Holiday With Your Dogs logo

Privacy and Cookie Policy

Introduction

Your privacy is important to us. This privacy policy explains how we collect, use, store, and protect your personal information when you use our website and services. By using our website (https://www.holidaywithyourdogs.co.uk), you agree to the collection and use of information in accordance with this policy, and in conjunction with our standard Terms and Conditions.

Who We Are

We are Holiday With Your Dogs, a UK-based specialist holiday accommodation service. As a sole operator, we maintain strict privacy practices in handling all customer information and act as the data controller for any personal information you provide to us. We can be contacted via email at mail@holidaywithyourdogs.co.uk

Scope of this Policy

This Privacy Policy covers:

  • All users of our website
  • Guests who make a booking
  • Members of the guest’s party
  • Individuals who sign up for our Mailing Lists
  • Any other individual from whom we collect personal information

Lawful Bases for Processing

Under UK data protection law, we must have a ‘lawful basis’ for collecting and using your personal information. Here are the lawful bases we rely on:

Contract

When you make a booking with us, we process your data to fulfill our contract with you. This includes:

  • Processing your booking through our online booking system
  • Taking payments via Stripe
  • Sending booking confirmations and essential stay information
  • Managing your stay requirements

Legal Obligation

We are required by UK law to keep certain records for a minimum of 6 years:

  • Financial records for tax purposes
  • Basic booking details
  • Payment transaction records

Data Retention

  • We retain booking data for 10 years as standard
  • For guests who continue to stay with us, we maintain their complete booking history for as long as the guest relationship remains active

Note: This data cannot be deleted upon request during the legally required retention period (minimum 6 years).

Legitimate Interests

We process some data based on our legitimate business interests:

  • Responding to your enquiries via email
  • Maintaining records of past stay
  • Improving our services
  • Preventing fraud
  • Operating and maintaining our mailing list infrastructure
  • Processing email tracking data to improve our communications
  • Managing subscription preferences and categories
  • Ensuring email delivery compliance and managing bounce rates

Consent

We only rely on consent for:

  • Adding you to our marketing mailing lists (via Mailchimp and/or SendFox)
  • Sending you promotional offers and newsletters
  • Storing your marketing preferences

You can withdraw your consent for marketing at any time using the ‘unsubscribe’ link in our emails, or by contacting us directly.

Information We Collect and How We Use It

Booking Information

When you make a booking, our booking system collects:

  • Name and contact details
  • Addresses
  • Number of dogs included in bookings
  • Booking dates and preferences
  • Special requirements or requests
  • Information relating to compliments or complaints
  • IP address and booking device information
  •  

Website Usage Information

We collect:

  • IP addresses
  • Browser type and version
  • Operating system
  • Visit duration
  • Pages visited
  • Referral sources

Payment Information

For card payments:

  • Our booking system connects with Stripe for secure payment processing
  • Stripe handles all sensitive payment information
  • The booking system only stores:
    • Transaction date
    • Payment amount
    • Card type and last three digits of payment card (for reference)
  • We never have access to your full payment card details

For bank transfers:

  • Basic transaction information is stored within your holiday account:
    • Transaction name
    • Payment amount
    • Transaction date

Email Communications When you email us:

  • We receive and store your email address and any information you provide
  • Emails are managed through Fasthosts Webmail
  • Emails are stored securely on Fasthosts’ servers
  • We keep email correspondence for up to 2 years
  • Some booking-related emails may be kept longer for legal purposes

Our Third-Party Service Providers

Holiday Live Booking (HLB)

  • Stores booking information securely
  • Shares necessary information with payment processors
  • Provides us access to manage your booking

  • Processes and delivers automated emails on our behalf regarding:

    • Booking confirmations
    • Payment reminders
    • Stay information updates

Stripe (Payment Processing)

Fasthosts (Email Services)

  • Hosts our email communications
  • Maintains industry-standard security measures
  • Provides secure webmail access
  • Stores emails on secure servers

