Privacy Policy
ABOUT US
“We”, “us”, or “our” means The Ayrshire Collection, operated by Ayrshire Hotel Group Limited, with its principal place of business located at 143 Metcalfe Street, Elora, Ontario, Canada N0B 1S0.
The Ayrshire Collection currently includes The Ayrshire Hotel and The Ayrshire House, and may expand to include additional properties or hospitality experiences in the future.
1. YOUR RIGHTS UNDER CANADIAN PRVACY LAW
The Ayrshire Collection collects, uses, and discloses personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.
Subject to limited legal exceptions, individuals have the right to:
request access to their personal information held by us;
request corrections to inaccurate or incomplete information;
withdraw consent to the use or disclosure of personal information (subject to legal or contractual restrictions);
inquire about our privacy practices; and
file a complaint regarding our handling of personal information.
Requests to access or correct personal information must be made in writing and may require verification of identity. We will respond within a reasonable timeframe and in accordance with applicable law.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
2. ABOUT THIS PRIVACY POLICY
Your privacy matters to us. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you engage with us through our website(s), booking systems, digital forms, text messaging services, social media, marketing platforms (including Mailchimp), and when you visit our properties where video surveillance may be in use (collectively, the “Services”).
By providing your personal information, using our Services, or entering areas of our properties where video surveillance is clearly identified, you consent to the practices described in this Privacy Policy.
If you have any questions or concerns, please contact us using the contact information provided below.
3. WHAT PERSONAL INFORMATION WE COLLECT & HOW WE COLLECT IT
We collect personal information that you provide directly to us, including when you:
Subscribe to receive marketing messages (email or SMS)
Participate in promotions or request information about our hotels and experiences
Book accommodations or experiences through our website or booking partners
Communicate with us via email, phone, text message, or in person
Visit our properties where video surveillance is in operation
The types of personal information we may collect include:
Contact details (name, email address, phone number, mailing address)
Communication preferences (email and SMS opt-ins)
Booking and transaction details (dates of stay, preferences, payment method via secure third-party processor)
Feedback, reviews, and survey responses
Interaction data from marketing campaigns (such as email opens, link clicks, or SMS responses)
Video images captured through closed-circuit television (CCTV) systems in common areas of our properties. Our surveillance systems do not record audio. Video surveillance is not used in guest rooms, washrooms, change rooms, or other areas where individuals have a high expectation of privacy.
4. CONSENT & LAWFUL USE OF PERSONAL INFORMATION
We collect, use, and disclose personal information with your knowledge and consent, except where otherwise permitted or required by law.
Consent may be obtained expressly (for example, when you make a reservation, subscribe to communications, or complete a form).
Consent may also be implied where the purpose for collecting the personal information would be considered obvious and reasonable in the circumstances. For example, where video surveillance is in use, consent is implied by an individual’s entry onto the premises in areas where visible signage clearly indicates that video monitoring is taking place. In such circumstances, the collection of personal information is limited to what a reasonable person would consider appropriate for safety and security purposes.
You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may limit our ability to provide certain services or access to our premises where the collection of information is necessary for security or operational purposes.
5. HOW WE USE YOUR PERSONAL INFORMATION
We use personal information for purposes that a reasonable person would consider appropriate in the circumstances, including to:
Send email and SMS marketing messages (where consent has been obtained)
Provide, personalize, and improve our hospitality and guest experiences
Communicate with you regarding bookings, inquiries, or service matters
Administer contests, surveys, and promotions
Maintain accurate guest and marketing records
Detect, investigate, and prevent fraud, theft, safety incidents, or unauthorized activities
Enhance the safety and security of guests, staff, and property through limited video surveillance in common areas
Comply with legal, regulatory, and insurance obligations
6. OUR LEGAL BASIS FOR PROCESSING
We collect and use personal information where:
You have provided consent (express or implied, as permitted by law)
It is necessary to perform a contract (such as fulfilling a reservation)
It serves legitimate business interests (such as property security, improving our services, and guest safety)
We are required or authorized to do so by law
You may withdraw consent for marketing communications at any time, subject to legal or contractual restrictions.
7. HOW WE SHARE YOUR PERSONAL INFORMATION
We do not sell your personal information.
