Privacy Policy

Privacy Policy

Last updated: [DATE]

This policy explains how [LEGAL ENTITY NAME] (“we”, “us”, “our”) collects and uses personal information when you visit [WEBSITE URL] or make an enquiry with us.

Who we are

[LEGAL ENTITY NAME] [REGISTERED ADDRESS] [COMPANY REGISTRATION NUMBER, if applicable]

For any questions about this policy or about your personal information, contact us at [CONTACT EMAIL].

[If the business has appointed a Data Protection Officer or an EU/UK representative, add their details here. Most small operators will not need one, but this should be confirmed.]

What information we collect

Information you give us. When you submit an enquiry or reservation request, we collect the details you provide in the form. This typically includes your name, email address, telephone number, intended dates of stay, party size, and any additional information you choose to include in your message.

Information collected automatically. Our web host and security systems record standard technical information when you visit, including your IP address, browser type, device type, and the pages you view. This is generated automatically as part of the normal operation of the website and is used to keep the site secure and working correctly.

We do not use analytics or advertising tools on this website, and we do not track your activity across other websites.

How we use your information

We use your information to:

  • Respond to your enquiry and discuss your proposed stay
  • Arrange, confirm and manage a booking
  • Communicate with you about an existing or upcoming booking
  • Keep records required for accounting and tax purposes
  • Maintain the security and correct operation of our website

Our legal basis for using your information

Where we handle your enquiry or arrange a booking, we do so because it is necessary to take steps at your request before entering into a contract, or to perform that contract.

Where we keep records for accounting or tax purposes, we do so to comply with our legal obligations.

Where we record technical information for security and site operation, we do so on the basis of our legitimate interests in protecting the website and the people who use it.

If we ever contact you with marketing or promotional material, we will do so only with your consent, and you can withdraw that consent at any time.

Cookies

We use only the cookies that are strictly necessary for the website to function. These support core features such as page delivery, security, and the correct operation of our enquiry form. Strictly necessary cookies do not require your consent.

We do not currently use analytics cookies, advertising cookies, or any other non-essential tracking.

If this changes in future, we will update this policy and, where required, ask for your consent before any non-essential cookies are set.

Who we share your information with

We do not sell your personal information, and we do not share it for marketing purposes.

We share information only with the service providers we rely on to run the business, and only to the extent they need it. These include:

  • Our website hosting provider
  • Our email provider
  • [PAYMENT PROVIDER, if applicable]
  • [BOOKING OR PROPERTY MANAGEMENT SYSTEM, if applicable]
  • [ACCOUNTANT OR BOOKKEEPER, if applicable]

We may also disclose information where we are required to do so by law.

International transfers

Some of our service providers may process information outside the country where you are located. Where that happens, we take steps to ensure appropriate safeguards are in place, such as standard contractual clauses or an adequacy decision.

[This section should be confirmed against the actual providers used. If everything is hosted and processed within the UK or EEA, it can be simplified.]

How long we keep your information

We keep enquiry correspondence for [RETENTION PERIOD, for example 12 months] where it does not lead to a booking.

We keep booking and financial records for as long as required by law, which is generally [RETENTION PERIOD, for example 7 years] for accounting purposes.

Your rights

You have the right to:

  • Ask for a copy of the personal information we hold about you
  • Ask us to correct information that is inaccurate or incomplete
  • Ask us to delete your information in certain circumstances
  • Ask us to restrict how we use your information in certain circumstances
  • Object to our use of your information where we rely on legitimate interests
  • Ask us to transfer your information to another provider in certain circumstances
  • Withdraw your consent at any time, where we rely on consent

To exercise any of these rights, contact us at [CONTACT EMAIL]. We will respond within the timeframe required by law.

If you are not satisfied with how we have handled your information, you have the right to complain to the relevant supervisory authority. [In the UK this is the Information Commissioner’s Office at ico.org.uk. In Italy this is the Garante per la protezione dei dati personali at garanteprivacy.it. Confirm which applies, or list both.]

Security

We take reasonable technical and organisational measures to protect your information, including secure hosting, encrypted connections, and restricted access to enquiry data. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.

Children

This website is not directed at children, and we do not knowingly collect personal information from children.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last revised. Where changes are significant, we will make that clear on the website.

Contact

[LEGAL ENTITY NAME] [REGISTERED ADDRESS] [CONTACT EMAIL]