Privacy Policy

Last updated: 12 September 2026

This notice explains what personal information Whitley Hall Hotel collects, why we collect it, who we share it with and what rights you have over it. It covers this website and its sections (Weddings, Christmas and Restaurant 1584), our booking and enquiry systems, our email correspondence with you, telephone calls, and CCTV at the hotel.

Forever Yours (foreveryours.love) is another brand of the same company. It publishes its own notice covering its own services, and because both are operated by Whitley Hall Hotel Limited we may use your details across both where you have dealt with us through each — for example, where flowers are arranged for a wedding held at the hotel. We do not use details you gave one brand to market the other unless you have agreed to it.

Who we are

Whitley Hall Hotel Limited, trading as Whitley Hall Hotel, is the data controller for the information described here.

Registered office: Whitley Hall Hotel, Elliot Lane, Grenoside, Sheffield, South Yorkshire, S35 8NR
Company number: 01593427
Hotel address: Elliot Lane, Grenoside, Sheffield, South Yorkshire, S35 8NR, United Kingdom
Privacy enquiries: privacy@whitleyhall.com

Information we collect

When you book or stay with us. Your name, postal address, email address and telephone number; arrival and departure dates; room and rate; the names of others in your party; dietary requirements, accessibility needs and any special requests you tell us about; and vehicle registration if you give it to us.

When you pay us. Card details are entered directly into our payment provider’s systems and are not stored on our servers. We receive confirmation of the payment, the card type and the last four digits.

When you enquire about a wedding, function or conference. Your contact details and whatever you tell us about your plans, including guest numbers, dates and budget.

When you book a table at Restaurant 1584. Your name, contact details, party size and any dietary requirements.

When you sign up for offers. Your email address and your preferences.

When you give feedback or complete a survey. Your responses, and your contact details if you provide them.

When you apply for a job. Your CV, work history, references and anything else in your application.

When you use this website. Your IP address, browser and device type, the pages you visit and how you arrived, collected through cookies and similar technologies. See “Cookies and tracking” below.

When you are at the hotel. CCTV images. Cameras cover the entrances, car park and public areas, and are there for the safety of guests and staff and the prevention of crime.

When you telephone us. Calls may be recorded for training and quality purposes.

Some of what we hold — dietary requirements and accessibility needs in particular — can reveal information about health or religious belief. We only record what you choose to tell us, we use it solely to look after you during your visit, and we share it internally only with the staff who need it.

Why we use it, and our lawful basis

What we do	Our lawful basis
Take, confirm and deliver your booking	Performance of a contract with you
Take payment, and prevent and investigate fraud	Performance of a contract; our legitimate interest in preventing fraud
Meet dietary, accessibility or medical requirements	Performance of a contract; for health information, your explicit consent
Reply to an enquiry	Our legitimate interest in answering people who contact us
Send marketing emails about offers and events	Your consent; or, if you have stayed or booked with us before, our legitimate interest in telling you about similar services. You can opt out at any time
Ask for feedback after your visit	Our legitimate interest in improving what we offer
Keep accounting and tax records	Legal obligation
Operate CCTV	Our legitimate interest in the safety of guests and staff and the prevention of crime
Record telephone calls	Our legitimate interest in training staff and maintaining service quality
Consider a job application	Taking steps at your request before entering into a contract
Analytics, advertising and other non-essential cookies	Your consent, given through our cookie banner

Marketing, and how to stop it

Every marketing email we send carries an unsubscribe link, and it works immediately. You can also email privacy@whitleyhall.com or write to us at the hotel address above, and we will remove you.

Opting out of marketing does not stop booking confirmations, changes to a reservation or other messages we have to send you about a stay you have booked.

We do not sell, rent or trade your personal information, and we never share it with third parties for their own marketing.

Email correspondence

When you email us, or we email you, the message and any attachments pass through and are stored in our email system, which is provided by Microsoft (Microsoft 365). Signatures and disclaimers are added to our outgoing messages by Exclaimer, which processes messages in transit for that purpose alone and does not use their contents for anything else. Automated emails — booking confirmations, enquiry acknowledgements and the like — are sent through Mailgun.

