Privacy Policy

Effective Date: 01 April 2026

Introduction

This Privacy Policy explains how The Miles Arms Hotel (“we”, “our”, “us”) collects, uses, and protects your personal data when you make a booking, use our website, or stay at our property, including via our self check-in system.

We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information We Collect

• Personal Information
  • Full name
  • Email address
  • Phone number
  • Government-issued identification (where required)
• Booking Information
  • Reservation details (dates, room type)
  • Payment details (processed securely via third-party providers)
• Technical Data
  • IP address
  • Browser/device type
  • Website usage data (via cookies)
• Access & Security Data
  • Entry/access logs (e.g., door code usage, timestamps)
  • Communication records (email, SMS, WhatsApp if used)

How We Use Your Data

We use your personal data to:

• Process and manage your booking
• Send self check-in instructions and access credentials
• Verify your identity
• Provide customer support
• Maintain property security
• Improve our services and website
• Comply with legal obligations

Legal Basis for Processing

We process your data under the following lawful bases:

• Contractual necessity – to fulfil your booking
• Legal obligation – to comply with applicable laws
• Legitimate interests – for security, fraud prevention, and service improvement
• Consent – where required (e.g., marketing or cookies)

Self Check-in & Digital Access

• Access is provided via digital codes or smart lock systems
• Guests are responsible for using access instructions provided
• We may record access logs for security monitoring, incident investigation, and dispute resolution

Data Sharing

• We do not sell your personal data. We may share it with:
• Booking platforms (e.g., Booking.com, Expedia)
• Payment processors (secure third-party providers)
• IT and system providers (e.g., lock systems, email services)
• Legal or regulatory authorities, where required

Cookies & Website Tracking

Our website may use cookies and similar technologies to:

• Improve user experience
• Analyse website traffic
• Enable essential site functionality

You can manage cookie preferences via your browser settings.

Data Security

We implement appropriate technical and organisational measures, including:

• Secure data storage systems
• Restricted access controls
• Encrypted communications where applicable

However, no system is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain personal data only as long as necessary:

• Booking and financial records: as required by law
• Access logs: retained for a limited period for security purposes
• Communication data: retained for operational and legal needs

Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion (“right to be forgotten”)
• Restrict or object to processing
• Request data portability
• Withdraw consent (where applicable)

To exercise these rights, contact us using the details below.

Contact Information

Email: themilesarmshotel@gmail.com

Phone: +44 117 252 6600

Address: 181 Avonmouth Rd, Avonmouth, Bristol BS11 9LW, United Kingdom

Updates to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with a revised effective date.