Privacy Policy
1. Who We Are
Woods at Cantonment is a heritage homestay and mountain resort located at Maney Bajar, Takdah Cantt, Darjeeling – 734222, West Bengal, India. Established in 1910, the property operates as a private hospitality business and is the data controller in respect of any personal information you provide to us.
For any privacy-related matters, guests may contact the Management directly during operating hours (08:00–21:00 daily) via the contact details provided on our website.
2. Information We Collect
We collect personal information in the following circumstances:
2.1 Information you provide directly
- Full name, contact number, and email address at the time of enquiry or booking
- Number of guests and any special requirements (dietary, accessibility, etc.)
- Dates of stay and room preferences
- Payment information (card details, bank transfer references, or cheque details) for processing transactions
- Government-issued identity document details (Aadhaar, Passport, Voter ID, Driving Licence) collected at check-in as required by law
- Any other information you voluntarily share with us via enquiry forms, WhatsApp, or direct communication
2.2 Information collected automatically
- Website usage data, including pages visited, time spent, and referral source, collected via Google Analytics 4
- Device and browser information when you access our website
- IP address and approximate geographic location for analytics purposes
2.3 Information from third parties
- Booking details received from authorised third-party booking platforms (such as OTAs or travel agencies) where you have made a reservation through them
- Review or feedback data from platforms such as Google, TripAdvisor, or similar, where publicly submitted
3. How We Use Your Information
We use the personal information we collect for the following purposes:
| Purpose | Details |
|---|---|
| Reservation management | Processing your booking, sending confirmation, and managing your stay |
| Guest services | Arranging meals, activities, treks, and other requests during your visit |
| Communication | Responding to enquiries via WhatsApp, email, or phone |
| Payment processing | Processing and recording payment for services provided |
| Legal compliance | Maintaining guest registers as required under Indian hospitality and tourism laws |
| Safety & security | Ensuring the safety of guests and the property during the stay |
| Marketing (with consent) | Sending occasional offers, updates, or seasonal promotions; opt-out available at any time |
| Analytics | Understanding how guests find and use our website to improve our services |
We will not use your personal information for purposes incompatible with those described above without your explicit consent.
4. Legal Basis for Processing
We process your personal data on the following legal grounds:
- Contract performance — to fulfil the reservation and services you have booked
- Legal obligation — to comply with Indian laws governing guest registration, taxation, and reporting to local authorities
- Legitimate interests — to manage the safety and security of the property, and to improve our services
- Consent — for optional communications such as marketing messages, where we will seek your agreement
5. Sharing of Your Information
We do not sell your personal information to third parties. We may share your data only in the following circumstances:
5.1 Statutory and legal disclosure
As required by Indian law, guest identity and registration details may be shared with local police authorities, the District Administration, or other regulatory bodies upon official request. This is a standard and mandatory obligation for all registered hospitality establishments.
5.2 Service providers
We may share limited information with trusted third-party service providers who assist us in operating the property, including payment processing partners and IT or analytics service providers (such as Google Analytics). These parties are bound by confidentiality obligations and may not use your data for any other purpose.
5.3 Third-party booking platforms
Where your reservation originates through an authorised third-party booking platform, that platform’s own privacy policy will also apply to the information you provided to them. We encourage you to review the privacy policy of any platform you use to make your reservation.
5.4 Emergency situations
In the event of a medical emergency or safety incident involving a guest, we may share relevant information with emergency services, healthcare providers, or family members as reasonably necessary to protect life and safety.
6. Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes described in this policy, or as required by law. In general:
- Guest registration records are retained for a minimum period as mandated by applicable Indian hospitality regulations
- Booking and payment records are retained for the period required under Indian tax and accounting laws (typically 7 years)
- Marketing contact preferences are retained until you withdraw consent or request removal
- Website analytics data is retained per Google Analytics default retention settings
Once your data is no longer required, it is securely deleted or anonymised.
7. Cookies and Digital Tracking
Our website uses cookies and similar technologies to improve your browsing experience and analyse website traffic. We use:
- Strictly necessary cookies — required for the website to function correctly, including form submissions and session management
- Analytics cookies — provided by Google Analytics 4, to understand how visitors interact with the site (pages visited, session duration, device type). This data is aggregated and does not identify you personally
- Functional cookies — to remember your preferences and enhance usability
You may control or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of the website. By continuing to browse our website, you consent to our use of cookies as described above.
We also use Google Search Console to monitor website performance in search results. This tool does not collect personally identifiable visitor data.
8. Photography and Media
Woods at Cantonment is a photogenic heritage property, and guests are welcome to photograph the estate, gardens, and surroundings for personal use.
- Guests who appear in photographs taken by the Property or its authorised photographers may have those images used on the website, social media, or marketing materials. We will request consent where reasonably possible and will not identify individuals by name without explicit permission.
- Photography or videography of staff, other guests, or heritage interiors for commercial use requires prior written consent from the Management.
- If you would prefer not to appear in any Property photographs, please notify the Management upon arrival.
- Drone photography on or over the estate is not permitted without prior written approval from the Management, in compliance with applicable DGCA regulations.
9. Security of Your Data
We take the security of your personal information seriously. We implement appropriate technical and organisational measures to protect your data from unauthorised access, disclosure, alteration, or destruction. These include:
- SSL encryption on our website for any data submitted via forms
- Restricted access to guest records by authorised personnel only
- Secure storage of physical guest registers
- Use of trusted, reputable third-party payment and analytics platforms
Whilst we take reasonable precautions, no method of data transmission or storage is entirely secure. In the unlikely event of a data breach that poses a risk to your rights, we will notify affected individuals and relevant authorities as required by law.
10. Your Rights
Subject to applicable Indian law (including the Digital Personal Data Protection Act, 2023), you have the following rights in relation to your personal data:
| Right | What it means |
|---|---|
| Right of access | Request a copy of the personal data we hold about you |
| Right to correction | Ask us to correct inaccurate or incomplete data |
| Right to erasure | Request deletion of your data, subject to legal retention obligations |
| Right to withdraw consent | Withdraw consent for marketing communications at any time |
| Right to object | Object to processing based on legitimate interests |
| Right to grievance | Lodge a complaint with us or the relevant Data Protection Board of India |
To exercise any of these rights, please contact the Management directly during operating hours (08:00–21:00). We will respond to all reasonable requests within 30 days. Please note that some rights may be limited where we have a legal obligation to retain data.
11. Children’s Privacy
Woods at Cantonment welcomes families and children as guests. We do not knowingly collect personal data from children under the age of 18 independently. Information about child guests (such as age and dietary needs) is collected from and through the responsible adult making the booking. Parents and guardians are responsible for all data submitted on behalf of minors in their care.
12. Third-Party Links
Our website may contain links to third-party platforms including booking portals, Google Maps, and social media pages. This Privacy Policy applies only to our own website and services. We are not responsible for the privacy practices of any third-party websites, and we encourage you to read their respective privacy policies before providing any personal information.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The most current version will always be available on our website. The effective date at the top of this page will be updated whenever material changes are made. Continued use of our services following any such update constitutes acceptance of the revised policy.
14. Contact Us
For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact the Management:
| Property | Woods at Cantonment |
| Address | Maney Bajar, Takdah Cantt, Darjeeling – 734222, West Bengal, India |
| Operating Hours | 08:00 – 21:00, all days |
| Communication | WhatsApp & direct enquiry (details on website) |
| Website | www.woodsatcantonment.com |