Data Protection and Privacy
A Simple Guide for UK Hospitality Businesses
Handling personal data — whether from guests, suppliers, or staff — is part of everyday operations in the hospitality industry. Meeting the requirements of the General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulations (PECR) helps protect your customers and builds trust. Here’s a brief guide to get you started, drawing on principles outlined by the Information Commissioner’s Office (ICO) in their Beginner’s Guide to DataProtection.
This guide is for informational purposes and not intended as legal advice.
Understand Your Responsibilities
Know What Data You Collect
Identify the personal data you receive (names, contact details, booking information, etc).
Legal Basis for Processing
Ensure you have a lawful reason for processing this data, such as consent, contractual necessity, or legal obligations.
Inform and Be Transparent
Provide clear privacy notices that explain what data is collected, why it’s used, and who it may be shared with.
Take Practical Steps to Compliance
Data Mapping
Create a simple record of all the personal data you handle. This helps you see where it is stored and how it flows within your business.
Security Measures
Protect personal data by using appropriate security measures. This includes password-protected systems, secure networks, and regular staff training on data protection.
Consent for Marketing
If you send promotional emails or texts, make sure you have obtained clear consent. Always include an easy way for recipients to opt out.
Cookie Policies
If your website uses cookies, provide a clear cookie policy and offer visitors the choice to accept or decline non-essential cookies.
Know how to Handle Data Breaches
Have a Response Plan
In case of a data breach, know the steps to take. This should include notifying the Information Commissioner’s Office (ICO) if necessary and communicating with affected individuals.
Regular Reviews
Regularly check and update your data protection practices to ensure they remain effective and compliant.
Ongoing Compliance
Keep Records
Maintain clear records of your data processing activities, including consents and any data sharing.
Staff Training
Make sure your team understands their responsibilities when handling personal data.
Seek Guidance
For more detailed information, consider reviewing resources such as the ICO’s beginner’s guide to data protection for small organisations.
By using this guide as a starting point and drawing on principles outlined by the Information Commissioner’s Office (ICO) in their Beginner’s Guide to DataProtection, your hospitality business can protect customer information and maintain compliance with GDPR and PECR.