HCC - The Hotel & Conference Company - Privacy Policy | London | Manchester | Birmingham | Glasgow | - The Hotel & Conference Company

Last Updated 25/04/2018


The Hotel & Conference Company collects and uses your personal data.


Information about you is collected and may be used in the following ways:



We use your personal data to make and manage your online reservations. We may also offer you other travel related products and services from third parties via our online services.

Customer Service

Sharing your details with our staff on the reservations desk helps us to find appropriate accommodation for you and enables us to respond to any questions you have about your booking.

User Accounts

Our users can create an account on our websites. We use the information you give us to manage this account. You can manage your bookings, take advantage of special offers, make future reservations easily and manage your personal settings. Managing personal settings allows you to see previously searched accommodation and to check other travel-related information you have provided.


We use your contact information to send you details of accommodation, venue finding and travel related products and services when you make a reservation with us or set up a user account. You can unsubscribe from our marketing communication at any time by clicking on the unsubscribe link included in each newsletter.

There may be other times when we communicate with you, including by email, by post, by phone or by texting you. The contact method we choose depends on the contact information you’ve previously shared with us.

We process the communication you send to us. There may be several reasons for this including responding to and managing any requests you, or the accommodation you have booked, have made. We also offer guests and accommodation partners various means to exchange information and requests regarding bookings made directly with us.

We may send you an email reminder to continue with an uncompleted online reservation. We believe that this additional service benefits you as it allows you to carry on with a reservation without having to search for accommodation or fill in your reservation details again.

When you use our services, we may send you in a survey or invite you to provide a review about the services we provide and your experience using them.

You may need to know how to contact us for assistance whilst you are away, so we may send you information with our contact details. We may also send you reminders for upcoming reservations you made through us.

We may need to send you other administrative messages and security alerts, you may receive these even when you do not have a booking.

Market Research

Sometimes we ask our customers to take part in market research surveys. Any additional personal information you provide will be used only with your consent.

Fraud & Illegal Activities

We may use personal data for the detection and prevention of fraud and other illegal or unwanted activities. Similarly, we may use personal data for risk assessment and security purposes, including the authentication of users and reservations. For such purposes, we may have to put certain reservations on hold.

Improving Our Services

We also use personal data for analytical purposes to improve our services and enhance the user experience, it can also be used for testing purposes, troubleshooting and to improve the functionality and quality of our travel services.

Telephone Calls

When you make calls to our reservations team, our reservations staff may ask for authentication to ensure that your reservation details are kept confidential. During calls with our reservations staff, live listening may be done for training purposes.

Legal Obligations

We may need to use your information to handle and resolve legal disputes, for regulatory investigations and compliance, or to enforce the terms of use of our reservation service as reasonably expected.

Information Storage

Customer information that we store within our systems is held indefinitely. In addition, we store payment information relating to any financial transactions which have taken place, however we do not store full card details for any online users (we capture for instance the last 4 digits of the card number). Without this data we would be unable to access the order history (which we reasonably need to operate our business).

Security of your Personal Information

The Hotel & Conference Company secures your personal information from unauthorized access, use or disclosure. The Hotel & Conference Company secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. When personal information (such as a credit card number) is transmitted to other Web sites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

We rely on the following legal bases to process your information as described above:



To perform the contract that you have with us, the use of your information may be necessary. For example, if you use our services to make a reservation, we will use your information to carry out our obligation to complete and achieve that reservation under the contract that we have with you.

Legitimate interests

We may use your information for our legitimate interests, such as to provide you with the best suitable content of the website, emails and newsletters, to improve and promote our products and services and the content on our website, and for administrative, fraud detection and legal purposes.


We may rely on your consent to use your personal information for certain direct marketing purposes. You may withdraw your consent at any time by contacting us at the address at the end of this Privacy Statement.

Changes to this Statement

The Hotel & Conference Company will occasionally update this Statement of Privacy to reflect company and customer feedback. The Hotel & Conference Company encourages you to periodically review this Statement to be informed of how The Hotel & Conference Company is protecting your information.

Contact Information

The Hotel & Conference Company welcomes your comments regarding this Statement of Privacy. If you believe that The Hotel & Conference Company has not adhered to this Statement, please contact The Hotel & Conference Company. We will use commercially reasonable efforts to promptly determine and remedy the problem.

The Hotel & Conference Company Ltd | 85 Huntingdon Street | St Neots | Cambridgeshire | PE19 1DU | +44 (0)1767 262 546

If you think there is a problem with the way we are handling your data, you have a right to complain to the ICO.

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