Gilmerton House Privacy Notice and Website Terms

Last updated: July 2026

Introduction

Gilmerton House is committed to protecting your privacy and ensuring that your personal information is handled securely and responsibly. This notice explains what information we collect, how we use it, and the rights you have. It also outlines the terms under which you may use our website.

Gilmerton House is owned and operated by:
The Trustees of the Sir David A. Kinloch Testamentary Trust
Registered address: Gilmerton House, Athelstaneford, East Lothian, EH39 5LQ, Scotland
Contact: enquiries@gilmertonhouse.com

Privacy Notice

  1. Information We Collect

We may collect the following personal information when you use our website or contact us:

  • Name and contact details

  • Enquiry information sent through our online forms or email

  • Event details when requesting a quotation

  • Technical data such as IP address, browser type, and cookies

  • Any other information you choose to provide

We do not collect sensitive personal data unless it is absolutely necessary and only with your explicit consent.

  1. How We Use Your Information

We use your information to:

  • Respond to enquiries and provide quotations

  • Manage bookings and communicate with you about your stay or event

  • Improve our website and overall customer experience

  • Meet legal, accounting or administrative obligations

We do not sell your data or share it with third parties for marketing.

  1. Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Legitimate interest for responding to enquiries and managing bookings

  • Contract when you book accommodation or an event

  • Consent for optional marketing communications

  • Legal obligation when retaining financial records

  1. Data Sharing

We may share your information with:

  • Core service partners such as catering providers or event partners where this is necessary to deliver your booking

  • Professional advisers including accountants or legal advisers

  • Website and IT support providers

All partners are required to keep your information secure and to use it only for the agreed purpose.

  1. Data Retention

We retain personal data only for as long as is necessary:

  • Enquiry data for up to 24 months

  • Booking data for up to 7 years for financial compliance

  • Website analytics data for up to 26 months depending on the provider

  1. Your Rights

Under UK GDPR you have the right to:

  • Access your personal data

  • Request correction or deletion

  • Object to processing

  • Withdraw consent at any time

  • Request data portability

  • Complain to the Information Commissioner’s Office (ICO)

If you wish to exercise any of these rights, please contact us at enquiries@gilmertonhouse.com.

  1. Cookies

Our website uses essential cookies and may use analytics cookies to improve performance. Non essential cookies will only be set with your consent. You can adjust your browser settings to refuse non essential cookies if you prefer.

Website Terms of Use

  1. Acceptable Use

By using our website, you agree not to:

  • Use the site for unlawful or harmful purposes

  • Attempt to gain unauthorised access to the site or its systems

  • Copy, scrape or reproduce website content for commercial use without permission

10. Intellectual Property

All content on this website, including text, images, branding and layout, is the property of Gilmerton House or our licensors. You may not reproduce, distribute or adapt any content without prior written permission.

11. Accuracy of Information

We aim to ensure that the information on our website is accurate. However, details, pricing and availability may change, and we do not guarantee that all content is free from errors.

12. Limitation of Liability

We are not liable for any loss or damage arising from your use of the website except where such limitation is not permitted by law.

13. External Links

Our website may contain links to third party websites. We are not responsible for the content or privacy practices of those sites.

14. Changes to This Notice

We may update this notice from time to time. The latest version will always appear on this page.

If you have any queries regarding our Terms, Privacy Policy or Cookie Policy, you can write to us at Gilmerton House, Athelstaneford, East Lothian, EH39 5LQ or email us at enquiries@gilmertonhouse.com.