Prospect Hill Plantation, LLC respects the privacy of each our guests, and we are committed to protecting it. This policy describes what data we collect from you, how we use that data, and how you can have meaningful control over both.

Prospect Hill Plantation, LLC (dba Prospect Hill Plantation Inn) is a Virginia (USA)-based corporation which complies with applicable laws to protect your personal information. We take the protection of your stored data very seriously and follow, to the best of our knowledge, the regulations set forth by the EU Data General Data Protection Regulation (GDPR).

VISITING OUR WEBSITE

By visiting our website, you consent to the collection and use of your personal data as described herein. If you do not agree with the terms set herein, please do not visit this website. If required by applicable law, we will seek your explicit consent to process personal data collected or volunteered by you. We only use personal data for the purposes mentioned below, and we assume consent due to a clear affirmative action (i.e. guest’s voluntary input of their own data; guest’s confirmation of a reservation by actively clicking a button, guest’s verbal provision of information while making a phone reservation, etc.). Your consent to the collection of personal data is entirely voluntary and may be withdrawn at any time.

WEBSITE ACCESSIBILITY

We are committed to making our website accessible and inclusive for all people, including those with impairments which interfere with navigating, seeing, and understanding its content. To the best of our ability, we are also making every effort to meet evolving accessibility standards, including relevant portions of the World Wide Web Consortium’s (W3C’s) Web Content Accessibility Guidelines 2.1 Level AA (“WCAG 2.1 AA”), relevant portions of EN 301 549, or other standards that may apply as per the Americans with Disabilities Act. These efforts are continual and ongoing, including periodically testing this website with assistive technology. Among the ongoing improvements we are making/have made are the use of language tagging, increased use of label tags, the addition of image text alternatives, easier keyboard access, re-sizing text, and easier-to-find video and audio controls. Additionally, we utilize a web-accessibility partner to assist us in regularly updating our website and its content, as well as integrating new apps/releases to make it easier to use our website. Some individual pages of our website may not yet fully conform to existing accessibility standards if accessibility support for them does not exist (for example, where a third party has contributed content that is non-conforming). For such pages, if any, every effort is being made to make them conforming to existing guidelines. If you experience any difficulty accessing information on our web site, please contact us with your concerns or suggestions, or for assistance (which may include providing the information to you in an alternative format). 

Email: stay@prospecthill.com

Phone: 540-967-0844

SOCIAL MEDIA

When you interact with us on social media platforms (i.e. Facebook, Instagram, etc.) we may obtain information about you. The information we receive will depend on the privacy preferences you have voluntarily set on those types of platforms.

INFORMATION COLLECTED

Personal information (“personal data”) is any information about you as an identifiable individual. The personal information that we collect includes your name, mailing address, telephone number, email address, credit card information, dietary restrictions, etc. We collect this information only when you provide it to us (through forms on our websites, mobile applications, over the phone, through physical mail or e-mail, in-person), or when provided to us by a third party (such as a travel agency) on your behalf.

Our website does not collect any personal data as you browse this site, unless you voluntarily and intentionally provide it to us (i.e. by booking a room online or requesting further information). Some technical, non-personal information (your browser type, operating system, page views and clicks, IP address, unique device ID, etc.) is automatically collected by our servers as you use our websites or mobile applications (“usage data”). We may use the usage data for any reason we deem appropriate, including improving, maintaining, and operating our website and services.

USE OF INFORMATION

We never use your personal date for profiling purposes. As a “data controller”, we use your personal data only to fulfill the purpose(s) for which it was provided (such as to provide you with superior service, analyze your accommodation preferences, inform you of special offerings, and to provide safe, legal accommodations, meals, events, and experiences), or as otherwise set forth in this policy. For example, we may use your personal data as necessary to:

  • process your reservation request and payment;
  • process transactions for purchases you may make on our website;
  • contact you about your reservation;
  • make requested changes to your reservation;
  • honor any special preferences or requests you may make;
  • provide you with a personalized experience within our website, emails or newsletters;
  • respond to your billing inquiries and other communications;
  • to contact you in relation to matters that arise from your stay with us;
  • register you to receive newsletters or other information for which you’ve expressed an interest; 
  • comply with legal requirements.

SECURITY AND STORAGE OF PERSONAL DATA

Prospect Hill Plantation, LLC uses a variety of physical, technical and organizational safeguards to help protect your personal data against accidental, unauthorized or unlawful destruction, loss, alteration, disclosure, access, use or processing. We use commercially reasonable technical measures to protect personal data in our possession. Our Site is hosted in a secure environment in which the servers/systems are configured with data encryption (scrambling) technologies, and industry-standard firewalls. Additionally, our website uses secure socket layer (SSL) encryption technology and PCI DSS certified payment processors to help protect the privacy of credit card, name, address, email and other sensitive information you provide to us.

While we endeavor to protect the privacy of your personal date, we are unable to guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of user information. In addition, be aware of the inherent risk of any e-mail communication, especially when sending forms to us by e-mail (i.e. the “Contact Us” section of our website). We recommend that you do not include any confidential information (such as credit card numbers) when using e-mail. For your protection, our e-mail responses to you will not include any confidential information. Guests and visitors will be promptly notified in the unlikely event of any known incident related to a breach, theft, unauthorized access to, or unauthorized use of personal data.

