This privacy policy applies to Maarten and Frances Westerduin, ("we", "us", "our"), the individuals responsible for managing and renting out Wild Garden Cottages, which includes Garden Cottage and The Bothy. We are committed to protecting your privacy and ensuring that any personal data you provide is handled securely and in accordance with data protection laws​.

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Controller

For the purposes of applicable data protection laws, Maarten and Frances Westerduin act as the data controllers for any personal information collected in relation to our holiday letting services. This means we determine how and why your personal data is processed.

If you have any questions about this policy or how your data is used, you can contact us at hello@wildgardencottages.co.uk

This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website or interact with our services. When we refer to ‘personal data’ in this Policy, it means any information that relates to you from which you can be identified. 

By using our Site or submitting your personal data, you are taken to accept the terms of this Policy, so please read it carefully.

We collect or obtain your information: 

• When you provide it to us (e.g. by contacting us when making a booking, by booking a stay through our website or a third party booking channel, in person during your stay and or by signing up to our newsletter); 

• From third parties who may contact us in order to make a booking on your behalf;

• From your use of our website, using cookies, and we may use Facebook custom audience targeting and Facebook conversion tracking.

We may collect the following personal data about you:

• Identity Data includes first name, last name, username or similar identifier, marital status, title, date of birth, occupation and gender.

• Contact Data includes billing address, delivery address, email address and telephone numbers.

• Financial Data includes bank account and payment card details.

• Transaction Data includes details about payments to and from you and other details of bookings you have made with us.

• Additional personal details you choose to provide us with when corresponding with us by phone, e-mail, through this Site or when you visit our premises, which relate directly to your booking.

• Booking details, including stay dates and preferences.

• Data about your use of our website and services, such as IP address, geographical location, and browsing behaviour. 

• Experience & Preferences Data includes details of your experience in booking with us or staying at our properties, your interests, preferences, feedback and survey responses.

• Usage Data includes information about how you use our website and services.

• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.​

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • make a booking enquiry;

  • place a booking;

  • cancel your booking;

  • request marketing to be sent to you; or

  •  give us feedback or contact us.

• Interactions with the lead person in your party. Your Identity and Contact details may be given to us by the lead person in your party (i.e. the person that placed the booking) as part of a list of the persons staying at our property.

• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

• Contact, Financial and Transaction Data may be collected from or shared with providers of technical, payment and delivery services.

We may use your personal data in the following ways:

• To fulfil a contract with you (e.g. processing bookings and payments).

• To administer and ensure improve our Site.

• For internal business/technical operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes and as part of our efforts to keep our Site secure.

• For targeted advertising on third-party websites (including Google and Facebook).

• To send out newsletters to opted-in subscribers via MailChimp. (you can withdraw consent at any time by using the unsubscribe link or contacting us).

We rely on the following legal bases under the General Data Protection Regulation (GDPR) for processing your personal data:

• Consent: Where you explicitly agreed (e.g., signing up for newsletters or accepting cookies).

• Contract: When processing is necessary to perform a contract with you.

• Legitimate Interests: For service improvements, fraud protection and advertising.

• Legal Obligation: Where we must comply with laws or regulations (e.g., tax records).

We will only disclose your information when necessary:

• To run our business

• To fulfil any contract that we enter into with you

• To comply with legal obligations (e.g., tax authorities, law enforcement).

• For secure payment processing (see below).

• To protect our business, contractors and guests from fraud, loss or damage. 

We will not sell your personal information to any third parties.

We will only disclose your information when necessary:

• To run our business

• To fulfil any contract that we enter into with you

• To comply with legal obligations (e.g., tax authorities, law enforcement).

• For secure payment processing (see below).

• To protect our business, contractors and guests from fraud, loss or damage. 

We will not sell your personal information to any third parties.

We will keep your data for no longer than necessary, taking into account any legal obligations we have (e.g. to maintain records for tax purposes) and any other legal basis we have for using your personal data. 

• Bookings & Customer Correspondence: Retained for 6 years for tax and legal compliance.

• Marketing Data: Retained until you opt-out.

All card payments are processed through SuperControl who use a secure third-party provider. 

• We do not directly store your card details.

• Payments are encrypted and compliant with PCI-DSS security standards.

• If you choose to save payment details for future use, you can request their deletion at any time.​

You have a right to:

• access a copy of the Data which we hold about you (free of charge, unless requests are excessive or repetitive).

• Rectify inaccurate or incomplete data.

• Request erasure of your data (unless we are required to retain it by law).

• Object to certain types of processing (e.g., direct marketing).

• Withdraw your consent at any time (without affecting the lawfulness of prior processing).

To exercise these rights, contact us at hello@wildgardencottages.co.uk

Our services are not intended for individuals under 16. We do not knowingly collect personal data from children. If we discover such data, we will delete it immediately.

We may update this Privacy Policy from time to time to reflect changes in legislation or our business operations. Please check this page periodically for updates.

If you have any questions or complaints regarding this site or this policy, please contact us by emailing hello@wildgardencottages.co.uk

Effective Date: 30.01.2025