Email is not a secure medium. Please do not send us card details, and please tell us about medical information by telephone rather than by email where you can.

Who we share it with

We use the following organisations to run the hotel and this website. Each of them acts on our instructions and is bound by contract to keep your information confidential and to use it only for the purpose we have given them.

Who	What for
Avvio	Online booking engine
Stripe	Card payments
Microsoft	Email and office systems
Exclaimer	Email signatures and disclaimers
Mailgun	Automated email from the website
Hetzner	Website and database hosting
Cloudflare	Website security and content delivery
Google	Website analytics, fonts and tag management
Meta	Advertising measurement, and Instagram content shown on this site
Rezgift and Smart Gift	Gift voucher sales and redemption
Classic British Hotels	Marketing consortium and booking referrals
Zapier	Moving enquiry details between our systems

We also share information where we have to: with our accountants and professional advisers, with insurers, and with the police or other authorities where the law requires it or where it is necessary to investigate a crime. CCTV footage may be given to the police, to insurers or to lawyers in connection with an incident.

Where your information is held

Our website and database are hosted in Germany, and our email is hosted in the United Kingdom and the European Union. Some of our suppliers — Stripe, Google, Meta, Cloudflare and Zapier among them — are based in or transfer data to the United States. Where information leaves the UK it is protected by an adequacy decision, or by the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

How long we keep it

What	How long
Booking and stay records	7 years from the end of your stay — 7 years is usual, to match accounting records
Accounting and payment records	7 years, as HMRC requires
Enquiries that did not become bookings	2 years — 2 years is a reasonable default
Wedding and function files	7 years after the event
Marketing list	Until you unsubscribe, or after 24 months of no engagement
Feedback and survey responses	2 years
CCTV footage	30 days — 30 days is the usual period, longer only where footage is needed for an incident
Call recordings	6 months
Unsuccessful job applications	6 months — 6 to 12 months is typical

Your rights

Under UK data protection law you have the right to:

• Access — ask for a copy of the information we hold about you.
• Rectification — have anything inaccurate corrected.
• Erasure — ask us to delete information where we no longer need it.
• Restriction — ask us to stop using it while a dispute is resolved.
• Portability — receive information you gave us in a machine-readable form.
• Object — object to processing we carry out for our legitimate interests, and object to direct marketing at any time, which we will always honour.
• Withdraw consent — where we rely on your consent, withdraw it at any time. This does not affect anything done before you withdrew it.

Exercising these rights is free. Email privacy@whitleyhall.com or write to us at the hotel address above. We will respond within one month. We may ask you to confirm your identity first, so that we do not disclose your information to somebody else.

Cookies and tracking

Essential cookies keep the website and booking process working. We also use analytics and advertising cookies, and cookies set by content we embed from other sites; the full list is in the privacy preferences panel in our cookie banner. You can block or delete cookies at any time in your browser settings, though some parts of the site may then stop working properly.

Third-party cookies and embedded content on this site come from Google (analytics and fonts), Meta (advertising measurement and Instagram), YouTube (video), Avvio (booking engine), Gravatar and Interactive Hive.

Security

Traffic between your browser and our website is encrypted. Our systems are password-protected and access is limited to staff who need it. The hotel is alarmed and covered by CCTV. No system is perfectly secure, but if a breach occurs that is likely to put your rights at risk we will tell you and the Information Commissioner’s Office.

Other websites

This notice covers only our own websites and systems. Where we link to somebody else’s site, their privacy notice applies to what they do with your information, and we would encourage you to read it.

Changes to this notice

We review this notice periodically and will update this page when it changes. The date at the top tells you when it was last revised.

How to complain

If you are unhappy with how we have handled your information, please tell us first — email privacy@whitleyhall.com — and we will try to put it right.

You also have the right to complain to the Information Commissioner’s Office at any time: ico.org.uk/make-a-complaint, or by telephone on 0303 123 1113.