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Privacy Policy

This privacy policy sets out how NUMBER FOUR STOW LIMITED uses and protects any information that you give us when you use this website, stay with us or dine with us.

NUMBER FOUR STOW LIMITED is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

NUMBER FOUR STOW LIMITED may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Who we are

NUMBER FOUR STOW LIMITED, trading as Number Four at Stow, is the controller of the personal information described in this policy. You can write to us at either of these addresses:

  • Hotel: Number Four at Stow, Fosse Way, Stow-on-the-Wold, GL54 1JX
  • Head office and registered office: The Kings Arms Hotel, 30 High Street, Amersham, Buckinghamshire, HP7 0DJ

You can also contact us at any time by email on info@hotelnumberfour.com. We are registered with the Information Commissioner's Office under registration number ZA297867.

What we collect

We collect the information you choose to give us, for example when you make a booking, reserve a table, make an enquiry, sign up for news or contact us. This may include:

  • your name and contact details, including email address, phone number and postal address
  • booking details, such as arrival and departure dates, who is staying and any special requests
  • payment card details, used to secure and take payment for your booking
  • any dietary, allergy, accessibility or other needs that you tell us about
  • preferences and interests, and your answers to any customer surveys or offers
  • browsing information, such as the pages you view and the type of device you use, collected without cookies and used only for statistics (see "How we measure visits to this website" below)

If you tell us about health-related needs, such as an allergy or a mobility requirement, we use that only to look after you during your visit.

What we do with the information we gather

We require this information to look after your booking, understand your needs and provide you with a better service, and in particular for the following reasons:

  • To make and manage your booking or reservation, take payment and keep our accounts (we need this to carry out our contract with you and to meet our legal obligations).
  • Internal record keeping.
  • To improve our products, services and website, and to keep them secure (our legitimate interests).
  • To send you promotional emails about new products, special offers or other information which we think you may find interesting, using the email address which you have provided, but only where you have asked us to or have agreed to receive them.
  • From time to time, to contact you for market research purposes by email, phone or post.

Who we share it with

We do not sell your personal information. We share it only with organisations that help us run the hotel and restaurant, and only as far as they need it to do so:

  • NewBook, our booking and property management system, which holds reservations and guest details, and which also provides the live prices shown on this website.
  • Resos, which handles table reservations for The Yew Tree restaurant.
  • Google, because this website loads its fonts from Google Fonts. When you view a page, your IP address and browser details are sent to Google for that purpose.
  • Our payment, website hosting, email and IT providers, and our accountants and other professional advisers.
  • Online travel agents, such as Booking.com, when you book through them. They pass your booking details to us, and their own privacy policies apply to what they hold.
  • Public authorities, where we are required to do so by law.

Some of these organisations may process information outside the UK. Where they do, we rely on appropriate safeguards for that transfer.

How long we keep it

  • Booking records, including the financial details of your stay, are kept for as long as the law requires for accounting and tax purposes, which is normally six years.
  • Payment card details are removed automatically seven days after you depart, once the balance on your booking has been settled.
  • Enquiries and other correspondence are kept for as long as is needed to deal with them.
  • Marketing details are kept until you ask us to stop.
  • Website visit records (the details described under "How we measure visits to this website") are deleted after 14 months. After that we keep only anonymous totals, such as the number of visitors to a page on a given day, which cannot be linked to anyone.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Our own pages do not use cookies to track you, and we do not use cookies to measure visits (see below). Where we use cookies that are not strictly necessary, we will ask for your permission first.

A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

How we measure visits to this website

We count visits to the website using a small statistics system that we run ourselves, as part of this website. It does not use cookies and it does not store anything on your device, so it does not need to ask for your consent.

For each page you view it records the page, the time, the website or link that brought you here (for example Google, or a link in our newsletter), and broad details of your device: phone, tablet or computer, browser, operating system and screen width. It also records how long the page was open on your screen, how far down it you scrolled, and which links and buttons you press (for example a menu item, a room, Book, or our phone number), so that we can see what people find useful on each page. When a table is booked on our website we also count it, with the number of guests, which meal and how far ahead it was booked, but not your name or contact details, so that we can see which visits lead to bookings. It never records what you type.

To count visits without tracking you, your IP address and browser details are turned into a short code using a secret that we change every day, and the address and browser details themselves are not kept. This lets us see that several page views in one day belong to the same visit, but we cannot recognise you from one day to the next, and we cannot work out who you are, or your IP address, from the code. Visits by automated software, such as search engines, are left out. We do not share this information with anyone else, and we do not use it to send you anything.

When you press a button that takes you to our room booking page, we add a random reference to the link so that we can tell, in our statistics, which visits led to a booking. It is not stored on your device and it does not identify you.

