform our contract with you, but we also collect your information as we have a legitimate interest in maintaining your information after your transaction is complete so that we can quickly and easily respond to any questions about your order.  As a result, our collection and processing of your information is based in different contexts upon your consent, our need to perform a contract, our obligations under law, and/or our legitimate interest in conducting our business.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected and store it only as long as is necessary for that purpose. For more information on this please email us at privacydepartment@scribnerslodge.com. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

We do not carry out automated decision making or any type of automated profiling.

III. How we collect your personal data

There are several ways we may collect personal data:

Online Services: when you use our online services to make a reservation or purchase goods and services, to communicate with us, to post to our social media pages, to sign up for our newsletter or participate in any offers or surveys.

Visiting and Contacting us: we collect Personal Data when you visit our hotel and use our services, including accommodation, bar, restaurant, leisure and events facilities.

Making bookings at our hotel: we collect Personal Data when you make a reservation by telephone, email, or facsimile for any of our services.

We may automatically collect certain data from you as you use our Websites by using cookies and similar technologies, including Google Tag Identifiers and Facebook Pixels. We may also use another company to process credit/debit card purchases for our Websites.

We may receive data from third parties such as analytics providers such as Google based outside the EU, advertising networks such as Facebook based outside the EU, such as search information providers such as Google based outside the EU, providers of technical, payment and delivery services, such as payment software systems, third party booking sites, data brokers or aggregators.

iv. disclosures of your personal data

We may share your personal data with the parties set out below:

  1. Third-party service providers offering IT and system administration services, payment processing, order fulfillment, website hosting, data analysis, customer service, email delivery, marketing and other services.

  2. Professional advisers including lawyers, bankers, auditors and insurers.

  3. Third-parties in response to a subpoena, court order, warrant, other legal process, or to comply with the law. We may also share your information to establish or exercise our rights, defend against a legal claim, to investigate, prevent, or take action regarding possible illegal activities, suspected fraud, safety of person or property, or a violation of our policies.

  4. We may share information with our corporate affiliates (e.g., parent company, sister companies, subsidiaries, joint ventures, or other companies under common control).  If another company acquires, or plans to acquire, our company, business, or our assets, we will also share information with that company, including at the negotiation stage.

  5. We may ask if you would like us to share your information with other unaffiliated third parties who are not described elsewhere in this policy.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions. We do not disclose personal information to third parties for their direct marketing purposes.

The Websites do not respond to DNT signals.

v. international transfers

We are an American company. When you share information with us, you export it outside the European Economic Area (EEA). Where possible we take steps to treat personal information using the same privacy principles that apply pursuant to the law of the country in which you reside. If you would like more information concerning our attempts to apply the privacy principles applicable in one jurisdiction to data when it comes to the United States, you can contact us using the contact information in this Notice.

vi. data security

No method of transmission over the Internet, or method of electronic storage, is fully secure. While we use reasonable efforts to protect your personal information from unauthorized access, use, or disclosure, we cannot guarantee the security of your personal information. In the event that we are required by law to inform you of a breach to your personal information we may notify you electronically, in writing, or by telephone, if permitted to do so by law.

vii. data retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, whichever is the longer. When you consent to receive marketing communications, we will keep your data until you unsubscribe.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorized use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

In some circumstances we may anonymize your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

viii. your legal rights

You may have certain rights in relation to your personal data:

  1. Access To Your Personal Information. You may request access to your personal information by contacting us using the contact information in this Notice. If required by law, upon request, we will grant you reasonable access to the personal information that we have about you.   Note that California residents may be entitled to ask us for a notice describing what categories of personal information (if any) we share with third parties or affiliates for direct marketing.

  2. Changes To Your Personal Information. We rely on you to update and correct your personal information.  Most of our Websites allow you to modify or delete your account profile. Note that we may keep historical information in our backup files as permitted by law.  If our Websites do not permit you to update or correct certain information contact us using the contact information in this Notice.

  3. Deletion Of Your Personal Information.  Typically we retain your personal information for the period necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.  You may, however, request information about how long we keep a specific type of information, or request that we delete your personal information by contacting us using the contact information in this Notice.  If required by law we will grant a request to delete information, but you should note that in many situations we must keep your personal information to comply with our legal obligations, resolve disputes, enforce our agreements, or for another one of our business purposes.

  4. Objection to Certain Processing.  You may object to our use or disclosure of your personal information by contacting us using the contact information in this Notice.

  5. Revocation Of Consent.  If you revoke your consent for the processing of personal information then we may no longer be able to provide you services. In some cases, we may limit or deny your request to revoke consent if the law permits or requires us to do so, or if we are unable to adequately verify your identity. You may revoke consent to processing (where such processing is based upon consent) by contacting us using the contact information in this Notice. 

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 or repetitive.

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.

We try to respond to all legitimate requests within 30 days. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

If you are not happy with any aspect of how we collect and use your data, and you are in the European Union, you may have the right to lodge a complaint with your local supervisory authority. We would be grateful if you would contact us first so that we can try to resolve it for you.

ix. third-party links

The Websites 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.

x. changes to this privacy policy

We may change our privacy policy and practices over time. To the extent that our policy changes in a material way, the policy that was in place at the time that you submitted personal information to us will generally govern that information unless we receive your consent to the new privacy policy. We will note the effective date of the latest version at the beginning of the Privacy Policy.

xi. cookies

What’s a cookie?

A “cookie” is a piece of information that is stored on your computer’s hard drive and which records how you move your way around a website so that when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyze traffic and for advertising and marketing purposes.

Cookies are used by nearly all websites and do not harm your system.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. By not blocking cookies and continuing to browse you are authorizing the use of cookies. If you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

How do we use cookies?

We use cookies to track your use of our Websites. This enables us to understand how you use the site and track any patterns with regards to how you are using our Websites. This helps us to develop and improve our Websites as well as products and/or services in response to what you might need or want. We also use cookies and similar technologies, such as pixel tags to collect and store information when you interact with services from our partners, such as advertising services. Our third party advertisers include Google and Facebook (including Instagram). 

You can disconnect Facebook pixel tracking by using this Chrome extension:

https://chrome.google.com/webstore/detail/disconnect-facebook-pixel/nnkndeagapifodhlebifbgbonbfmlnfm?hl=en

Types of cookies:

  1. Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or

  2. Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytics.

Cookies can also be categorized as follows:

  1. Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on our Websites cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.

  2. Performance cookies: These cookies enable us to monitor and improve the performance of our Websites. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.

  3. Functionality cookies: These cookies allow our Websites to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymized.

You can find out more about cookies and additional information on how to clear cookies stored on your computer by visiting

http://www.allaboutcookies.org/manage-cookies/clear-cookies-installed.html