Bristol Hoteliers Association
Privacy Policy
Last updated: 22 June 2026
1. Introduction
The Bristol Hoteliers Association ("BHA", "we", "us", or "our") is a non-profit organisation representing hotel General Managers and their properties across Bristol, UK. We are committed to protecting the privacy of everyone who visits our website at bristol-hoteliers.co.uk (the "Website"), including members of the public, prospective members, and existing member hotels.
This Privacy Policy explains what personal information we collect, why we collect it, how we use it, and your rights in relation to it. Please read this policy carefully. If you have any questions, contact us using the details at the end of this document.
This policy is written in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are (Data Controller)
The data controller responsible for your personal information is:
Bristol Hoteliers Association
Website: bristol-hoteliers.co.uk
Email: info@bristol-hoteliers.co.uk
As a small non-profit association, the BHA is not currently required to register with the Information Commissioner's Office (ICO), as we do not process personal data in a way that triggers mandatory registration. However, we voluntarily uphold the standards set out in UK GDPR.
3. What Information We Collect
3.1 Information you give us voluntarily
We may collect the following personal information when you interact with our Website:
Your name and job title when you complete an enquiry or membership application form
Your email address and telephone number if you contact us directly
The name, address, and contact details of your hotel or business if you apply for membership
Any other information you choose to include in a message or submission to us
3.2 Information collected automatically
When you visit our Website, certain technical information may be collected automatically by our hosting platform (Squarespace) and any analytics tools we use:
Your IP address and approximate location
Browser type and version
Pages visited and time spent on the Website
The website or search engine that referred you to us
This information does not typically identify you personally and is used to understand how visitors use the Website so we can improve it.
3.3 Information about member hotels
If you represent a member hotel and submit details for inclusion in our member directory or any other section of the Website, we will collect information such as the hotel name, address, contact details, and any descriptions or images you provide. This information will be published on the Website and will therefore be publicly visible.
4. How We Use Your Information
We use the personal information we collect for the following purposes:
To respond to enquiries you send us via the Website or by email
To process and manage membership applications and maintain membership records
To maintain and display a directory of member hotels on the Website
To send you information about BHA events, news, and activities where you have consented to receive this
To improve our Website and ensure its content is relevant and up to date
To comply with our legal and regulatory obligations
5. Our Legal Basis for Processing
Under UK GDPR, we must have a lawful basis for processing your personal data. The basis we rely on will depend on the context:
Legitimate interests — for responding to general enquiries and operating the Website, where our interest in running an effective association does not override your privacy rights
Contractual necessity — for processing the personal information of member hotels as part of administering BHA membership
Consent — where you have actively opted in to receive communications from us, such as event announcements or newsletters
Legal obligation — where we are required to retain or disclose information to comply with the law
6. How Long We Keep Your Information
We retain personal information only for as long as is necessary for the purpose for which it was collected, or as required by law:
Membership records are retained for the duration of membership and for up to three years after membership ends, for legitimate administrative purposes
Enquiry data (e.g. form submissions) is retained for up to 12 months, after which it is deleted
Website analytics data is typically retained in aggregate, anonymised form by Squarespace in accordance with their own data retention policies
Where you have consented to receive communications, we retain your contact details until you withdraw your consent
7. Sharing Your Information
We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:
Service providers: We use Squarespace to host our Website. Squarespace processes data on our behalf and is bound by appropriate data processing terms. You can review Squarespace's privacy policy at squarespace.com/privacy.
Member directory: If you are a member hotel and have submitted information for inclusion in our online directory, that information will be publicly visible on the Website.
Legal requirements: We may disclose personal information if required to do so by law, or in response to valid requests from public authorities.
We do not transfer personal data outside the United Kingdom or European Economic Area unless appropriate safeguards are in place.
8. Cookies
Our Website uses cookies — small text files stored on your device — to help the site function and to understand how it is being used. Cookies used on the Website may include:
Essential cookies: required for the Website to operate correctly, such as session management
Analytics cookies: used by Squarespace to collect anonymised data about how visitors use the Website, such as pages visited and time spent on the site
You can control and delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the Website. For more information about cookies generally, visit www.allaboutcookies.org.
9. Your Rights
Under UK GDPR, you have the following rights in relation to your personal information:
Right of access: you can request a copy of the personal information we hold about you
Right to rectification: you can ask us to correct inaccurate or incomplete information
Right to erasure: you can ask us to delete your personal information where there is no longer a lawful reason for us to hold it
Right to restrict processing: you can ask us to limit how we use your information in certain circumstances
Right to data portability: you can ask us to provide your information in a structured, machine-readable format
Right to object: you can object to us processing your personal information based on legitimate interests
Right to withdraw consent: where we rely on your consent to process your information, you can withdraw that consent at any time without affecting the lawfulness of processing carried out before the withdrawal
To exercise any of these rights, please contact us using the details in Section 11. We will respond to all legitimate requests within one calendar month.
10. Complaints
If you are unhappy with how we have handled your personal information, we encourage you to contact us in the first instance so that we can try to resolve the matter.
You also have the right to lodge a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO):
Information Commissioner's Office
Website: ico.org.uk
Helpline: 0303 123 1113
11. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:
Bristol Hoteliers Association
Email: info@bristol-hoteliers.co.uk
Website: bristol-hoteliers.co.uk
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will revise the "last updated" date at the top of this page. We encourage you to review this policy periodically.
Continued use of the Website after any changes constitutes your acceptance of the revised policy.
Bristol Hoteliers Association | bristol-hoteliers.co.uk