Privacy Notice – Temple Lodge Club

Effective Date: 27/06/2025

1. Who We Are

Temple Lodge Club is a guesthouse and members’ club located at:

Address:
51 Queen Caroline Street, Hammersmith, London W6 9QL, United Kingdom
 
Contact:
Phone: +44 (0)20 8748 8388Email: booking@templelodgeclub.com

We are the data controller responsible for handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR). Our full legal name is Temple Lodge Club Ltd.

2. What Personal Data We Collect

We collect and process the following categories of personal data:

  • Identity and Contact Data: Your name, email address, phone number.
  • Booking and Membership Data: Your room preferences, booking history, and membership status.
  • Financial Data: Details related to your payments, such as the type of card used and payment confirmation. These details are processed securely via third-party payment processors, and we do not store your full card details.
  • Special Category Data: Information such as dietary requirements or accessibility needs. We only collect this data when you voluntarily provide it to us, and we process it based on your explicit consent to ensure we can meet your specific needs during your stay.
  • Technical Data: Your IP address, browser type, and other technical information collected via cookies.

3. How We Use Your Data

We use your personal data for the following purposes:

  1. To process bookings and manage your stay with us.
  2. To administer club memberships and provide member services.
  3. To respond to enquiries and provide customer support.
  4. To send service-related communications, such as booking confirmations and updates about your stay.
  5. To comply with legal obligations, such as record-keeping for tax and accounting purposes.
  6. To improve our services and website functionality, ensuring a better experience for you.

4. Legal Bases for Processing

Our processing of your personal data is based on the following legal grounds:

  • Contractual Necessity: Processing is necessary to fulfil our contract with you, for example, to provide accommodation services when you make a booking or to administer your club membership.
  • Legal Obligation: Processing is necessary to comply with legal requirements that apply to us, such as tax regulations and maintaining records.
  • Legitimate Interests: Processing is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. Our legitimate interests include:
    • Improving and optimising our services and website.
    • Ensuring the security of our systems and preventing fraud.
    • Maintaining accurate records for administrative purposes.
    • Analysing service performance to enhance your experience.
  • Consent: We rely on your explicit consent for specific processing activities, such as sending you direct marketing communications. You have the right to withdraw your consent at any time by contacting us.

5. Sharing Your Data

We may share your personal data with:

  • Service Providers: Third-party providers who assist us in operating our business, such as IT support, payment processors, and website hosting providers.
  • Legal and Regulatory Authorities: When required by law or to respond to valid legal requests, such as from government bodies or law enforcement.

All third parties are required to respect the security of your personal data and to treat it in accordance with the law. We have contracts in place with our service providers to ensure your data is protected.

6. International Data Transfers

If we transfer your personal data outside the UK, we ensure appropriate safeguards are in place to protect your data. This typically involves using standard contractual clauses approved by the UK Information Commissioner’s Office (ICO), designed to give personal data the same protection it has in the UK.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including for legal, accounting, or reporting requirements.

  • Booking Records: Retained for 7 years to comply with tax and accounting obligations.
  • Membership Information: Retained for the duration of your membership and up to 2 years after its expiry to manage renewals and past member enquiries.
  • Enquiry Data: Retained for up to 1 year to follow up on your requests and for service improvement.

8. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  1. Access: Request a copy of the personal data we hold about you.
  2. Rectification: Request correction of any inaccurate or incomplete personal data we hold about you.
  3. Erasure: Request the deletion of your personal data in certain circumstances.
  4. Restriction: Request that we limit the way we use your personal data in certain circumstances.
  5. Data Portability: Request the transfer of your personal data to another party in a structured, commonly used, machine-readable format.
  6. Objection: Object to the processing of your personal data where we are relying on legitimate interests.
  7. Withdraw Consent: Withdraw your consent at any time where we are relying on consent to process your data.

To exercise any of these rights, please contact us at manager@templelodgeclub.com

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data from accidental loss, unauthorised access, use, alteration, or disclosure. These measures include:

  • Secure servers and networks protected by firewalls.
  • Access controls and authentication procedures to limit who can access your data.
  • Regular security assessments and staff training on data protection.
  • Use of encryption where appropriate to protect sensitive data.

10. Cookies

Our website uses cookies to enhance your user experience, analyse website traffic, and remember your preferences. You can manage your cookie preferences through your browser settings.

11. Complaints

If you have any concerns about our use of your personal data, you can lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for upholding information rights:

Website: www.ico.org.uk

Address:
Information Commissioner’s Office
Wycliffe House
Water Lane, Wilmslow
Cheshire
SK9 5AF

For any questions regarding this Privacy Notice, please contact us at manager@templelodgeclub.com