19 Kings Road, Sunninghill, Berkshire, SL5 9AD

Tel : 01344 625 220
Fax : 01344 872 528
Email :
Web :

Scroll down for GDPR/Privacy Policy (updated May 2018)



To either Ascot Station (1.67 miles from hotel) or Sunningdale Station (1.53 miles from hotel), then by taxi (Atlas Cars 01344 874 874 or Ascot Cars 01344 297 297) to Highclere Hotel.


From M25
Come off at junction 13. Follow A30 direction Bagshot/ Egham/ Camberley. Keep on the A30 Bagshot/ Camberley. After pedestrian crossing traffic lights in Sunningdale and before the level crossing, turn right into Broomhall Lane. Follow road for approximately 1.5 miles - it becomes Kings Road. Highclere Hotel is on your left directly opposite the Post Office.

From M3
Off at junction 3. Follow A322 Bracknell approximately 1 mile, turn left (3rd left after coming off the motorway) onto A30, direction Staines/ London/ Heathrow Airport. Follow A30 towards London, passing Longacres Nursery on your left. Drive for approximately 1 mile and turn left at the traffic lights ( outside the Windmill Pub). Follow Bagshot Road until split junction. Cross junction into Sunninghill High Street. Turn right into Kings Road at Novello Theatre. We are opposite the Post Office

From M4
Come off at junction 10. Follow A329M to Bracknell, then A329 to Ascot. Go through Ascot (London Road) in the direction of Virginia Water. Pass Ascot Racecourse on your left, drive for approximately 1.5 miles to 3rd mini-roundabout and turn right into Sunninghill Road. Travel approximately 1/2 mile, and turn left between Alexander David Car dealership and Novello Theatre into Kings Road. Highclere Hotel is on your right directly opposite the Post Office.


Updated Privacy Policy (GDPR) (updated May 2018)

Highclere Hotel is committed to respecting your privacy and ensuring the personal information you have entrusted to us is processed in accordance with the General Data Protection Regulation 2016/679 (the GDPR) and other legislation relating to personal data and rights such as the Human Rights Act 1998. This privacy policy explains how the Highclere Hotel uses your personal information.

What is the legal basis for processing your personal information?

In order to comply with The Immigration (Hotel Records) Order 1972, which applies to “…any hotel or other premises, whether furnished or unfurnished, where lodging or sleeping accommodation is provided for reward…”. The 1972 Order above is considered to be obsolete and is being considered for repeal as part of the Government’s Red Tape Challenge. However, while it is still on the books, it remains a legal requirement and the Highclere Hotel is legally obliged comply with it until it is changed; whereupon this information will be updated.

Furthermore, as per common business practice, we require further personal and sensitive information in order to trade securely with our guests (customers).

Most of our data is processed because it is necessary for our legitimate interests (such as card processing companies for payment of your bill), or the legitimate interests of a third party (such as the Police). An example of this would be our safeguarding work to protect children and adults at risk.

How we collect personal information

We collect personal information directly from you when you:

  • Make a booking enquiry, whether by phone, email, via our website or in person
  • Make a booking via our website or one of the many online booking agents i.e., Expedia, etc.
  • Any other booking agent that forwards your information to us as part of the booking process
  • On completion of a “Guest Registration” form on check-in (further detailed below)

We also store non-personally identifiable information when you visit our website, through the use of cookies.

What personal information does the Highclere Hotel process?

The personal information we hold varies greatly depending on what information you have submitted. For example, it may be as little as just your phone number and/or email address. This could include:

Statutory information

  • Full name and Nationality
  • For all guests who are not British, Irish or Commonwealth
    • Passport number and place of issue (or other document which shows their identity and nationality)
    • Details of their next destination (including the address, if known) on or before departure

Additional /Trading information

  • Contact details such as home/postal/business address(es) – depending on who is making the booking and for whom
  • Debit/Credit card details for booking security and payment.
    • These details are usually taken and held by the booking agent with whom you made your booking, and our access to these details is limited.
    • Our processing of these card details is usually via our booking system software that also has limited access to them.
    • Our booking system, and your booking agent’s systems, will attempt to verify the validity of your card prior to check-in. Should a problem be discovered, we will contact you for updated/correct card details, and these will be written down
    • Written down details:
  • § 
  • §  Only the manager and managing director have access to these details
  • § 
  • The General Data Protection Regulation recognises some information as 'sensitive personal data'. The information we process is likely to constitute 'sensitive personal data' because, it may include your personal, contact and payment card details.