We may share personal information with trusted third-party service providers who assist us in operating our business and providing services to you, including:
Reservation and property-management systems
Payment processing providers
Email and SMS communication platforms
Website analytics and hosting providers
Service providers that support our operations
Professional advisors (legal, accounting, insurance) for legitimate business purposes
Law enforcement, insurers, or regulators where required or permitted by law, including in relation to security or safety incidents captured on video surveillance
These service providers are given access only to the personal information necessary to perform their services and are contractually required to protect your information and use it only for authorized purposes. All third-party service providers are contractually required to safeguard personal information and use it only for authorized purposes.
8. RETENTION, SAFEGUARDS & SECURITY OF PERSONAL INFORMATION
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, including legal, operational, and security purposes.
Marketing and guest records are retained in accordance with business and legal requirements.
Video surveillance recordings are retained for a limited period and are securely deleted unless required for an active investigation, insurance matter, or legal proceeding.
When personal information is no longer required, it is securely destroyed or anonymized.
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information to protect it against loss, theft, unauthorized access, disclosure, copying, use, or modification.
These safeguards may include restricted access to personal information, secure systems and software, and staff training regarding privacy obligations.
In the event of a breach of security safeguards involving personal information that poses a real risk of significant harm, we will take reasonable steps to reduce the risk and notify affected individuals and regulatory authorities as required by applicable law.
9. INTERNATIONAL TRANSFERS
Some of our third-party service providers (including Mailchimp) may process your data outside of Canada, including in the United States. We ensure that any such transfers are protected by appropriate safeguards in accordance with Canadian privacy laws (PIPEDA).
10. YOUR DATA PROTECTION RIGHTS
Subject to applicable law, you have the right to:
Request access to your personal information
Request corrections to inaccurate or incomplete information
Withdraw consent for marketing communications
Request information about how your personal data is used and disclosed
Requests relating to video surveillance footage will be handled in accordance with applicable privacy laws and may be subject to limitations to protect the privacy and safety of others.
To exercise your rights, please contact our Privacy Officer:
Privacy Officer
The Ayrshire Collection
Email: [insert privacy-specific email or reuse stay@theayrshirehotel.com]
Mailing Address: 143 Metcalfe Street, Elora, Ontario, N0B 1S0
Requests for access or correction must be submitted in writing to our Privacy Officer using the contact information above. We may request sufficient information to verify identity before processing a request.
We will respond to access and correction requests in accordance with applicable Canadian privacy legislation and within a reasonable timeframe, generally within 30 days, and will notify the individual if additional time is required. No fee will be charged for access requests unless permitted by law, in which case the individual will be advised in advance.
11. VIDEO SURVEILLANCE (CCTV)
We use closed-circuit television (CCTV) systems in limited common areas of our properties for the primary purposes of:
Protecting the safety and security of guests, staff, and visitors
Preventing and investigating theft, vandalism, or other security incidents
Protecting our property and assets
Key principles governing our use of video surveillance:
Cameras are clearly identified through visible signage
Our surveillance systems record video images only and do not record audio.
Surveillance is limited to areas where individuals would reasonably expect monitoring (such as entrances, exits, and common spaces)
Cameras are not installed in guest rooms, washrooms, or private areas
Access to recordings is restricted to authorized personnel only
Video surveillance recordings are retained for up to thirty (30) days, after which they are securely deleted or overwritten, unless the footage is required for an investigation, legal matter, or other legitimate security purpose, in which case it will be retained only for as long as necessary to fulfill that purpose.
Video surveillance is conducted in accordance with PIPEDA, applicable Ontario privacy principles, and guidance issued by Canadian privacy regulators.
12. SMS & EMAIL MARKETING TERMS AND CONDITIONS
By subscribing to marketing communications from The Ayrshire Collection, you agree to the following terms:
Program Description
The Ayrshire Collection may send you marketing messages by email and/or SMS text regarding news, promotions, exclusive offers, seasonal packages, contests, and guest experiences related to our Elora properties (The Ayrshire Hotel and The Ayrshire House).Consent
By opting in, you consent to receive automated or non-automated promotional messages from us. Consent to receive marketing messages is not a condition of purchase.Message Frequency
We strive to send no more than 2–4 promotional emails per month and up to 4 SMS messages per month, though frequency may vary based on special events, seasonal offers, or your interaction preferences.Opt-Out Instructions
To stop receiving SMS messages, reply STOP at any time.
