Personal Data Guest Privacy Policy

Java Hotel LLP T/A Best Western Nottingham Derby is the Data controller and is committed to protecting the right of individuals in line with the Data Protection Act 1998 DPA and the new General Data Protection regulation GDPR.

Best Western Nottingham Derby has a Data Protection person responsible who can be contacted through

Data that we collect – Guests

As residential guest of the hotel we will require you to give us your name, address, email and telephone numbers these details will create a profile in our reservation system, as residents of our hotel we are legally obliged to keep this information for a minimum of 6 years from the date of your visit. This detail will only be used to contact you with reference to your current reservation and future reservation if the profile becomes re-activated again i.e. you make a new reservation with us. When you sign in to the hotel by filling in one of our registration card you will be given the option to opt in for receiving future promotions by Best Western if you opt in for further information your details will be passed on to Best Western International. You might also be asked to join Best Western Rewards members club, this club is administered through Best Western International and not by Best Western Nottingham Derby (Java Hotels LLP). In the interest of public safety CCTV operates in all public spaces from the point at which visitors enter the car park. This does not include sound and does not record in bedrooms or public restrooms.

On paying a bill with credit card at the desk

From 25th May 2018, the paper trail of your card details will be destroyed as per our procedure, 2 years after the year you depart.  Card transactions are processed through Global Payments.

On booking or paying for a reservation online

From 25th May 2018, bookings where you have submitted your credit card details online are processed via Secure Trading. We cannot see these card details at the hotel unless you have sent them to us in some other format. If you have booked through an online agent and given your details you will need to check with them on their GDPR policy. All third party booking engines are responsible for their own GDPR and if they are passing on your details to us, your details will then be treated as per our policy.

Right to access

You have the right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information. Please contact for further information.

Any requests or objections should be made in writing to the Data Protections Responsible Person:

FAO Data Protections Responsible Person
Best Western Nottingham Derby, 
Bostocks Lane, Long Eaton, Nottingham, NG10 4EP. Email:

Security of the Information

Customer profiles are kept on our PMS system which is password protected and only accessible to authorised members of staff. All access is monitored and can be reviewed and followed up. In addition to this all our computers are password protected and only authorised members of staff have access to our computers. Authorised members of staff at Best Western Nottingham Derby are receptionists, accounts and management. Further information can be provided with reference to authorised staff by the Data Protections Responsible Person. CCTV is accessible by the management or reception team, it is never shown to guests and is only shared in circumstances in which we are required to do so by law, such as a police request or for insurance purposes for property or guest damage.

Staff Training

All authorised staff have been trained in this policy and is aware of the regulation of GDPR

How to make a complaint

If you are unhappy with the way in which your personal data has been processed you may in first instance contact the Data Protections Responsible Person using the contact details above. If you remain dissatisfied, then you have the right to apply directly to the information commissioner for a decision.

The information commissioner can be contacted at:

Information Commissioners Office
Wycliffe House
Water Lane

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