Mailchimp and SendFox (Marketing)

  • Manage our email marketing subscriptions
  • Both services are GDPR-compliant email marketing platforms
  • They process: email address, name, marketing preferences
  • Mailchimp privacy policy: https://mailchimp.com/legal/privacy/
  • Your data in SendFox is protected under their data processing terms and GDPR compliance measures
  • Our mailing list sign-up form is protected by Google reCAPTCHA to prevent spam
  • Google’s privacy policy (https://policies.google.com/privacy) and terms of service (https://policies.google.com/terms) apply to the reCAPTCHA service

Google Maps

  • We use Google Maps to show our location
  • When you use the map on our website, Google may collect:
    • IP address
    • Location data
    • Usage information
  • This data is subject to Google’s privacy policy: https://policies.google.com/privacy

Your Data Protection Rights

Under UK data protection law, you have important rights regarding your personal information. You can find out more about these rights on the ICO’s website.

Right of Access

  • Request copies of your personal information
  • Ask what information we hold about you
  • Know who we share your information with

Right to Rectification

  • Ask us to correct inaccurate information
  • Complete any incomplete information

Right to Erasure ('Right to be Forgotten')

  • Request deletion of your personal information
  • Note: Some information must be retained to comply with legal obligations

Right to Restrict Processing

  • Limit how we use your information
  • Temporarily stop processing while we verify data accuracy

Right to Object

  • Object to processing based on legitimate interests
  • Stop direct marketing at any time

Right to Data Portability

You can request an electronic copy of certain personal data you’ve provided to us directly

  • This right only applies to:
    • Information you’ve personally provided for your booking
    • Information processed for marketing purposes where you’ve given consent
    • Data that is processed automatically
  • This right is limited to data that can be meaningfully transferred, such as your contact details and marketing preferences

Right to Withdraw Consent

  • Withdraw marketing consent at any time
  • Stop receiving promotional materials

To exercise any of these rights, please contact us using the details below. We will respond within one month. Some exemptions may apply, particularly regarding information that we must keep to comply with legal obligations.

Data Security

We ensure that:

  • Our website uses secure HTTPS encryption
  • We regularly review our third-party providers’ security measures
  • We limit access to personal information to only those who need it
  • In the event of any data breach, we will notify affected individuals and the ICO (Information Commissioner’s Office) as required by law

We maintain strict privacy practises when accessing these platforms and handling customer communications.

Use of Cookies

Our website uses a limited number of cookies to improve your browsing experience. A cookie is a small text file stored by your browser on your device.

Essential Cookies

You cannot opt out of these cookies as they are necessary for the site to work.

  • Required for the website to function properly
  • Enable basic features like page navigation

Functional Cookies

If declined, some features like maps may not be available

  • Provide you with a smoother website experience
  • Remember basic preferences
  • Improve website usability

Third-Party Cookies

A few necessary third-party services on our website also use cookies:

  • Google Analytics – to help us understand how visitors use our website
  • Google reCAPTCHA – to protect our mailing list sign-up from automated spam
  • Google Maps – to show our location
  • Holiday Live Booking system – to process your booking securely

We use CookieYes to manage cookie consent on our website. You can control your cookie preferences through the cookie banner that appears when you first visit our site.

We do NOT use cookies for:

  • Advertising purposes
  • Marketing tracking

For more information about specific cookies used on our site, please refer to our cookie banner or contact us.

Changes to This Policy

We may update this privacy policy occasionally. Any significant changes will be communicated to you via email or a notice on our website.

Contact Information

For any privacy-related queries or to exercise your rights, please contact:

Holiday With Your Dogs

Email: mail@holidaywithyourdogs.co.uk Telephone: 07399 494 164

Complaints

If you are unhappy with how we handle your personal information, you can contact us directly or lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Website: https://ico.org.uk/make-a-complaint/

Updated February 2025

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