Privacy Policy

1. Data Controller

We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We may collect the following categories of personal data:

• Full name and contact details (email address, telephone number, postal address)
• Payment and billing information
• Booking dates, number of guests and any special requirements
• Identification documents (where required by law)
• Communications between you and us (emails, messages, enquiry forms)
• Information provided via third-party booking platforms (Airbnb, VRBO, Coolstays, Smoobu)
• Vehicle registration (for parking purposes)
• CCTV footage of exterior areas (for security purposes only)

3. How We Use Your Data

• To manage and confirm your booking
• To communicate with you before, during and after your stay
• To process payments and provide invoices
• To comply with legal and regulatory obligations
• To respond to enquiries, including event hosting requests
• To send you information about future availability or offers (only with your consent)
• To maintain the security and safety of our property

4. Lawful Basis for Processing

Contract: Processing necessary to fulfil your booking and provide accommodation.

Legitimate interests: Property security (CCTV), responding to enquiries, preventing fraud.

Legal obligation: Compliance with tax, accounting and local authority requirements.

Consent: Marketing communications — you may withdraw consent at any time.

5. Who We Share Your Data With

• Payment processors (Stripe, PayPal) to process transactions securely
• Booking platforms (Airbnb, VRBO, Coolstays) where your booking originated
• Smoobu — our property management and booking software provider
• Cleaning and maintenance providers (limited to name and booking dates only)
• HMRC and local authorities where required by law
• Professional advisers (accountants, legal counsel) as necessary

We will never sell your personal data to third parties.

6. Data Retention

Booking and guest records: 6 years from the date of your stay (for tax and legal purposes).

Marketing consent records: Until you withdraw consent.

CCTV footage: Automatically overwritten after 30 days unless required for an incident.

Enquiry correspondence: 12 months from last contact.

7. Your Rights

Under the UK GDPR, you have the following rights:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate or incomplete data
• Erasure — request deletion of your data (subject to legal retention requirements)
• Restriction — request we limit how we use your data
• Portability — request your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests or for marketing
• Withdraw consent — where processing is based on consent, withdraw at any time

To exercise any of these rights, please contact us at info@owerquay.com. We will respond within one month.

8. Cookies & Website Tracking

Our website may use essential cookies to enable the booking system to function. We do not use tracking or advertising cookies. Third-party embedded tools (such as the Smoobu booking engine) may set their own cookies — please refer to their respective privacy policies.

9. International Transfers

Your data is primarily stored and processed within the United Kingdom and European Economic Area. Where data is processed outside the UK/EEA (e.g. by booking platform providers), we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

10. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. Payment information is processed securely through PCI-compliant payment providers and is never stored by us directly.

11. Children

We do not knowingly collect personal data from children under 16. Where a booking includes children, we collect only the information provided by the booking adult.

12. CCTV

External CCTV cameras operate at the property for security purposes. Cameras do not cover private areas inside the cottage. Signage is displayed on the property. Footage is stored securely and automatically overwritten after 30 days.

13. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on our website. We encourage you to review this policy periodically.

14. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):