Privacy Policy

  • Hotel Privacy Policy

    Brooklands Operations Ltd (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

    Brooklands Operations Ltd’s registered office is at Hill House, 1 Little New Street, London, EC4A 3TR and we are a company registered in England and Wales under company number 8880311. We are registered on the Information Commissioner's Office Register; registration number ZA206286, and act as the data controller when processing your data.

    We have a designated Appointed Person who can be contacted at Brooklands Hotel, Brooklands Drive, Weybridge, Surrey, KT13 0SL.

    Information That We Collect
    Brooklands Operations Ltd processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

    The personal data that we collect is: -
    • Name
    • Date of Birth
    • Home Address
    • Personal Email
    • Business Email
    • Home Telephone Number
    • Mobile Telephone Number
    • Passport Number

    We collect information in the below ways: -
    Online enquiry forms for accommodation, events, dining , spa enquiries and when you make information requests, subscribe to marketing or support materials and purchasing rooms and gift vouchers.

    How We Use Your Personal Data
    Brooklands Operations Ltd takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below: -

    • We collect your personal data in the performance of a contract or to provide a service and to ensure that orders are completed and can be sent out to your preferred address
    • We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
    • We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

    Your Rights
    You have the right to access any personal information that Brooklands Operations Ltd processes about you and to request information about: -
    • What personal data we hold about you
    • The purposes of the processing
    • The categories of personal data concerned
    • The recipients to whom the personal data has/will be disclosed
    • How long we intend to store your personal data for
    • If we did not collect the data directly from you, information about the source

    If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

    You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.
    If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

    Sharing and Disclosing Your Personal Information
    We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Brooklands Operations Ltd uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

    We use BrotherMailer as our email marketing platform to build, send and report on email campaigns. For more information about BrotherMailer, please read their Privacy Notice here

    We use Synxis as our booking engine to process rooms reservations and send automated confirmation emails.

    Safeguarding Measures
    Brooklands Operations Ltd takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: high level security firewalls, complete network separation, data encryption, threat detection and response probes, enterprise level of antivirus and antimalware application.

    Transfers Outside the EU
    Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. Brooklands Operations Ltd does not transfer or store any personal data outside the EU.

    Consequences of Not Providing Your Data
    You are not obligated to provide your personal information to Brooklands Operations Ltd, however, as this information is required for us to provide you with our services, we will not be able to offer some of our services without it.

    Legitimate Interests
    As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

    We use the legitimate interests’ legal basis for processing your email address and have identified that our interests are your forthcoming or previous booking at Brooklands Hotel or you have subscribed to our database.

    How Long We Keep Your Data
    Brooklands Operations Ltd only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

    Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

    Lodging A Complaint
    Brooklands Operations Ltd only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

    Brooklands Operations Ltd
    Brooklands Drive, Weybridge, Surrey, KT13 0SL
    01932 335700

    Information Commissioner’s Office
    Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
    01625 545745

    Brooklands Operations Ltd take your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Notice.

    Cookie Notice
    By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

    About cookies
    ● A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
    ● Cookies can be used by web servers to identity and track users as they navigate different pages on a website and identify users returning to a website.
    ● Cookies may be either “persistent” cookies or “session” cookies.
    ● A persistent cookie consists of a text file sent by a web server to a web browser, which will be stored by the browser and will remain valid until its set expiry date (unless deleted by the user before the expiry date).
    ● A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

    Our cookies
    We use only session cookies on this website.

    Third party and analytics cookies
    ● When you use our website, you may also be sent third party cookies.
    ● Our advertisers / service providers may send you cookies. They may use the information they obtain from your use of their cookies:
    ○ to track your browser across multiple websites;
    ○ to build a profile of your web surfing; and
    ○ to target advertisements which may be of particular interest to you.

    In addition, we use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available here.

    Cookies and personal information
    Cookies do not contain any information that personally identifies you, but personal information that we store about you may be linked, by us, to the information stored in and obtained from cookies.

    Blocking cookies
    Most browsers allow you to refuse to accept cookies. For example:
    ● in Internet Explorer you can block cookies using the cookie handling override settings available by clicking “Tools”, “Internet Options”, “Privacy” and then “Advanced”;
    ● in Firefox you can block all cookies by clicking “Tools”, “Options”, “Privacy”, selecting “Use custom settings for history” from the drop-down menu, and unticking “Accept cookies from sites”; and
    ● in Chrome, you can block all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Content settings”, and then selecting “Block sites from setting any data” under the “Cookies” heading.

    Blocking all cookies will, however, have a negative impact upon the usability of many websites.

    If you block cookies, you will not be able to use all the features on this website.

    Deleting cookies
    You can also delete cookies already stored on your computer. For example:
    ● in Internet Explorer, you must manually delete cookie files (you can find instructions for doing so at );
    ● in Firefox, you can delete cookies by clicking “Tools”, “Options”, “Privacy” and then “Show Cookies”, and then clicking “Remove All Cookies”; and
    ● in Chrome, you can delete all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Clear browsing data”, and then selecting “Delete cookies and other site and plug-in data” before clicking “Clear browsing data”.

    Again, doing this may have a negative impact on the usability of many websites.