Privacy Policy

Privacy Policy

Winchcombe Farm Holidays
Last updated: October 2026

Winchcombe Farm Holidays is committed to protecting your privacy and handling your personal information fairly, lawfully and securely.

This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with, how long we keep it, and the rights you have under UK data-protection law.

It applies to information collected through our website, booking system, telephone, email, social media, booking platforms and during the provision of our holiday accommodation and related services.

1. Who we are

For data-protection purposes, the data controller is:

Joanne Carroll and Steven Taylor trading as Winchcombe Farm Holidays
Winchcombe Farm
Shenington Road
Upper Tysoe
Warwickshire
CV35 0TH

Email: jo@winchcombefarm.co.uk

Website: winchcombefarm.co.uk

As data controller, we determine how and why personal information relating to our guests and customers is processed.

2. Data-protection law

We process personal information in accordance with applicable UK privacy and data-protection legislation, including:

  • the UK General Data Protection Regulation (UK GDPR);
  • the Data Protection Act 2018, as amended;
  • the Data (Use and Access) Act 2025; and
  • the Privacy and Electronic Communications Regulations 2003 (PECR), as amended.

The UK GDPR requires organisations to provide clear information about how personal information is used. ICO

3. Personal information we may collect

Depending on how you interact with us, we may collect:

  • your name;
  • postal address;
  • email address;
  • telephone number;
  • booking and accommodation details;
  • information about the people included in your booking;
  • vehicle registration details;
  • payment and transaction information;
  • correspondence between you and us;
  • information about how you heard about Winchcombe Farm Holidays;
  • requests relating to your stay, such as highchairs, accessibility requirements or celebration arrangements;
  • feedback, reviews and complaints;
  • marketing preferences;
  • IP address, browser and device information;
  • information about how you use our website; and
  • any other information you choose to provide to us.

Where you provide information about a disability, medical condition, allergy or other health-related requirement so that we can make appropriate arrangements for your stay, this may constitute special category personal data.

We will only use such information where there is an appropriate legal basis and will limit access to people who genuinely need the information.

Please do not provide unnecessary medical or sensitive information.

4. How we collect your information

We may collect personal information:

  • directly from you when you make an enquiry or booking;
  • when you contact us by telephone, email, website or social media;
  • when you stay at Winchcombe Farm;
  • through our online booking system;
  • from another person making a booking on behalf of a group;
  • from third-party booking or accommodation websites;
  • when you make a payment;
  • when you sign up to receive marketing communications; and
  • automatically when you use our website, including through cookies and similar technologies.

If you provide personal information about another member of your party, you should make sure they know that you have provided their information to us and how it may be used.

5. Our booking system

We use Anytime Booking to administer our online booking system.

Personal information required to create and manage a booking may therefore be processed through Anytime Booking.

Anytime Booking describes itself as a data processor when businesses use its system to manage holiday accommodation, with the accommodation business remaining the data controller for its guest information. anytimebooking.co.uk

6. Payments

We use takepayments and associated payment-processing services to process card payments.

Where you enter your payment-card details through the secure payment system, those card details are processed by the payment provider.

Winchcombe Farm Holidays does not store complete credit or debit card numbers.

We may retain transaction information such as:

  • the amount paid;
  • the payment date;
  • the payment method; and
  • a payment or transaction reference.

We retain this information where necessary for booking administration, accounts, taxation, refunds and legal purposes.

7. Bookings and enquiries from other platforms

We may receive booking or enquiry information through the following third-party platforms:

  • Airbnb
  • Host Unusual
  • Coolstays

Where you use one of these services, that platform will also process your information in accordance with its own privacy policy.

For example, Airbnb processes information in relation to use of its platform and shares certain booking information with hosts when appropriate. Airbnb Coolstays also operates under its own UK GDPR privacy policy. Coolstays

These businesses may act as separate data controllers for information they collect directly from you.

8. Why we use your personal information

We may use your personal information to:

  • answer enquiries;
  • provide quotations;
  • process and administer bookings;
  • take and record payments;
  • provide accommodation and services you have requested;
  • communicate with you before, during and after your stay;
  • provide housekeeping, accessibility or other guest arrangements;
  • process cancellations, amendments and refunds;
  • maintain financial and tax records;
  • prevent or investigate fraud, theft, vandalism or other unlawful activity;
  • handle complaints, claims or disputes;
  • comply with legal and regulatory obligations;
  • protect our guests, staff, property and business;
  • improve our services and website;
  • obtain feedback and reviews; and
  • send marketing communications where permitted by law.

9. Our lawful bases for processing

Under UK data-protection law, we need a lawful basis for using personal information.

Depending upon the circumstances, we may rely on:

Contract

Where processing is necessary to deal with an enquiry, take steps before entering into a booking, or fulfil our contract with you.

Legal obligation

Where we need to process information to comply with tax, accounting or other legal obligations.

Legitimate interests

Where processing is reasonably necessary for the operation or protection of our business and those interests are not overridden by your rights.

Examples may include:

  • improving our services;
  • protecting our property;
  • preventing fraud;
  • handling complaints; and
  • maintaining appropriate business records.

Consent

Where you have specifically agreed to a particular use of your information and consent is the appropriate legal basis.

Where special-category personal data is involved, we will also rely on an appropriate additional condition under data-protection law.

10. Who we may share information with

Where necessary, we may share personal information with:

  • Anytime Booking;
  • takepayments and relevant payment processors;
  • Airbnb;
  • Host Unusual;
  • Coolstays;
  • housekeeping, maintenance and management personnel;
  • accountants;
  • insurers;
  • legal and other professional advisers;
  • website, hosting, IT and email-service providers;
  • government and tax authorities;
  • police or other law-enforcement bodies where required or justified; and
  • regulatory authorities where required by law.

