The Rotunda Website Privacy Policy
Effective date: 20 July 2026
At a glance
Forrest Hotels Limited operates The Rotunda website. The website currently collects personal information through contact and enquiry forms. It does not provide online bookings or payments, and we do not use enquiry details for marketing emails.
Data controller: Forrest Hotels Limited
Company number: SC312804
Registered office: 7 Seaward Street, Paisley Road, Glasgow, G41 1HJ
Privacy contact: info@forrest-group.co.uk
About this policy
This privacy policy explains how Forrest Hotels Limited collects, uses, shares, stores and protects personal information collected through The Rotunda website. It also explains your rights and how to contact us about your information.
This policy is intended to reflect the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 and the Privacy and Electronic Communications Regulations 2003, as amended.
Who we are
Forrest Hotels Limited operates The Rotunda website and is the data controller responsible for the personal information covered by this policy.
References in this policy to “The Rotunda”, “we”, “us” or “our” mean Forrest Hotels Limited.
Scope of this policy
This policy applies to personal information collected through:
- The Rotunda website;
- Website contact and enquiry forms;
- Emails or telephone communications that follow a website enquiry; and
- Limited technical information generated when you access or use the website.
The website does not currently provide online bookings or accept online payments. We do not currently use website enquiry details for email marketing.
This policy does not cover personal information collected through separate guest, restaurant, venue, event, recruitment, CCTV, Wi-Fi, employee or supplier processes. Separate privacy information may apply to those activities.
Personal information we collect
Information you provide
When you contact us through the website or in correspondence following a website enquiry, we may collect:
- Your name;
- Your email address;
- Your telephone number, where you choose to provide it;
- Your company or organisation name, where relevant;
- The subject and content of your enquiry;
- Information about the service, event, venue or facilities you are interested in;
- Your preferred method of contact;
- Copies of correspondence between you and us; and
- Any other information you choose to include in your message.
Please do not submit personal information that is not relevant to your enquiry.
Technical information
This website uses Google reCAPTCHA to help protect contact forms from automated abuse and spam. reCAPTCHA may analyse information such as your IP address, browser characteristics, mouse movements, device information and interactions with the website in order to determine whether a visitor is a human user. This information is processed by Google in accordance with Google’s Privacy Policy and Terms of Service.
Website contact forms
When you submit an enquiry through our website contact form, your information is securely transmitted to authorised members of The Rotunda team by email. A copy of your enquiry is also securely stored within the website administration system (Elementor Pro Form Submissions) to enable enquiries to be managed and responded to where necessary. Access to website submissions is restricted to authorised personnel only.
How we obtain personal information
We normally obtain personal information directly from you when you complete a contact or enquiry form, email us, telephone us after visiting the website or otherwise communicate with us about an enquiry.
We may receive limited technical information automatically from your browser, device, website hosting systems, security services or communications systems.
If you provide information about another person, you should make sure you have authority to do so and that the person understands how their information may be used.
How and why we use personal information
We only use personal information where we have a lawful basis under data-protection law.
Responding to enquiries
To read, manage and respond to your message and provide customer service.
Lawful basis: Legitimate interests.
Information or quotations
To provide requested information, check availability or take steps you ask us to take before a possible contract.
Lawful basis: Steps before a contract and, where appropriate, legitimate interests.
Following up
To follow up reasonably and directly in connection with your enquiry. We will not add you to a marketing list.
Lawful basis: Legitimate interests.
Website operation and security
To deliver pages, maintain security, prevent misuse, diagnose faults and protect our systems.
Lawful basis: Legitimate interests.
Legal and regulatory matters
To meet legal duties, respond to lawful requests, prevent or investigate wrongdoing and protect legal rights.
Lawful basis: Legal obligation and legitimate interests.
Rights and complaints
To identify, investigate and respond to requests or complaints about personal information.
Lawful basis: Legal obligation and legitimate interests.
Our legitimate interests
Where we rely on legitimate interests, those interests include responding to enquiries, providing effective customer service, administering our business, maintaining accurate records, operating a secure website, preventing misuse, protecting legal rights and resolving complaints or disputes.
Before relying on legitimate interests, we consider whether the use of personal information is necessary and whether your rights and interests outweigh our interests.
Sensitive personal information
Please do not use a general contact form to provide sensitive personal information unless it is genuinely necessary for us to respond to your enquiry. Sensitive information may include information about health, disabilities, allergies, religious beliefs, racial or ethnic origin, sexual orientation or other special-category information.
Where you provide relevant sensitive information in connection with a specific request, we will use it only where necessary, proportionate and permitted by law. Where required, we may ask for explicit consent or provide additional privacy information.
Who receives personal information
Website enquiries are received and handled by authorised Rotunda staff and management who need the information to respond to the enquiry or administer the relevant business matter.
Where necessary, we may also share limited personal information with:
- Website hosting, development and maintenance providers;
- Email, communications, IT support, cybersecurity, backup and storage providers;
- Professional advisers, including accountants, insurers, auditors and solicitors;
- Contractors or suppliers assisting with a specific enquiry;
Courts, regulators, law-enforcement bodies or public authorities where disclosure is required or permitted by law; and
A genuine purchaser, investor, lender or adviser involved in a business sale, restructuring or corporate transaction, subject to appropriate confidentiality protections.
Service providers acting on our behalf may use personal information only as necessary to provide their services and must protect it appropriately. We do not sell or rent personal information.
- Providers of website security, spam prevention and contact form services where necessary to deliver and protect website enquiries.
