Covid-19 Information

Collection of Personal Data - Privacy Notice 


For the health and safety of the customers and staff in these premises, we are recording the name and contact details of everyone who enters to support NHS Scotland’s Test and Protect. This information will be used to enable NHS Scotland to contact you should you have been in the premises around the same time as someone who has tested positive for coronavirus. Contacting people who might have been exposed to the virus is an important step in stopping the spread. 

Reasons for data collection 

As stated above, the purpose for which we are processing your personal data is to assist with NHS Scotland’s Test and Protect strategy in relation to the coronavirus public health epidemic. This will involve the gathering and, when necessary, the sharing of information with NHS Scotland as the responsible body for Test and Protect. Your data will not be used for any other purpose. 

In order to assist in the containment of the virus, we will only share your data when it is requested directly by NHS Scotland. This will only be in the unlikely event there is a cluster of coronavirus cases linked to the venue. Information will be transferred securely to NHS National Services Scotland who will use the data to contact trace those who were in the establishment at the same time as the positive case, and will provide guidance and support to those who may be advised to self-isolate. 

Read further information on the NHS Scotland Test and Protect strategy on the NHS website at: 

Type of data collected 

Along with the date and time of your arrival and departure, we will collect the following personal data if applicable: 

  • your name; and
  • contact telephone number

If you do not have a telephone number, you have the option to provide: 

  • a postal address; or 
  • an email address 

Customer health information will not be requested or stored. 

Lawful basis for collecting this data 

Under data protection law, GDPR Article 6(1), we have a number of lawful bases that allow us to collect and process personal information. In this case, the lawful basis for processing your data is 'legitimate interests'

Broadly speaking 'legitimate interests' means that we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests. 

Our legitimate reason for processing your data is to assist with NHS Scotland’s Test and Protect strategy in relation to the coronavirus public health epidemic. 

Before sharing any information we will carefully consider and balance any potential impact on you and your rights. 

Data retention period 

Your personal data will be retained only for the purposes stated in this privacy notice and will be held by us for no more than 3 weeks (21 days). 

All personal data will be held and disposed of in a safe and secure manner. 

Your rights 

As defined in the data protection law, GDPR Article(s) 12-23, you have the following rights: 

 the right to be informed about the collection and use of your personal data. This is outlined above. 

 the right to erasure. If at any point within the 21 days after your visit you decide you’d like us to delete the personal data you provided, please advise us and we will delete all information related to you. 

 the right to object to us processing your personal data. If you do so, we will delete all the personal data we hold in relation to you 

 the right to rectification. If the information held is in any way incorrect, you can contact the data controller and request that the information be rectified. 

In certain circumstances exemptions to these rights may apply. Further information is available on the Information Commissioner’s Office website at: 

Complaint procedure 

If you consider that your personal data has been misused or mishandled by us, you can raise this with the data controller. In this instance, the data controller is the manager of this venue. 

If you remain dissatisfied you can make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at: 

Post: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF 

Telephone: 0303 123 1113 Email: 

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts. 

What you need to do if you fall ill with COVID-19 symptoms while travelling


If you develop COVID-19 symptoms during your visit, do not ignore or try to hide your symptoms. It is important you act quickly to help yourself and protect those around you. It is your responsibility to stay safe and keep others safe.

COVID-19 symptoms are:

  • A new, continuous cough
  • High temperature
  • A loss or change to your sense of smell or taste

If you feel unwell and experience any COVID-19 symptoms you must:

  • Stay indoors and self-isolate
  • Arrange a test using your holiday address

Do not ignore your symptoms: self-isolating and getting tested quickly is the best way that you can stay safe and protect others.

You MUST notify your accommodation provider.

If you need medical advice while you wait for your test results, please contact your regular (home) GP or call 111.

If you are staying or travelling with others, they must also self-isolate and take appropriate action based on your test result.

What should I do if my test is positive?

