Willowbrook Retreats Privacy Policy

At Willowbrook Retreats, located in the heart of the Cotswolds, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy describes how we collect, use, and safeguard your data when you visit our website, book a stay at one of our luxury manor houses, or engage with our curated countryside experiences. This policy is effective as of October 26, 2023.

1. Data Collection

We collect personal information from you in various ways, including:

• Directly from you: When you book a stay, subscribe to our newsletter, fill out a contact form, or participate in a survey, we collect information such as your name, email address, phone number, postal address, payment details, and any specific preferences related to your stay (e.g., dietary requirements, accessibility needs).
• Automatically: When you visit our website, we automatically collect certain information about your device and browsing activity. This includes your IP address, browser type, operating system, referring URLs, pages viewed, and the dates/times of your visits. We use cookies and similar tracking technologies to collect this information. For more details, please see our Cookies Policy.
• From third parties: In some cases, we may receive personal information about you from third-party sources, such as online travel agencies (OTAs) if you book your stay through them. We may also collect data from social media platforms if you interact with us on those platforms.

2. Usage of Your Data

We use your personal information for the following purposes:

• To provide and manage our services: This includes processing your bookings, managing your stay, responding to your inquiries, and providing customer support.
• To personalize your experience: We use your data to tailor our services to your preferences and needs, such as recommending specific experiences or amenities that may be of interest to you.
• To communicate with you: We may send you emails or other communications about your bookings, updates to our services, special offers, or other information we think you may find relevant. You can opt out of receiving marketing communications at any time by following the unsubscribe instructions in our emails.
• To improve our website and services: We analyze data about website usage to identify areas for improvement and to optimize the user experience.
• For legal and compliance purposes: We may use your data to comply with applicable laws and regulations, respond to legal requests, or protect our rights and interests.

Specifically, your data assists us in delivering exceptional countryside experiences. For example, knowing your dietary requirements ensures that our chefs at Willowbrook Manor can prepare meals tailored to your needs. Understanding your preferences for activities like falconry or horseback riding allows us to curate a bespoke itinerary for your stay.

3. Data Security

We take the security of your personal information very seriously. We have implemented appropriate technical and organizational measures to protect your data from unauthorized access, use, or disclosure. These measures include:

• Encryption: We use encryption to protect sensitive data, such as payment information, during transmission and storage.
• Access controls: We restrict access to personal information to authorized personnel only.
• Regular security assessments: We conduct regular security assessments to identify and address potential vulnerabilities.
• Employee training: We provide regular training to our employees on data security best practices.

While we strive to protect your personal information, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee the absolute security of your data.

4. Your Rights

You have certain rights regarding your personal information, including:

• The right to access: You have the right to request access to the personal information we hold about you.
• The right to rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
• The right to erasure: You have the right to request that we delete your personal information, subject to certain exceptions (e.g., if we need to retain the data to comply with a legal obligation).
• The right to restriction of processing: You have the right to request that we restrict the processing of your personal information in certain circumstances.
• The right to data portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another controller.
• The right to object: You have the right to object to the processing of your personal information in certain circumstances, including for direct marketing purposes.

To exercise these rights, please contact our Data Protection Officer at dpo@willowbrookretreats.co.uk or write to us at Data Protection Officer, Willowbrook Retreats, The Old Rectory, Bourton-on-the-Water, Gloucestershire, GL54 2AA, United Kingdom. We will respond to your request within a reasonable timeframe.

5. Contact Information

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Willowbrook Retreats
The Old Rectory
Bourton-on-the-Water, Gloucestershire
GL54 2AA, United Kingdom
Email: info@willowbrookretreats.co.uk
Phone: +44 816 860 0401

Our Data Protection Officer can be reached at dpo@willowbrookretreats.co.uk.

6. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our data practices or applicable laws. We will post any changes to this Privacy Policy on our website and, if the changes are significant, we will provide you with a more prominent notice (e.g., by email). We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

This Privacy Policy was last updated on October 26, 2023.