Privacy Policy

1. Who we are

Bernwood Park Hotel (“we”, “us”, “our”) is the data controller responsible for your personal data in connection with this website (bernwoodparkhotel.co.uk) and your dealings with us as a guest or prospective guest. We are committed to protecting your privacy and handling your data in an open and transparent manner, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how we handle your personal data, you can contact us at info@bernwoodparkhotel.co.uk.

2. What personal data we collect

We collect personal data that you provide to us directly, data collected automatically when you use our website, and data received from third parties. This may include:

• Contact details — name, email address, postal address, and telephone number
• Booking and enquiry information — arrival and departure dates, room preferences, number of guests, and special requests
• Payment information — card details processed securely by our payment provider (we do not store full card numbers)
• Account information, if you register with us — username and password
• Communications — messages you send us via our contact or enquiry forms, email, or phone
• Marketing preferences — whether you have opted in to receive newsletters or promotional offers
• Technical and usage data — IP address, browser type, device information, pages visited, and referral source, collected via cookies and similar technologies

3. How we use your personal data

We use your personal data for the following purposes:

• To respond to enquiries submitted through our website
• To process and manage bookings, including any special requests
• To take payment and prevent fraudulent transactions
• To send you marketing communications, where you have consented to receive them
• To operate, maintain, and improve our website, including analysing how visitors use it
• To comply with our legal and regulatory obligations
• To protect the security of our website and systems

4. Our legal basis for processing

We rely on the following legal bases under UK GDPR:

• Contract — to process bookings and provide the services you request
• Consent — for marketing communications and non-essential cookies, which you may withdraw at any time
• Legitimate interests — to respond to enquiries, maintain website security, and improve our services, where this does not override your rights and freedoms
• Legal obligation — to comply with applicable law, for example financial record-keeping

5. Cookies and similar technologies

Our website uses cookies to make the site function properly, understand how visitors use it, and, where you consent, to support marketing. Cookies we use may include:

• Strictly necessary cookies — required for core website functionality, such as processing an enquiry or booking form
• Analytics cookies — help us understand website usage so we can improve it
• Marketing cookies — used, with your consent, to deliver relevant advertising

You can manage or withdraw your cookie preferences at any time through our cookie banner or your browser settings. Blocking some cookies may affect the functionality of our website.

6. Sharing your personal data

We do not sell your personal data. We may share it with:

• Service providers who support our operations, such as booking systems, payment processors, IT hosting, and email marketing platforms, under contracts requiring them to protect your data
• Professional advisers, such as lawyers, accountants, and insurers, where necessary
• Regulators, law enforcement, or other authorities where required by law
• A buyer or successor, in the event of a sale, merger, or reorganisation of our business

Where a service provider is located outside the UK, we ensure appropriate safeguards are in place, such as the UK’s International Data Transfer Agreement or an adequacy decision, to protect your data.

7. How long we keep your data

We retain personal data only for as long as necessary for the purposes described in this policy. Booking and financial records are typically kept for at least six years to meet our accounting and tax obligations. Enquiry and marketing data is retained for as long as you remain engaged with us, or until you ask us to delete it or withdraw consent, after which we will delete or anonymise it, subject to any legal retention requirements.

8. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request erasure of your data, in certain circumstances
• Request restriction of processing
• Object to processing based on legitimate interests or for direct marketing
• Request data portability, where technically feasible
• Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us at info@bernwoodparkhotel.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk if you believe we have not handled your data properly.

9. How we protect your data

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration, including secure payment processing, access controls, and staff training.

10. Children’s privacy

Our website is not directed at children, and we do not knowingly collect personal data from children without appropriate parental or guardian consent.

11. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The “last updated” date at the top of this page shows when it was last revised. We encourage you to review this policy periodically.

12. Contact us

If you have any questions, concerns, or requests regarding this privacy policy or how we handle your personal data, please contact us at:

Bernwood Park Hotel
Email: info@bernwoodparkhotel.co.uk
Website: bernwoodparkhotel.co.uk