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Privacy Policy

Privacy Policy

Kotel is committed to the privacy and confidentiality of your information. This Privacy Policy describes our current policies and practices about our use of personal information.

Please take your time to read this Privacy Policy carefully. When using the Kotel website, this Policy should be read alongside the Website Terms and Conditions.


  1. About us
  2. Our processing of your personal information
  3. Where you or your employer books a studio or apartment through Kotel
  1. What marketing activities do we carry out?
  2. Automated Decision-Making
  3. How long do we keep your personal information for?
  4. What is our approach to sending information overseas?
  5. How do we protect your information?
  6. Your rights
  7. 10.Contacting us
  8. Updates to this Policy


1. About us

This is the Privacy Policy of Kotel Windermere. Kotel is an apart-hotel benefiting of serviced self-contained studios and apartments. Our business was born because our founder loved the benefits of apartment living for business and leisure travel, as well as the value, choice and flexibility that simply isn’t available in traditional hotels.

As a serviced apartment provider, we collect and process data so that we can manage your booking, deal with your booking enquiries, improve your experience when using our website and where relevant, deal with any issues that you may have. This makes us a “controller” of your personal data.


2. Our processing of your personal information

We will collect and use different personal information about you for different reasons, depending on our relationship with you.

Sometimes we will receive “special categories of personal information” (which is information relating to your health, racial or ethnic origin, religious or philosophical beliefs) where you provide this to us as part of a special request in connection with your stay. Where you provide us with your special category personal information we will use this to provide you with advice and to help you find a serviced apartment that is suitable to your needs.

Where you provide personal information to us about other individuals (for example, members of your family or other guests staying in the apartment) we will also be controller of their personal information and we are responsible for protecting their personal information and using it appropriately. This Policy will therefore apply to those individuals and you should refer them to this Policy.

To make this Policy as user friendly as possible, we have split it into different sections. Please click on the section below that best describes your relationship with us and the service you receive from us.


Where you or your employer books a studio or apartment with Kotel

This section applies if you or your employer book a What personal information will we collect?

At booking stage


On arrival at Kotel 


During or following your stay


What special category information will we collect?


How will we collect your personal information?

Directly from you:

We will also collect your personal information from:


What will we use your personal information for?

We use your information for the following legal reasons:


What is the purpose for using your personal information


Legal grounds for using your personal information


Legal grounds for using your special category information


Who will we share your personal information with?

We do not share or distribute your personal information other than to the following third parties and only under the limited circumstances we have set out above:


3. What marketing activities do we carry out?


4. Automated Decision-Making

Automated decision making refers to a situation where a decision is taken using personal information that is processed solely by automatic means (i.e. using an algorithm or other computer software) rather than a decision that is made with some form of human involvement.

Kotel does not currently undertake automated decision making.


5. How long do we keep personal information for?

We will only keep your personal information for as long as reasonably necessary to fulfil the purposes set out in section 3 above and to comply with our legal and regulatory obligations. We set out below examples of the retention periods that we apply:

If you would like further information about how long we will keep your personal information for, please contact us using the details set out in section 9.



6. How do we protect your information?

Kotel ensures that all our systems are protected using secure passwords and multi-factor authentication mechanisms. All customer data is held within secure data centres using industry standard protection and encrypted where applicable. All data access is segmented by role and user rights.


7. Your rights

You have several data protection rights which entitle you to request information about your personal information, to dictate what we do with it or to stop us using it in certain ways.

If you wish to exercise the rights set out below, please contact us at any time using the details set out in section 9. There will not normally be a charge for this.

We respect your rights in relation to personal information we hold about you, however we cannot always comply with your requests, for example:


The right to access your personal information

You can request a copy of the personal information we hold about you and certain details of how we use it.

Your personal information will normally be provided to you in writing unless you request otherwise or where you have made a request by electronic means such as email, we will provide such information in electronic form where possible.


The right to withdraw your consent

Where we rely on consent as the legal ground to use your personal information, you are entitled to withdraw that original consent.


The right to rectification

We make reasonable efforts to keep your personal information where necessary up to date, complete and accurate. We encourage you to ensure that your personal information is accurate so please regularly let us know if you believe that the information we hold about you may be inaccurate or not complete. We will correct and amend any such personal information and notify any third party recipients of necessary changes.


The right to restriction of processing

Subject to the circumstances in which you exercise this right, you can request that we stop using your personal information, such as where you believe that we no longer need to use your personal information.


The right to data portability

Subject to the circumstances in which you exercise this right, you can request that we port across personal information you have provided to us to a third party in a commonly used and machine-readable format.


The right to erasure

You can request that we delete your personal information. For example, where we no longer need your personal information for the original purpose we collected it for or where you have exercised your right to withdrawn consent.

Whilst we will assess every request, this request is subject to legal and regulatory requirements that we are required to comply with.


The right to object to direct marketing

You can request that we stop sending you marketing messages at any time by clicking on the “unsubscribe” button in any emails that we send to you or by contacting us using the details set out in section 9.

Please note that even if you exercise this right because you do not want to receive marketing messages, we may still send you service related communications where necessary.


The right to make a complaint with the ICO

Where you believe that we have breached data protection laws when using your personal information, you can complain to the Information Commissioner’s Office (ICO). For more information visit the ICO’s website at  Please note that exercising this right and lodging a complaint will not affect any other legal rights or remedies that you have.


8. Contacting us

If you would like further information about the ways we use your personal information, further clarity on how we use your personal information or anything referred to in this Policy, please contact our Managing Director at or by writing to Kotel, Lake Road Windermere LA23 2BY.


9. Updates to this Privacy Policy

We are continually improving our methods of communication and alongside with changes in the law and the changing nature of technology, our data practices and how we use your data will change from time to time. If and when our data practices change, we will notify you and we will provide you with the most up-to-date Policy. You can view it by checking our website.


This Policy was last updated on 18 July 2019.

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