Privacy policy

1. Who we are

Contact: Andrew Peters, enquiries@woodlandsmanorfarm.co.uk,07887 677 354.

We are registered with the Information Commissioner’s Office (ICO), registration reference ZB154200. If you have a data protection query we can’t resolve, you can also contact the ICO at ico.org.uk.

2. What personal data we collect

Depending on how you interact with the site, we may collect:

• Mailing list sign-ups: email address and your marketing consent, submitted via our footer/popup sign-up form.
• Live chat: your name, email or phone number if you provide them, the content of your messages, and basic technical data (pages viewed, browser/device, approximate location from IP).
• Booking enquiries: name, contact details, and booking-related information you provide via our contact form or SuperControl.

3. How we use your data, and our legal basis

• Sending you newsletters/marketing emails, Your consent (given when you sign up and confirm your email address); you can withdraw this at any time.
• Responding to chat messages and enquiries, Legitimate interest (responding to a request you initiated).
• Processing bookings, Contract (necessary to fulfil a booking).
• Legal or regulatory obligations, Legal obligation.

4. Who we share your data with

We use the following third-party processors, who only handle your data on our instructions:

• Brevo, provides our live chat, newsletter and enquiry email service. Chat links your conversation across pages. Newsletter signup sends your email address to Brevo to request a confirmation email; you join the Woodlands Newsletter only after clicking its confirmation link. Enquiries send your name, email, optional phone number and message to Ruth and Andy through Brevo. Brevo is based in France.
• SuperControl, our booking system, used to process booking enquiries and reservations. Data is held on the hosting datacentre provided as part of the SuperControl booking engine.
• Google, we use Google Analytics (GA4) to understand how visitors use the site (such as pages viewed, device type and approximate location from IP), which helps us improve it. It loads and sets cookies only if you accept analytics. We also use Google Search Console, which reports how the site performs in Google Search and does not track individual visitors on this site. Data may be processed by Google outside the UK under appropriate safeguards.

We do not sell your personal data. Aside from Google Analytics (above), we do not run advertising or retargeting trackers (no Meta Pixel or similar) on this site.

5. How long we keep your data

• Mailing list data: until you unsubscribe or ask us to delete it.
• Chat transcripts: 24 months from your last interaction, unless needed longer to resolve a dispute.
• Booking records: retained as required for accounting and tax purposes (typically 6 years).

6. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Have inaccurate data corrected
• Ask us to delete your data (“right to be forgotten”)
• Object to or restrict our processing
• Withdraw consent at any time (e.g. unsubscribe from marketing)
• Data portability, where applicable
• Complain to the ICO if you’re unhappy with how we’ve handled your data

To exercise any of these rights, email enquiries@woodlandsmanorfarm.co.uk.

7. Cookies

This website uses cookies and local browser storage:

• We remember your analytics choice in local storage for 180 days. We also remember newsletter popup dismissals and confirmation requests to avoid repeatedly showing the signup prompt.
• Brevo Conversations (live chat) sets a functional cookie, only if you open the chat, so your conversation persists as you move between pages or return to the site.
• We use Cloudflare Web Analytics for basic, privacy-friendly page-view statistics; this does not use cookies or track individuals.
• Google Analytics (GA4) loads only after you choose “Accept analytics”. It uses cookies such as _ga to measure page visits and returning visitors. Choose “Necessary only” to decline. You can withdraw consent using Cookie settings in the footer; this stops analytics and clears its cookies on this site.

8. Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.

9. Children

This website is not aimed at children, and we do not knowingly collect personal data from anyone under 16 without parental consent.

10. Changes to this policy

We may update this policy from time to time; the current version will always be available on this page.