To stop receiving email messages, click Unsubscribe in any marketing email.
You may also update your preferences or withdraw consent by emailing stay@theayrshirehotel.com.
Charges and Carrier Disclosure
Standard message and data rates may apply for SMS messages. Message frequency varies. Carriers are not liable for delayed or undelivered messages.Privacy and Data Use
Information collected through the SMS and email marketing program is governed by our Privacy Policy. Your personal data will only be used to manage subscriptions, deliver marketing communications, and analyze engagement trends.Eligibility
You must be at least 18 years old or have parental consent to subscribe. The program is available to residents of Canada.Changes to Terms
The Ayrshire Collection may modify these terms from time to time. Any updates will be posted on our website, and continued participation in the program constitutes acceptance of the revised terms.
13. YOUR MARKETING CHOICES (EMAIL AND SMS)
By subscribing, you agree to receive marketing emails and/or SMS text messages from The Ayrshire Collection. These may include news, exclusive offers, seasonal packages, and information about upcoming experiences at our properties.
Email: You can unsubscribe at any time by clicking the “Unsubscribe” link included in our emails or by contacting us at stay@theayrshirehotel.com.
SMS: You can opt out at any time by replying STOP to any marketing text message you receive. Standard message and data rates may apply.
If you opt out of marketing messages, we may still send you non-promotional communications such as booking confirmations, service notices, or policy updates.
We will not share your information with any third party for their own marketing purposes without your express consent.
Canadian Anti-Spam Legislation (CASL) Compliance
We comply with the requirements of Canada’s Anti-Spam Legislation (CASL). We will only send commercial electronic messages (including email and SMS) to individuals who have provided express consent to receive them, or where implied consent exists under CASL —for example, when you have made a booking, inquiry, or other transaction with us within the past two years.
You may withdraw your consent or change your communication preferences at any time by following the unsubscribe or opt-out instructions included in our messages, or by contacting us at stay@theayrshirehotel.com. Once you withdraw consent, we will update our records promptly to ensure you no longer receive marketing communications.
14. COOKIES AND WEBSITE ANALYTICS
Our website uses cookies and similar technologies to improve functionality, enhance user experience, and analyze website traffic.
Cookies are small text files placed on your device that help us understand how visitors interact with our website. We may use:
Essential cookies required for website functionality
Analytics cookies (such as Google Analytics) to understand website usage and performance
Preference cookies to remember your selections and settings
Cookies may collect information such as:
IP address;
browser type;
pages visited;
referring URLs; and
time spent on our website.
This information is generally aggregated and does not directly identify individuals. Where cookies or tracking technologies collect personal information, we rely on consent where required by law.
You can control or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.
15. SAFEGUARDS AND DATA SECURITY
We use physical, organizational, and technological safeguards appropriate to the sensitivity of the information to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.
These safeguards include, where appropriate:
secure servers and encryption;
restricted access to personal information;
staff training on privacy and confidentiality obligations; and
secure disposal methods.
Access to personal information is restricted to employees, contractors, and service providers who require it for legitimate business purposes and who are subject to confidentiality obligations.
In the event of a breach of security safeguards involving personal information that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by law.
Notifications will be provided as soon as reasonably possible and will include information about:
the nature of the breach;
the information involved;
steps taken to mitigate harm; and
steps individuals may take to protect themselves.
We maintain internal records of all breaches of security safeguards in accordance with applicable legal requirements.
16. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most current version will be posted on our website and significant changes will be communicated directly to you as appropriate.
17. CONTACT US
The Ayrshire Collection is responsible for all personal information under its control and is committed to complying with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA).
We have designated a Privacy Officer who is accountable for our organization’s compliance with this Privacy Policy and applicable privacy laws.
Questions, concerns, or requests regarding this Privacy Policy or our handling of personal information may be directed to:
Privacy Officer
The Ayrshire Collection
Email: stay@theayrshirehotel.com
Mailing Address: 143 Metcalfe Street, Elora, Ontario, N0B 1S0
Effective Date: May 1 2025 [last updated December 10, 2025]