We use this to find out which pages are useful and to improve the website, which is in our legitimate interests. If you would prefer not to be counted, switch on "Do Not Track" or "Global Privacy Control" in your browser, and we will not count your visits. You can also object at any time by emailing info@hotelnumberfour.com.

Booking a table for your stay

After you place a room booking, the confirmation page of our booking system can show a button that opens our own page for booking a table during your stay. The button passes your booking number, surname and arrival and departure dates to our website, in the web address after the # symbol so that it is not recorded in our server logs. We check those details against your reservation in NewBook so that we can show you the nights of your stay and attach your table to your booking. We do not keep them for any other purpose, and the page does not show your contact details. The same details are used if you tell us you do not need a table.

Booking a table on our website

When you book a table through our website, we pass your name, contact details, party size, the date and time and any notes or dietary needs you give us to Resos, who run our table reservations. If you tell us you are staying with us, we check your name together with your email, phone number or booking number against our hotel booking system, NewBook. This confirms the stay and lets our restaurant team see that you are a hotel guest. We attach your booking number to your table booking and, where your stay includes dinner, we note that for the restaurant team. We do not use these details for anything else.

Booking tables for every night of your stay

After you book a room, our booking email may include a link to a page where you can book a table for each night of your stay. The link carries your booking number, guest number and surname in the web address, and we check them against NewBook each time you use the page. If you tell us you do not need a table on a particular night, we record that against your booking in NewBook so we do not ask you again.

Our online booking page

On our online booking pages we count how far visitors get through the booking steps, and record each booking's reference number, price, amount paid, number of nights and guests, and room type. This contains no name or contact details. When you view your booking confirmation, the page also sends your booking number, surname and stay dates to our website over a secure connection, so we can check whether dinner is included in your stay and show you a reminder to book your table. We do not store this check.

Checking our newsletter list

To avoid asking you twice, we check with our newsletter system (Sendy) whether the email address already on your booking is on our list. We only do this for the address on your booking, never for one typed into a form, and we do not reveal the result to anyone but you.

Booking through an online travel agent

If you booked through an online travel agent, they often give us a masked email address that cannot reach you. If you then give us your own email address while booking a table, we may add it to your booking in NewBook so we can contact you about your stay.

Our contact form and newsletter

If you send us a message through the contact form, we receive your name, email address, phone number (if you give one) and your message. We use them only to reply to you, and we keep a copy for up to 12 months in case we need to refer back to your enquiry.

If you sign up to our newsletter, we add your email address to our mailing list, which we run using a mailing-list system called Sendy, and send you occasional news about menus, offers and events. You can unsubscribe at any time using the link in every email, or by emailing info@hotelnumberfour.com. We keep your details until you unsubscribe. If you give us your birthday, we use it only to send you a birthday message.

When you use one of the newsletter sign-up boxes on this website, we first email you a link asking you to confirm. We add you to the mailing list only when you open the link and press the button on the page it shows. If you do not, you are not added, and we do not keep your details (the link stops working after 7 days).

When you book a room on our online booking page there is a box asking whether you are happy for us to add your details to our contact list. If you tick it and press the button to place your booking, we add your name and email address to the same mailing list. We do this whether or not the booking is then completed, because ticking the box is your choice, and we do not keep your details for this anywhere else on our website. If you do not tick the box we do not use your details for this, and not ticking it never removes you from the list. You can unsubscribe at any time using the link in every email.

Other companies' services on this website

Some parts of this website are run by other companies. They set their own cookies and have their own cookie and privacy notices, which we encourage you to read:

  • Table bookings are made through our own booking form on this website, which passes your booking to Resos, the reservation system our restaurant uses. Resos's own code does not run on our pages, so it sets no cookies when you book here. If you use Resos's own booking page instead (for example if JavaScript is switched off in your browser), its cookie notice applies there. See the Resos cookie policy and privacy policy.
  • Room availability, live prices and room bookings are provided by NewBook, our booking system. See the NewBook cookie policy and privacy policy.
  • Spam protection. To stop automated spam, our forms may use a CAPTCHA service (Cloudflare Turnstile, Google reCAPTCHA or hCaptcha). It checks that a visitor is a person, and may set cookies and collect technical information such as your IP address; please see the provider's own privacy policy.

We do not control the cookies these companies set or how they use the information they collect, so please check their notices before you use their services.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your rights and controlling your information

Under UK data protection law (the UK GDPR and the Data Protection Act 2018) you have the right to:

  • ask for a copy of the personal information we hold about you
  • ask us to correct anything that is incorrect or incomplete
  • ask us to delete your information, or to restrict how we use it, in certain circumstances
  • object to us using your information, including for direct marketing
  • complain to the Information Commissioner's Office (ico.org.uk) if you are unhappy with how we have handled your information

To use any of these rights, please write to or email us using the details above. We will normally reply within one month, and there is no charge for a request.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at info@hotelnumberfour.com.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.