Privacy Policy — Owl Lodges

1. Who We Are

Owl Lodges operates luxury A-frame lodges in the Clwydian Range, North Wales. When we refer to "we", "us", or "our" in this policy, we mean Owl Lodges.

Contact:
Nannerch, Mold, North Wales, UK
Email: hello@owllodges.co.uk
Phone: 01234 567 890

2. What Data We Collect

We may collect the following personal information when you interact with our website or make a booking:

Identity data: First name, last name.
Contact data: Email address, phone number, postal address.
Booking data: Check-in/check-out dates, lodge preference, number of guests, special requests.
Payment data: Card details are processed securely by our third-party payment provider and are not stored on our servers.
Technical data: IP address, browser type, device information, pages visited, and referral source (collected automatically via cookies and server logs).
Communication data: Correspondence via email, chatbot, or contact forms.

3. How We Use Your Data

We use your personal data for the following purposes:

To process and manage your booking, including sending confirmation emails and pre-arrival information.
To respond to enquiries submitted via the website, email, or chatbot.
To improve our website, services, and guest experience.
To send marketing communications where you have opted in (e.g. seasonal offers, new experiences). You can unsubscribe at any time.
To comply with legal obligations (e.g. tax records, safety regulations).

4. Legal Basis for Processing

We process your data under the following legal bases as defined by the UK GDPR:

Contract: Processing necessary to fulfil your booking and provide our services.
Legitimate interest: Improving our website and services, fraud prevention, and analytics.
Consent: Marketing communications are only sent where you have given explicit consent.
Legal obligation: Where required by law (e.g. financial record-keeping).

5. Cookies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device. We use:

Essential cookies: Required for the website to function (e.g. session management).
Analytics cookies: Help us understand how visitors use our site (e.g. Google Analytics). These are anonymised.
Marketing cookies: Used to deliver relevant advertising if retargeting is enabled (e.g. Meta Pixel, Google Ads).

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

6. Data Sharing

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

Payment processors: To handle transactions securely (e.g. Stripe, PayPal).
Email service providers: To send booking confirmations and marketing emails (e.g. HubSpot).
Analytics services: To understand website usage (e.g. Google Analytics).
Booking platforms: Calendar synchronisation with Airbnb and Booking.com to prevent double-bookings.

All third-party providers are required to process your data in accordance with UK GDPR and our data processing agreements.

7. Data Retention

We retain your personal data only for as long as necessary:

Booking data: Retained for 6 years after your stay (for tax and legal compliance).
Marketing data: Until you unsubscribe or request deletion.
Website analytics: Anonymised data retained for up to 26 months.

8. Your Rights

Under UK GDPR, you have the right to:

Access your personal data (Subject Access Request).
Rectify inaccurate or incomplete data.
Erase your data ("right to be forgotten"), where applicable.
Restrict or object to processing in certain circumstances.
Data portability — receive your data in a structured, machine-readable format.
Withdraw consent for marketing at any time.

To exercise any of these rights, contact us at hello@owllodges.co.uk. We will respond within 30 days.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data, including encrypted connections (HTTPS), secure payment processing, access controls, and regular security reviews.

10. Children

Our website is not directed at children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

11. Changes to This Policy

We may update this privacy policy from time to time. Changes will be posted on this page with an updated "last updated" date. We encourage you to review this policy periodically.

12. Complaints

If you have concerns about how we handle your personal data, please contact us first at hello@owllodges.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).