Privacy Policy

Last updated: April 2026

1. Who We Are (Data Controller)

Luxury Holiday Cottages is the data controller responsible for your personal data.

Address: Denise Coates Foundation Building, Home Farm Drive, Keele, Staffordshire, ST5 5NS, UK

Email: [email protected]

We are responsible for ensuring that your personal data is handled in accordance with applicable data protection laws.

2. What Data We Collect

We collect personal data directly from you and automatically when you use our website.

Information you provide:
– Name
– Email address
– Phone number
– Address
– Payment details
– Booking details (including guest names and addresses)

Information collected automatically:
– Device and browser information
– IP address
– Website usage data through cookies and tracking technologies

We only collect data that is necessary to provide our services and improve your experience.

3. How We Use Your Data & Lawful Basis

We use your personal data for the following purposes:

• Processing bookings and payments – Contract
• Customer service and communication – Contract
• Fraud prevention and website security – Legitimate Interest
• Improving website performance and usability – Consent
• Marketing communications – Consent / Legitimate Interest
• Legal and regulatory compliance – Legal Obligation

Where we rely on legitimate interests, we carefully balance our interests against your rights and ensure that our use of your data is fair and proportionate.

4. Marketing & Profiling

We may use your personal data to send you marketing communications and to better understand your preferences.

This may involve profiling, where we analyse your interactions with our website, such as pages viewed or bookings made, in order to provide more relevant content and offers.

You have the right to opt out of marketing communications at any time and to object to profiling for marketing purposes.

5. Sharing Your Data

We may share your personal data with trusted third parties where necessary to provide our services, including:

• Payment providers (e.g. Stripe) – to securely process transactions
• Analytics providers (e.g. Google Analytics) – to understand website usage
• Advertising platforms (e.g. Google, Meta, Bing) – to deliver relevant advertising
• Customer insight tools (e.g. Hotjar, Microsoft Clarity) – to improve user experience

All third parties are required to process your data securely, only for specified purposes, and in accordance with applicable data protection laws.

6. International Data Transfers

Some of our third-party providers are located outside the United Kingdom, including in the United States.

Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy regulations or Standard Contractual Clauses, to protect your personal data.

7. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy:

• Booking and financial records: up to 7 years (legal requirement)
• Customer accounts: while active
• Marketing data: until you unsubscribe or after 36 months of inactivity
• Analytics data: up to 26 months

8. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

9. Cookies

We use cookies and similar technologies to ensure our website functions correctly, to analyse usage, and to deliver relevant advertising.

Further details are provided in our Cookie Policy.

10. Security

We implement appropriate technical and organisational measures to protect your personal data. This includes secure hosting, access controls, and encryption where appropriate.

11. Third-Party Links

Our website may contain links to other websites. We are not responsible for the privacy practices of third-party websites and encourage you to review their policies.

12. Updates to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a revised ‘Last updated’ date.

13. Contact

If you have any questions about this policy or your personal data, please contact us at:
Email: [email protected]