We will only share information that is reasonably necessary for the relevant purpose.

We do not sell your personal information.

11. Housekeeping and guest requests

Where you have asked us to arrange something for your stay, we may pass the minimum information necessary to members of our housekeeping, maintenance or management team.

For example, this could include:

  • a request for a highchair;
  • an accessibility aid;
  • a celebration cake or other arrangement.

We will not disclose unnecessary medical or personal information.

12. Marketing

We may send you information about Winchcombe Farm Holidays where:

  • you have given us consent; or
  • electronic-marketing law allows us to contact existing customers about similar services.

This latter situation is sometimes known as the soft opt-in.

Every marketing email will provide a straightforward way to unsubscribe.

You may stop marketing communications at any time by:

Opting out of marketing will not prevent us from sending communications that are necessary in relation to an existing booking.

13. Cookies, Google Analytics and Meta/Facebook tracking

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to function properly. Others are used for analytics and marketing.

Our website uses:

Google Analytics

Google Analytics helps us understand how visitors use our website, for example which pages are visited and how people find the site. We use this information to understand and improve website performance.

Meta/Facebook tracking

Our website also uses Meta/Facebook tracking technology, which may help us understand interactions with the website, measure advertising performance and improve our marketing.

These technologies can involve cookies, tracking pixels or similar storage and access technologies.

The ICO’s current guidance applies PECR and, where relevant, UK GDPR rules to cookies, tracking pixels and similar technologies. ICO

Where consent is required, non-essential analytics and advertising technologies must not be activated until you have made a valid choice through our cookie-management system.

The ICO says that non-essential cookies should not be placed before consent and that visitors should have an easy way to enable or disable them. ICO

You can use the cookie controls on our website to manage your preferences.

14. Keeping your information secure

We take appropriate technical and organisational measures to protect personal information from:

  • unauthorised access;
  • accidental loss;
  • misuse;
  • alteration;
  • disclosure; and
  • destruction.

Access to personal information is restricted to people who reasonably require it to perform their role.

We use appropriate security measures for our website and online systems, including encrypted connections where applicable.

However, no internet-based system can be guaranteed to be completely secure.

15. Personal-data breaches

We maintain procedures for dealing with suspected personal-data breaches.

Where required by law, we will report an appropriate breach to the Information Commissioner’s Office and notify affected individuals where necessary.

If you believe information you have provided to us has been lost, misused or accessed without authorisation, please contact:

jo@winchcombefarm.co.uk

16. How long we keep information

We will not retain personal information for longer than reasonably necessary.

How long information is retained will depend on:

  • why it was collected;
  • whether you have an active or historic booking;
  • accounting and tax requirements;
  • insurance requirements;
  • legal limitation periods;
  • potential disputes or legal claims; and
  • any other applicable legal or regulatory obligations.

When information is no longer required, we will securely delete or anonymise it where reasonably practicable.

Some information may remain temporarily in secure backups until those backups are overwritten in the normal course of business.

17. International transfers

Some organisations that provide services to us may process or store information outside the United Kingdom.

Where UK personal data is transferred internationally, we will rely on an appropriate mechanism recognised by UK data-protection law, such as:

  • UK adequacy regulations;
  • approved contractual safeguards; or
  • another legally permitted transfer mechanism.

18. Your data-protection rights

Depending on the circumstances, you may have the right to:

  • be informed about how we use your personal information;
  • obtain a copy of personal information we hold about you;
  • have inaccurate information corrected;
  • have information erased in certain circumstances;
  • restrict the way information is used in certain circumstances;
  • receive or transfer certain information in a portable format;
  • object to certain uses of your information;
  • object to direct marketing; and
  • have appropriate safeguards in relation to certain automated decision-making.

These rights are not absolute, and exemptions may apply.

To exercise one of your rights, please contact:

jo@winchcombefarm.co.uk

We may need to verify your identity before processing a request.

We will respond within the time limits required by applicable data-protection law.

19. Complaints

If you are concerned about how we have handled your personal information, please contact us:

Joanne Carroll
Winchcombe Farm Holidays
Winchcombe Farm
Shenington Road
Upper Tysoe
Warwickshire
CV35 0TH

Email: jo@winchcombefarm.co.uk

We will investigate your complaint and respond in accordance with applicable data-protection requirements.

You also have the right to complain to the UK’s data-protection regulator:

Information Commissioner’s Office (ICO)

Website: ico.org.uk

20. Links to other websites

Our website may contain links to third-party websites.

We do not control those websites and are not responsible for their privacy practices or security.

You should review the privacy information provided by any third-party website before submitting personal information to it.

21. Sale or transfer of the business

If Winchcombe Farm Holidays or part of the business is sold, transferred or reorganised, relevant personal information may be transferred to the purchaser or successor where lawful and necessary.

We will take reasonable steps to ensure that personal information remains appropriately protected.

22. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

  • our business;
  • the services and suppliers we use;
  • our website;
  • regulatory guidance; or
  • applicable law.

The most recent version will be published on our website and will show the date it was last updated.

23. Contact us

If you have any questions about this Privacy Policy or about how we use your personal information, please contact:

Joanne Carroll
Winchcombe Farm Holidays
Winchcombe Farm
Shenington Road
Upper Tysoe
Warwickshire
CV35 0TH

Email: jo@winchcombefarm.co.uk

Last updated: October 2026

 

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