PRIVACY POLICY

HAYBOW FARM ACCOMMODATION

Last updated: 23 January 2026

Haybow Farm Accommodation (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data fairly and transparently. This Privacy Policy explains what personal data we collect, how we use it, the lawful bases we rely on, how long we keep it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1) WHO WE ARE AND HOW TO CONTACT US

Controller: Haybow Farm Accommodation, Haybow Farm, Hewish, Weston‑super‑Mare, North Somerset, BS24 6RD, United Kingdom.

Telephone: 01934 529281 (and/or 01934 529283)

Website: https://haybowfarmaccommodation.com

Email: enquiries@haybowfarmaccommodation.co.uk

2) THE PERSONAL DATA WE COLLECT

We collect and process the following:

  • Booking information: Name, contact details, booking dates, party size, special requests, vehicle details, and payment confirmation metadata.
  • Communications data: Enquiries sent via forms, emails, or phone calls.
  • CCTV imagery: Footage from courtyard and parking areas for security purposes.
  • Website usage and cookies: IP address, device information, and cookie preferences. Strictly necessary cookies only; non‑essential cookies require consent.

3) PURPOSES OF PROCESSING AND OUR LAWFUL BASES

We use your data for:

  • Managing bookings and stays – Lawful basis: Contract (Art. 6(1)(b))
  • Customer support and enquiries – Lawful basis: Legitimate interests (Art. 6(1)(f))
  • Site security (CCTV) – Lawful basis: Legitimate interests (Art. 6(1)(f))
  • Legal and financial compliance – Lawful basis: Legal obligation (Art. 6(1)(c))
  • Marketing (optional) – Lawful basis: Consent (Art. 6(1)(a))
  • Analytics and non-essential cookies – Lawful basis: Consent (Art. 6(1)(a))

4) WHERE WE GET YOUR DATA

We obtain personal data:

  • Directly from you via bookings, phone calls, emails, and forms.
  • From third‑party booking platforms you choose to use.

5) WHO WE SHARE YOUR DATA WITH

We share your data only when necessary:

  • Service providers: Hosting, payment processing, booking systems, and email/SMS services.
  • Legal/regulatory bodies if required by law.
  • Police or insurers when CCTV is relevant to an incident.

We do not sell your data.

6) COOKIES AND SIMILAR TECHNOLOGIES

We use strictly necessary cookies for site functionality. Non‑essential cookies (analytics, advertising, tracking technologies) are only activated if you provide consent. You may withdraw consent at any time via cookie settings.

7) HOW LONG WE KEEP YOUR DATA

Retention periods:

  • Bookings and financial records: Typically 6 years for tax/legal obligations.
  • Enquiry data: 12–24 months.
  • CCTV footage: Up to 30 days unless required for an investigation.
  • Marketing data: Until you unsubscribe or withdraw consent.
  • Cookie consent logs: Retained as required for compliance.

8) YOUR RIGHTS

You have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Restrict or object to processing
  • Withdraw consent at any time
  • Data portability
  • Raise concerns with the Information Commissioner’s Office (ICO)

9) INTERNATIONAL TRANSFERS

If any service provider transfers or stores your data outside the UK, we ensure appropriate safeguards are in place.

10) SECURITY

We implement appropriate security measures including access controls and encryption where appropriate.

11) COMPLAINTS

You may contact the ICO if you have concerns:

Information Commissioner’s Office — https://ico.org.uk — 0303 123 1113.

12) CHILDREN’S DATA

We do not knowingly collect data from children under 16.

13) CHANGES TO THIS POLICY

We may update this policy to reflect legal, operational, or regulatory changes.

14) CCTV INFORMATION

CCTV operates in external areas such as the courtyard and parking area. Footage is retained up to 30 days.