07793 170667 info@outwoodhouse.com

Privacy Policy

At “Outwood House” we will protect your privacy and handling of your personal information with transparency and care. This Privacy Policy explains how we collect, use, and store your personal data, and your rights in accordance with the General Data Protection Regulations (GDPR) in the UK.

“Outwood House” uses “Freetobook” as our online booking service.  Freetobook’s privacy policy is available in the footer of the booking page.

1. What Personal Data We Collect

We may collect the following personal information:

  • Guest Name(s)
  • Address
  • Phone number
  • Email address
  • Booking details (e.g. stay dates, room preferences)
  • Payment information (processed securely via Stripe
  • Communication preferences
  • Any dietary or accessibility requirements

2. How We Use Your Personal Data

We use your personal data to:

  • Process and manage your booking
  • Communicate with you about your stay
  • Comply with legal obligations (e.g. guest records required by law)
  • Improve our services
  1. Marketing:
    With your consent, we may use your email address to send you occasional updates, news, and special offers. You can opt out at any time by clicking the unsubscribe link in our emails or by contacting us directly.

4. Legal Bases for Processing

We process your personal data under the following lawful bases:

  • Contract – to manage your booking and provide accommodation services
  • Legal obligation – to comply with UK laws (e.g., guest registration)
  • Consent – for sending marketing communications

5. How We Store and Protect Your Data

We store your data securely and only for as long as necessary:

  • Booking records: retained for up to 7 years for accounting and legal purposes
  • Marketing data (email addresses): retained until you unsubscribe or withdraw consent

We use appropriate technical and organisational measures to protect your personal data from loss, misuse, or unauthorised access.

6. Sharing Your Information

We do not sell or share your data with third parties for marketing purposes. Your data may be shared with:

  • Our booking system provider, namely Freetobook
  • Payment processors
  • Legal or regulatory authorities when required by law

7. Your Rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request erasure of your data (where applicable)
  • Object to or restrict processing
  • Withdraw consent for marketing at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

8. Contact Us

If you have any questions about this policy or wish to exercise your rights, please contact us:

Data Controller: Richard Taylor

Email: info@outwoodhouse.com
Phone: 07793 170667

You also have the right to contact the Information Commissioner’s Office (ICO):
https://ico.org.uk | Tel: 0303 123 1113