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Privacy Policy
1. Introduction
At The Dovecote, we are committed to protecting your personal information and respecting your privacy.
This Privacy Policy explains how we collect, use, and protect your personal data when you enquire about or book a stay directly with us.
By contacting us, making an enquiry, or completing a booking, you agree to this Privacy Policy.
If you have any questions, please contact us at:
📧 thedovecoteatstokebruerne@gmail.com
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. The Data Controller
The Dovecote acts as the Data Controller for all personal data we collect or receive about our guests.
This means we decide how and why your personal data is used and we are responsible for keeping it secure.
3. What Information We Collect
We collect only the information needed to manage your booking or enquiry, including:
- Your name, email address, and phone number
- Home address (for invoicing or record keeping)
- Names of guests staying at the property
- Dates of stay and special requests
- Payment information (processed securely through our payment platform – we do not store card details)
If you contact us through our website, by phone, email, or social media, we may also collect any details you provide voluntarily (e.g. preferences or special requirements).
4. How We Use Your Information
We use your personal data for the following lawful and necessary purposes:
- To respond to your enquiry and manage your booking
- To communicate with you before, during, and after your stay
- To meet legal and insurance requirements
- To manage payment and accounting records
- To improve our service and guest experience
We will never sell, rent, or trade your personal information.
5. Legal Basis for Processing
We use your personal data under the following legal bases:
- Contract: To process your booking and provide accommodation services
- Legal obligation: To comply with tax and record-keeping requirements
- Legitimate interest: To communicate with you, ensure guest safety, and improve our service
- Consent: For optional follow-up communication or marketing, only if you’ve opted in
6. How We Share Your Data
We may share your information only when necessary, for example:
- With our cleaning or maintenance providers to prepare the property for your stay
- With payment processors (e.g. Stripe) to securely process your payment
- With legal or regulatory authorities if required by law
All third parties we work with are required to handle your data securely and lawfully.
We do not share your information with other businesses for marketing purposes.
7. Data Retention
We keep your personal information only as long as necessary:
- Booking and payment records are retained for up to 6 years to comply with UK tax law
- General enquiries or correspondence are deleted after 12 months, unless a booking follows
- You can request earlier deletion where legally possible
8. Your Rights
You have the right to:
- Request access to the information we hold about you
- Request correction or deletion of your data (where lawful)
- Object to or restrict certain uses of your data
- Withdraw consent for marketing at any time
To exercise your rights, please contact us at:
📧 thedovecoteatstokebruerne@gmail.com
If you’re not satisfied with how we handle your data, you can contact the Information Commissioner’s Office (ICO): www.ico.org.uk.
9. Data Security
We take your data security seriously.
Your personal information is stored securely and accessed only by those who need it to manage your booking.
We use password-protected systems and secure email.
Any third-party services (like payment processors) also apply their own strict data protection and security standards.
10. Website and Cookies
If you visit our website, we may collect limited technical data (such as your IP address or browser type) to ensure the site functions properly and to improve performance.
You can manage or delete cookies through your browser settings at any time.
11. Marketing
We will only send marketing or follow-up emails if you have explicitly opted in to receive them.
You can withdraw your consent at any time by clicking “unsubscribe” in any email or by contacting us directly at:
📧 thedovecoteatstokebruerne@gmail.com
12. Updates to This Policy
This Privacy Policy was last updated on: October 2025
We may update this notice from time to time to reflect legal or operational changes.
The most recent version will always be available on our website or on request.
Contact Details
For any privacy-related matters, please contact:
The Dovecote
📧 thedovecoteatstokebruerne@gmail.com