International transfers
Some technology or communications providers may process personal information outside the United Kingdom. Where a restricted international transfer takes place, we will use a lawful transfer mechanism and appropriate safeguards where required. These may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another safeguard permitted by law.
You may contact us for further information about safeguards applying to your personal information.
How long we keep personal information
Website enquiries
We normally keep information submitted through the website contact form, together with related correspondence, for up to 12 months after our last meaningful communication with you.
At the end of that period, we will delete or anonymise the information unless:
- The enquiry results in a contract, booking, transaction or ongoing business relationship;
- We are required to retain it under applicable law;
- It is needed for accounting, insurance or regulatory purposes;
- It relates to an actual or reasonably anticipated complaint, dispute or legal claim; or
- There is another lawful reason to retain it for longer.
Technical records and backups
Security logs, diagnostic records and backups are retained only for as long as reasonably necessary for website security, continuity, incident investigation, technical support and applicable legal requirements. The period may depend on the system and provider used.
How we protect personal information
We use proportionate organisational and technical measures designed to protect personal information against unauthorised access, accidental loss, inappropriate alteration, unlawful disclosure or destruction.
Measures may include access controls, password protection, multi-factor authentication where available, secure hosting, encryption in transit, security monitoring, software updates, backups, staff procedures and appropriate arrangements with service providers.
No internet transmission or storage system can be guaranteed to be completely secure. We nevertheless take reasonable steps appropriate to the nature of the information and the risks involved.
Contact form submissions are protected through secure website hosting, user access controls and anti-spam technologies designed to reduce unauthorised or fraudulent submissions.Your data-protection rights
Depending on the circumstances and the lawful basis used, you may have the following rights:
- Access: to ask whether we use your personal information and request a copy and related information.
- Rectification: to ask us to correct inaccurate information or complete information that is incomplete.
- Erasure: to ask us to delete personal information in certain circumstances.
- Restriction: to ask us to restrict how personal information is used in certain circumstances.
- Objection: to object to processing based on our legitimate interests.
Data portability: in limited circumstances, to receive information you provided in a structured, commonly used and machine-readable format.
Withdrawal of consent: where we rely on consent, to withdraw it at any time without affecting earlier lawful processing.
Automated decisions: to have protections concerning solely automated decisions that produce legal or similarly significant effects. We do not use website enquiry information for this type of automated decision-making or profiling.
These rights are not absolute. A legal condition, restriction or exemption may apply in a particular case.
Your right to object
You may object to processing based on our legitimate interests. We will stop the relevant processing unless we have compelling legitimate grounds to continue or the information is needed for legal claims.
How to exercise your rights
To exercise a data-protection right, email info@forrest-group.co.uk or write to Forrest Hotels Limited, 7 Seaward Street, Paisley Road, Glasgow, G41 1HJ.
Please provide enough information for us to understand your request and locate the relevant records. We may ask for proportionate proof of identity where necessary to protect personal information from unauthorised disclosure.
There is normally no charge. We will respond without undue delay and normally within one month. Where the law allows an extension, we will explain the reason and the revised timescale.
Data-protection complaints
Please contact us if you believe we have not handled your personal information properly. Send complaints to info@forrest-group.co.uk or to the registered-office address above.
Please include your name and contact details, an explanation of your concern, relevant dates, any useful correspondence and the outcome you are seeking.
We will acknowledge a data-protection complaint within 30 days of receiving it. Without undue delay, we will take appropriate steps to investigate and respond, keep you informed about progress and tell you the outcome.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Telephone: 0303 123 1113
Website: ico.org.uk/make-a-complaint
Cookies and similar technologies
We do not currently use Google Analytics, marketing cookies, behavioural advertising, embedded YouTube videos, Google Maps or social-media feeds on the website.
The website may use cookies or similar technologies that are strictly necessary for operation, security, load balancing, session management, privacy choices, spam prevention or delivery of a feature requested by a visitor.
Strictly necessary technologies may not require consent, but clear information should still be provided. If we introduce a technology that is not strictly necessary, we will obtain consent before placing or accessing it where the law requires.
You can control or delete cookies through your browser settings. Blocking essential technologies may prevent parts of the website from operating correctly.
The website uses Google reCAPTCHA to protect website forms from spam and malicious automated activity. reCAPTCHA may set cookies and collect technical information required for its operation. These technologies are used solely for website security and are not used by The Rotunda for advertising or marketing purposes.
If additional analytics, marketing cookies or third-party embedded services are introduced in the future, this policy and any cookie preferences presented to visitors will be updated accordingly.
Whether you must provide information
You are not legally required to submit a website enquiry. However, we normally need your name, a way to contact you and enough information about your enquiry to provide a meaningful response. If you do not provide this information, we may be unable to respond.
Children’s information
The website is intended for a general audience and is not designed specifically to collect personal information from children. If you are under 16, please ask a parent or guardian to contact us on your behalf where appropriate.
If we learn that a child has submitted unnecessary personal information, we will take reasonable steps to delete it.
Third-party websites
The website may contain links to websites operated by other organisations. Those organisations are responsible for their own privacy practices. This policy does not apply to external websites, and you should review their privacy information before providing personal information.
Changes to this policy
We may update this policy when our website, services, suppliers, data-handling practices or legal obligations change. The latest version will be published on the website with an updated effective date.
Where a change materially affects how we use information already collected, we will take reasonable steps to bring the change to the attention of affected people before beginning the new processing.
Contact us
Organisation: Forrest Hotels Limited
Email: info@forrest-group.co.uk
Post: 7 Seaward Street, Paisley Road, Glasgow, G41 1HJ
Effective date: 20 July 2026