Book The Murley Room

THE MURLEY ROOM Privacy Policy Effective date: 15 September 2026 | Version 1.1 Data controller: Zak Wood, trading as The Murley Room Email: enquiries@themurleyroom.co.uk Telephone: 01539 329 015 Address: Kendal House, Murley Moss Business Park, Kendal, LA9 7RL This policy explains how The Murley Room collects, uses, stores and shares personal information when you visit our website, make an enquiry or booking, attend the venue, use guest Wi-Fi, receive an access credential, or otherwise communicate with us. It applies under the UK GDPR and the Data Protection Act 2018, as amended. 1. Who we are Zak Wood, trading as The Murley Room, is the data controller for the room-hire service. Lakes IT Services Ltd designs and manages the website and may provide technical support. Where it accesses personal information solely on our instructions, it acts as a data processor. 2. Information we collect We may collect identity and contact details; online-account details; booking details; payment and transaction records; access-control information; private administrative notes that are relevant to supporting an account or booking; CCTV images from external, entrance, access and shared areas; technical and guest Wi-Fi logs; relevant accessibility, dietary or allergy information supplied by you; agreed photographs, video or testimonials; and complaint, incident, accident, insurance or legal correspondence. 3. How we collect information We collect information directly from you, from a person or organisation making a group booking, automatically through website and venue systems, from payment providers, and from professional or public bodies where necessary to manage an incident or legal matter. 4. Why we use your information We use information to respond to enquiries, administer accounts and deliver bookings, provide account support and password resets, issue invoices and maintain financial records, provide access, send service messages and reminders, maintain safety and security, consider reasonable adjustments, manage complaints and legal matters, and send optional marketing where permitted. Our lawful bases include steps before a contract, performance of a contract, legal obligation, legitimate interests and consent where required. 5. Booking and access automation We may use automated workflows to create and send booking confirmations, reminders and time-limited door credentials. These workflows carry out booking instructions and do not make legally significant decisions without meaningful human involvement. Keep access PINs and QR credentials private. 6. CCTV CCTV may cover entrances, access points, external areas and shared areas. It is used for site security, crime prevention, access management, incident investigation and the protection of people and property. It is not used in toilets. 7. Who we share information with We share only what is reasonably necessary with relevant hosting, booking, email, banking, access-control, CCTV, alarm, guest Wi-Fi and support providers; Lakes IT Services Ltd where technical access is necessary; accountants, insurers and legal advisers; the landlord or managing agent; emergency services, regulators, courts or law-enforcement bodies; and suppliers selected for your booking. We do not sell personal information. 8. International transfers Where a technology provider stores or accesses personal information outside the UK, we use a lawful transfer mechanism or another safeguard permitted by law. 9. How long we keep information Unsuccessful enquiries are usually kept for 12 months. Booking, invoice and transaction records are usually kept for 6 years after the end of the relevant financial year. General booking correspondence is usually kept for 3 years. Online-account details and private administrative notes are kept while the account is active and are deleted when the login account is deleted, unless information must be retained separately for a booking, complaint or legal obligation. Door credentials expire at the end of the authorised period and are normally deleted or anonymised within 30 days. Access, security, guest Wi-Fi and technical logs are normally kept for up to 12 months. CCTV is normally kept for up to 30 days. Accessibility or dietary information is normally removed within 30 days after the booking unless needed for an incident, complaint or legal obligation. 10. Cookies and website analytics The website may use essential cookies needed for security, bookings and core functionality. Non-essential analytics or marketing cookies will be used only where permitted and, where required, after you have made a choice. 11. How we protect information We use proportionate technical and organisational measures including access controls, time-limited credentials, multi-factor authentication, encryption, security monitoring, backups, software updates and restricted administrative access. 12. Your data-protection rights Depending on the circumstances, you may have rights to be informed; request access; correct inaccurate information; request deletion or restriction; object to processing; receive certain information in a portable format; withdraw consent; and complain to the Information Commissioner’s Office. 13. Children Bookings must be made by an adult. We do not intentionally collect information directly from children through the booking service. 14. Marketing choices Service messages about an enquiry or booking are not marketing. You can unsubscribe from marketing at any time. 15. Contacting us Contact enquiries@themurleyroom.co.uk or 01539 329 015 if you have a question, wish to exercise a right, or are concerned about how information has been handled. You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or by calling 0303 123 1113. 16. Changes to this policy We may update this policy when our services, suppliers or legal obligations change. The current version will be published with its effective date. Website designed and managed by Lakes IT Services Ltd. Lakes IT Services Ltd is not the operator of The Murley Room and is not the controller for room-hire bookings.