Website Privacy Policy

Hideaway Wood Farm Ltd

Last updated: October 2026

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This privacy policy explains how Hideaway Wood Farm Ltd uses and protects personal information when you use our website, make a booking or purchase, contact us, or sign up to receive our emails.

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1. Who we are

Hideaway Wood Farm Ltd is the data controller for the personal information covered by this policy. This means we decide why and how that information is used.

If you have a question about this policy, want to exercise a data protection right, or have a concern about how we use your information, please contact us using the contact details provided on our website.

2. Information we collect

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

• your name and contact details, such as your email address, telephone number and billing address;

• booking, order and transaction information, including the experiences, products or services you book or buy;

• payment information needed to process a transaction. Payment card information is normally handled by our payment provider rather than stored by us in full;

• information you provide when you contact us, make an enquiry, leave feedback or communicate with us about a booking;

• your email marketing preferences and a record of how and when you subscribed or unsubscribed;

• technical and usage information about your use of our website, such as device, browser, IP address and website activity, where collected through cookies, analytics or website technology.

We do not normally ask you to provide special category personal information through the website. However, you may sometimes choose to tell us relevant health, accessibility, dietary or other sensitive information where it is necessary to help us provide an activity safely or appropriately. We will only use such information for the relevant purpose and will limit access to those who need it.

3. How we collect information

We collect personal information:

• directly from you when you complete a website form, make a booking or purchase, subscribe to emails, contact us or otherwise provide information to us;

• automatically through our website and cookies or similar technologies, where applicable;

• from service providers involved in delivering our website, bookings, payments or communications, where appropriate.

4. How and why we use your information

We may use your information to:

• process and administer bookings, orders, payments, refunds and customer enquiries;

• provide the experiences, products or services you have booked or purchased;

• communicate with you about a booking, order or enquiry, including important operational or safety information;

• manage our relationship with customers and keep appropriate business, accounting and transaction records;

• operate, maintain, secure and improve our website and services;

• understand how our website and services are used, where appropriate;

• send marketing emails where we are permitted to do so and respect your marketing preferences.

Our lawful bases will depend on what we are doing. They may include performing a contract with you, complying with a legal obligation, pursuing our legitimate interests where those interests are not overridden by your rights, and consent where consent is required.

5. Email marketing

If you actively sign up to receive news, events and offers from Hideaway Wood Farm Ltd, we will use the email address you provide for that purpose. Where we rely on your consent, you can withdraw it at any time by using the unsubscribe option in our emails or contacting us.

We may also send marketing where the law permits us to do so in relation to our own similar products or services, subject to your right to opt out. We will not sell your personal information to third parties for their marketing.

6. Cookies and website technology

Our website may use cookies and similar technologies that are necessary for the website to work and, where enabled, to understand website use or support other functionality. Where the law requires consent for non-essential cookies, we will ask for it through the website. You can also control cookies through your browser settings. Further information may be provided in our cookie notice or cookie settings.

7. Who we share information with

We may share personal information with trusted service providers where this is necessary to run our website and business, process bookings or payments, send communications, provide IT or hosting services, obtain professional advice, or comply with the law.

This may include our website and booking platform, payment providers, email and communications providers, IT or hosting providers, professional advisers and public authorities where disclosure is legally required.

Service providers acting on our behalf are expected to protect personal information and use it only for the purposes for which it is provided.

8. International transfers

Some of the organisations that provide website, payment, communications or other technology services to us may process personal information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps required by UK data protection law to ensure that it remains protected.

9. Keeping information secure

We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Access is limited to people and service providers who need the information for legitimate purposes.

10. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet relevant legal, tax, accounting, insurance or reporting requirements. Different types of information may therefore be kept for different periods.

For example, we may need to retain appropriate booking, payment and transaction records after a customer relationship ends. Marketing information is retained only while it remains appropriate for that purpose, subject to records needed to respect an unsubscribe request.

11. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights to:

• ask for access to the personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to erase personal information in certain circumstances;

• ask us to restrict how information is used in certain circumstances;

• object to certain processing, including direct marketing;

• receive certain information in a portable format where the right applies; and

• withdraw consent where we rely on consent.

These rights are not absolute and legal exceptions may apply. If you want to exercise a right, please contact us using the contact details on our website. We may need to verify your identity before responding.

12. Complaints

Please contact us first if you have a concern about how we use your personal information so that we have the opportunity to address it. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

13. Third-party links

Our website may contain links to websites or services operated by other organisations. We are not responsible for their privacy practices, and you should read their privacy information when using those services.

14. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our services, website, technology or legal requirements. The date at the top of this policy shows when it was last updated. If we make a material change to how we use personal information, we will provide additional notice where required.