  • If you are confirmed to have coronavirus (COVID-19), you should return home if you reasonably can.
  • You should use private transport but only if you can do so safely.
  • If you cannot reasonably return home (for example, because you are not well enough to travel or do not have the means to arrange transport), your circumstances should be discussed with an appropriate health care professional and, if necessary, the local authority.
  • You must also tell your accommodation provider that you have tested positive.
  • If you are unwell and cannot return home, you will be expected to pay all costs to your accommodation provider.

Full guidance can be found on GOV.UK

What to do if you cannot return home from your holiday accommodation

The accommodation provider and guest should discuss next steps as soon as possible.

If the guest is unable to return home, the accommodation provider and guest should discuss meal and laundry provision, and accommodation providers should consider whether symptomatic guests should clean their own rooms and strip their own beds.

Unless otherwise provided for in the contractual terms of the booking, the guest will be expected to pay the costs of an extended stay in all but exceptional circumstances.

Exceptional circumstances may include but are not limited to where the accommodation provider has failed to follow government guidance to create a covid-secure environment.

There will be some types of accommodation where self-isolation would not be possible, for example if there are shared washing facilities or if the risk to the host, owner or staff cannot be mitigated. In these cases, guests should make arrangements to travel home as safely as possible, whilst minimising risk to others.

Accommodation providers should consider how best to inform guests about their policy for Covid-symptomatic guests, for example during the booking or check-in process.
Guests should follow government guidance on dealing with possible or confirmed coronavirus (COVID-19) infection. 

Once the guest (and if appropriate their family) has finished the required self-isolation period and is no longer symptomatic, they should return to their main residence and continue to follow the government guidance on self-isolation, household isolation and social distancing.

My test was negative, can I stay?

Stay and enjoy your visit as planned but if you need medical assistance please call your own regular GP or 111.

Who to contact if you’re unwell?

  • If you are ill and need medical advice, call 111 or your own GP
  • In the event of a medical emergency, call 999

How do I book a test?

  • Online:
  • Call: 119

Please use the address of your holiday destination.

Cleaning Advice

Objective: To keep the workplace clean and prevent transmission by touching contaminated surfaces.

Steps that will usually be needed:

  1. More enhanced cleaning of work areas, indoor and outdoor accommodation, toilet facilities and equipment between uses, using your usual cleaning products.
  2. More enhanced cleaning of objects and surfaces that are touched regularly (including door handles, lift buttons or switches) and making sure there are adequate disposal arrangements for cleaning products.
  3. Maintaining good ventilation in the work environment. For example, opening windows and doors frequently, where possible.
  4. Wedging doors open, where appropriate, to reduce touchpoints. This does not apply to fire doors.
  5. Accommodation providers should consider how they would manage a situation with an unwell guest, including whether symptomatic guests in self-isolation would be responsible for cleaning their own rooms and stripping/making their own beds.

Policy for COVID-symptomatic guests will be on the website and we will send to the guests before they arrive, for example during the booking or check-in process.

  1. Where an accommodation provider has a COVID-symptomatic guest, they should agree next steps with the guest at the earliest opportunity, ensuring no onward risk of infection to other guests or workers.
  2. Remove items that are likely to be regularly touched by lots of different people, for example shared newspapers, games, soft furnishings.

Objective: To provide high level considerations to maintain the cleanliness of rooms.

Specific housekeeping guidance:

  1. When cleaning a room, focus on cleaning of all hand contact surfaces in rooms. This could include, but is not limited to, light switches; bedside tables; remote controls; taps; flush handles and toilet seats; door handles – inside and out; hair dryer handles; wardrobe doors; kettle handle and lid; heater and/or air storage heater controls.
  2. Items removed from the room that are not likely to be needed by guests.
  3. Glasses and crockery should be removed and washed between guests.
  4. Towels and linens should be washed in accordance with washing instructions. The frequency of the cycle of cleaning and in-room services should be reviewed to take into account different lengths of stay. We will not change towels or bedding during the stay however guests can wash their own as required.
  5. Ensure that you have good ventilation when you are cleaning the property.
  6. When cleaning toilets use normal cleaning products, paying attention to frequently hand touched surfaces, and consider use of disposable cloths or paper roll to clean all hard surfaces.

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(+44) 7792 384625

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