How does the Highclere Hotel use your personal information?

We highly value the personal information you share with us. We promise to keep your information up to date, to store or destroy it securely, to protect it from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect it where necessary. We will not collect or retain excessive amounts of data and we will not use it for marketing purposes.

We use your personal information for some or all of the following purposes:

  • To enable us to meet all our legal and statutory obligations.
  • To contact you regarding your booking as may be necessary i.e.
    • To determine your estimated arrival time to ensure someone is on hand to meet you on arrival
    • To correct incorrect/invalid payment card details
    • To update your contact details
    • To return valuable items you may have left behind
  • To seek your views or comments about your stay to assist us with improving our product and service to you and other guests
  • To take booking deposits and payments as required

Sharing your personal information

Your personal information will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. We may need to share your information with some or all of the following: Statutory organisations such as the police, the local authority and the health service.

We do not maintain a database of guests’ data for marketing purposes. Our independent booking agents (online or otherwise) may store/maintain your data in their systems for their business purposes i.e. marketing campaigns etc. but, while we have limited access to these details on their systems, we do not use them for any online, printed or other marketing activities.

How long do we keep your personal information?

In terms of The Immigration (Hotel Records) Order 1972, we are required to “…keep for a period of at least 12 months a record in writing of the date of arrival of every such person and of all information given to him by any such person in pursuance of [this act]”.

We will endeavour to keep your information for only as long as we need it. This means that we may delete it when it is no longer necessary. We will keep some records for an extended period of time if we are legally required to do so. For example, we will financial records and associated paperwork for up to 6 years after the calendar year to which they relate. Thereafter they will be securely destroyed.

Access to your information and correction

You have the following rights with respect to your personal Information:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

  1. The right to access information we hold on you
    • At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within a month.
    • There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
  2. The right to correct and update the information we hold on you
    • If the information we hold on you is out of date, incomplete or incorrect, you can inform us and your information will be updated.
  3. The right to have your information erased
    • If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the information we hold, where permitted.
    • When we receive your request, we will confirm whether the information has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
  4. The right to object to processing of your data
    • You have the right to request that we stop processing your data. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have legitimate ground to continue to process your data. Even after you exercise your right to object, we may continue to hold your information to comply with your other rights or defend legal claims.
  5. The right to data portability
    • You have the right to request that we transfer some of your information to another controller i.e. another hotel if we are assisting you to move your booking away from us. We will comply with your request, where it is feasible to do so, within the shortest time possible.
  6. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought
    • You can withdraw your consent easily by telephone, email, or by post (see Contact details below).
  7. The right to object to the processing of personal data where applicable.
  8. The right to lodge a complaint with the Information Commissioner’s Office (see Contact details below).

Transfer of information abroad

We will not transfer your personal details to anyone/organisation without your express consent and not without first requesting that you contact such organisation/persons yourself to for this purpose.

A record of all such information transfer and any correspondence thereto will be held in our booking system and my be printed on our copy of your bill/receipt, and kept for a minimum of 12 months.

Further processing

If we wish to use your personal information for a new purpose, not covered by this policy, then we will provide you with a new privacy notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and the latest version is always available from our web site (in the footer area of each page) or from contacting us at the email or address below.

Contact details

Please contact us if you have any questions about our privacy policy or information we hold about you:

Highclere Hotel, 19 Kings Road, Sunninghill, Ascot, SL5 9AD
Tel: 01344 625220

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113

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