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Privacy Policy

November 2020

At the Traquair Arms Hotel, we are committed to protecting and respecting your privacy

Who are we?


Traquair Arms Hotel
Traquair Road
EH44 6PD

Telephone: 01896 830229


How do we collect information about you?

We collect personal information that you choose to provide:

  • when you make an enquiry online, by email or by phone;

  • when you make a booking online, by email or by phone;

  • when you check-in

We collect contact information when you sign up, via our website, to receive our newsletters. 

For the security of all our guests and staff, we have CCTV in operation on our premises. 

We may collect feedback from you after your stay.

What type of information is collected from you?

If you make an enquiry / booking with us, we will ask for your name, contact details and billing information. 

After your stay we will retain relevant information about you to enable us to comply with our legal obligations. We do not hold credit card information for telephone bookings. Other billing information is stored securely on our booking system for a limited period of time. 

How is your information used?

We use your information under the following legal basis: 

  • you have given consent to the processing of your data for one or more specific purposes;

  • processing is necessary for compliance with a legal obligation to which we are subject;

  • processing is necessary for the purpose of the legitimate business purposes pursued by us:

    • Directly marketing to you as an individual who has expresses an interest in the Traquair Arms, or who is an an existing customer 

We may use your information to:

  • process bookings 

  • carry out our obligations arising from any contracts entered into by you and us;

  • carry out our legal obligations arising from health & safety and security monitoring;

  • seek your views or comments on the services we provide;

  • notify you of changes to our services;

  • send you communications which you have requested or that we think may be of interest to you. These may include information about offers, new facilities or special events

  • In the event there is a COVID-19 infection on our premises, we will share your information with the UK Government “Track and Trace” systems in order to comply with our legal obligations under current Government COVID-19 legislation.


How long will your personal information be kept?

We are legally required to hold some types of information to fulfil our legal obligations (e.g. financial record keeping).

We will hold your personal information on our systems only for as long as is necessary for the relevant activity or to facilitate any future stays, or as long as is set out in any relevant contract you hold with us. In any case, unless legally required, we will not hold your personal information for any more than 5 years.


Who has access to your information?

We do not routinely share your personal information with third parties, however if necessary, we may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. 

Your rights

  • You have the right to require us to correct any mistakes in your personal information we hold

  • You have the right to ask for a copy of the information we hold about you

  • You have the right to require us to delete your personal information

  • You have the right to receive a copy of all personal information we hold about you

  • You have the right to object at any time to our processing of your personal information for direct marketing (including profiling) and in certain other situations (e.g. processing carried out for the purpose of our legitimate interests).  You can change your marketing preferences at any time. If you do not want to receive direct marketing communications from us please follow the unsubscribe link on our communications or contact us.

  • You have the right to not be subject to decisions made automatically based on your personal information  

  • You have the right to request we restrict the processing of your personal information for certain purposes

  • You have the right to expect us to carry out any request with respect to any your rights under data protection laws within 30 days where the request is not manifestly unfounded or excessive.


If you think we have not handled your personal information correctly you have the right to lodge a complaint with the Information Commissioner’s Office who act as the Supervisory Authority for enforcement of relevant data protection legislation in the UK. More information about how to make a complaint can be found at:

We strive to ensure your data’s security on our systems, taking steps to ensure it is accessed by only those who require it to administer your stay. 

Credit or debit card details are encrypted and protected by our card payment provider. When you are entering your card details these are sent to our card payment provider securely, this is shown by the lock icon in your web browser when booking online.


Use of ‘cookies’

Our website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.


What types of cookies are used on this site?

Site Analytics – We use Google Analytics to help analyse use of our website. This analytical tool uses ‘cookies’, which are text files placed on your computer, to collect standard internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including your IP address) is transmitted to Google. This information is then used to evaluate visitors’ use of the website and to compile statistical reports on website activity. To opt out of being tracked by Google Analytics across all websites visit


Cookies – We use session cookies, which are temporary cookies that cookies aid the user journey around the site, and will remember preferences you have selected during the session. These cookies are deleted as soon as you leave the site.


Template preference cookies – These cookies are necessary for mobile sites and enable the site to look and feel the way it is intended to.


How do I disable/enable cookies?


You have the ability to accept or decline cookies by modifying the settings in your browser. However, you may not be able to use all the interactive features of our site if cookies are disabled. 


Links to other websites

Our website may contain links to other websites. This Policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.


16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ we will require your parent/guardian’s permission beforehand whenever you provide us with personal information.


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Free On-site Parking


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