SHARING OF INFORMATION

We will not sell your personal data to any third-party organization. We may disclose some of your personal data to a third party, as reasonably necessary, to conduct the permitted uses described above. For example, we may share personal data with our payment processors or other service providers (who are required to maintain the confidentiality of your personal data and are prohibited from using it in any other manner) to provide their services on our behalf; our successors (in the event of a sale or acquisition of our business); legal and governmental authorities (to the extent required to comply with a legal order or applicable law). As a normal and standard practice of our industry, we regularly communicate the personal data we store back to our guest, both through a “booking confirmation” email and in an “arrival information” email. The only exception to this practice is credit card information, which we only send upon specific request and then only in encrypted form.

YOUR RIGHTS TO YOUR INFORMATION

You may access, correct or request erasure of your personal data that we possess (we may decline, under certain circumstances, as permitted by law). Please submit your request to us, in writing, via one of the methods described at the end of this privacy policy. To protect your information, you may be asked to produce some form of photo identification at the time of your request, and you will be required to sign a request form. In cases where we are not the data controller (such as when the personal data was collected from a travel agent), we may need to refer you to the applicable data controller instead.

You may withdraw your consent to our processing of your personal information (if Prospect Hill is processing your personal information based on your consent) at any time. You may opt out of our processing your personal information for promotional or marketing emails (though original subscription requests to receive email updates will be preserved indefinitely), by contacting us directly or by following the “unsubscribe” links in such emails. We may, however, continue to contact you with relevant information about your past or upcoming reservations with us.

RETENTION OF INFORMATION

We may retain your personal data so long as we can reasonably foresee the data may be required in connection with our relationship with you (for example, to address inquiries regarding past or future reservations), or as required by law.

CHILDREN’S POLICY

Our website is not intended for children and we do not knowingly collect personal data from children under the age of 16. If we discover that a child has submitted personal data to us, we will take reasonable steps to delete the information. 

COOKIES

Prospect Hill, along with our third-party marketing partners, may utilize “cookies” to help us provide our website visitors with a more user-friendly experience. For example, cookies allow us to personalize content presented to you, preserve information (such as dates, room selection, and add-on gifts) as you proceed through the reservation process, and track responses to our ads. Your browser may give you the ability to temporarily (or permanently) opt-out of the use of cookies, or to warn you each time a cookie is sent.

If you do not accept cookies, some features of our website or mobile app may be adversely affected and you may be unable to perform certain transactions or use certain features. The choice to accept or deny a cookie is different from your choice to accept or deny email messages. Some browsers have a “Do Not Track” feature that lets you tell websites that you do not want to have your online activities tracked. These browser features are still not uniform, so we are not currently set up to respond to those signals.

EMAIL MARKETING

We operate an email mailing-list program to inform consented subscribers about news, specials, and upcoming events. Users subscribe through an online, automated process in which they give their explicit permission. The subscriber’s personal details are collected, processed, managed and stored in accordance with the regulations detailed above.

Email marketing messages may contain tracking beacons, tracked clickable links, or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to your engagement, geographic, and demographics. Through our emails you may unsubscribe or opt-out at any time.

SUBSCRIPTIONS TO NEWSLETTERS

We periodically send electronic newsletters to inform our guests about special offers, news and upcoming events. You will only receive our newsletter by (1) having a valid e-mail address and (2) consenting to the subscription. Any personal data collected as part of registering for the newsletter is used only to send the newsletter, and will not be transferred by the newsletter service to third parties. Your subscription to our newsletter may be terminated by you at any time. To unsubscribe to our newsletter, a corresponding link is found in each newsletter. It is also possible to unsubscribe from the newsletter at any time by contacting us by email or in writing.

LINKS TO THIRD PARTY WEB SITES

It is our goal to include only quality, safe and relevant external links on our website, but we have no control over these third-party websites (or their applicable policies). Consequently, we cannot guarantee the contents of any externally-linked website, ensure or warrant the security of any information you disclose on a third-party site, nor be held liable for any damages or implications caused by visiting any external links mentioned. You are advised to adopt a “policy of caution” before clicking any external web links mentioned throughout our website. 

CHANGES TO THIS POLICY

We may update this policy at any time by posting a revised version on our website. Please review this policy periodically to remain updated on our privacy practices, as your continued use of our website after we make changes to this policy is deemed acceptance of those changes. Feel free to contact us regarding our privacy policy via one of the links shown below.

CONTACTING US

If you have questions concerning our privacy practices, please contact us at:

Mail: 2887 Poindexter Road, Louisa VA 23093

Email: stay@prospecthill.com

Phone: (540) 967-0844

Stay Small, Stay Safe

The health and safety of our guests and staff are our top priority, and we have made some important changes to prepare for your future visit to Virginia Wine Country. Find out how you can stay small, stay safe and we hope to welcome you soon!

Learn More