Privacy Policy

1. Introduction

Cotswold Country Retreats ("we", "us", "our") is committed to protecting the privacy of our guests and website visitors. This policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

The data controller is Cotswold Country Retreats, Oakleaze, Cirencester Road, South Cerney GL7 6HT. Contact: enquiry@cotswoldcountryretreats.co.uk.

3. What Data We Collect

We may collect the following personal data: name, email address, phone number, postal address, vehicle registration, payment details (processed securely via our payment provider), booking dates and preferences, dog details (breed, number), and any special requirements or medical needs you choose to share.

4. How We Collect Data

We collect data when you make a booking (directly, via our website, or via a third-party platform such as Airbnb or Booking.com), contact us by email or phone, complete a guest registration form, or visit our website (see Cookies section).

5. Why We Process Data (Legal Basis)

We process your data for the performance of a contract (to manage your booking and stay), for our legitimate interests (to maintain safety records, improve our service, and manage our business), for legal obligations (e.g. fire safety records, financial records), and with your consent (e.g. marketing communications, which you can withdraw at any time).

6. How We Use Your Data

We use your data to confirm and manage your booking, communicate with you before, during, and after your stay, process payments, maintain guest registration records (for insurance and fire safety), comply with legal and tax obligations, and send marketing communications if you have opted in.

7. Data Sharing

We do not sell your data. We may share data with our payment processor, booking platforms (Airbnb, Booking.com) where applicable, our accountant or tax advisor, and emergency services if required. All third parties are required to handle your data in accordance with data protection law.

8. Data Retention

We retain booking and financial records for 6 years (as required by HMRC). Guest registration forms are retained for 12 months after departure. Marketing consent records are retained until you withdraw consent. We securely delete or anonymise data when it is no longer needed.

9. Your Rights

Under UK GDPR, you have the right to access your data, rectify inaccurate data, erase your data ("right to be forgotten"), restrict processing, data portability, and object to processing. To exercise any of these rights, email enquiry@cotswoldcountryretreats.co.uk.

10. Cookies

Our website may use cookies to improve your experience. You can manage cookie preferences through your browser settings. We will provide a cookie banner on our website with clear opt-in/opt-out options.

11. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website and in our guest information pack.

Last updated: April 2026