Privacy Policy

Privacy Policy for The Alder Barn
Last updated: 01.05.2026

This privacy policy explains how The Alder Barn collects, uses, stores and protects personal data when you use our website, make an enquiry, or book a stay. We are committed to handling personal data in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018.

1. Who we are

The Alder Barn is the controller of the personal data collected through this website and in connection with guest enquiries and stays.

Contact details:
Matt Ellison
c/o New House Farm Clun
Craven Arms, Shropshire, SY7 8NJ

Email: alderbarnclun@gmail.com

If you have any questions about this privacy policy or how we use your personal data, please contact us using the details above.

2. What information we collect

We may collect and process the following personal data:

• Name.
• Email address.
• Phone number.
• Address.
• Enquiry details submitted through our website.
• Booking and stay information, including dates of stay and guest numbers.
• Communication records, such as emails or messages.
• Website usage data, if cookies or analytics are used.
• Any information you voluntarily provide when contacting us.

We do not take direct card payments or deposits on our website. Bookings and payments are handled through Airbnb and Vrbo, and their own privacy policies will apply to information you provide to them directly.

3. How we use your information

We use your personal data for the following purposes:

• To respond to enquiries.
• To show and manage availability.
• To manage bookings and guest stays.
• To communicate with you about your stay.
• To deal with questions, issues or complaints.
• To keep basic business, legal and accounting records.
• To comply with legal obligations.
• To improve our website and services.

We do not send marketing emails.

4. Legal basis for processing

We process personal data under one or more of the following lawful bases:

• Contract: to respond to enquiries and manage bookings and guest stays.
• Legitimate interests: to operate and improve our holiday let business, manage availability, and handle guest communications.
• Legal obligation: to keep records and comply with tax, accounting, or other legal requirements.

Where we rely on legitimate interests, we make sure our use of data is proportionate and does not override your rights.

5. Bookings through Airbnb and Vrbo

If you book The Alder Barn through Airbnb or Vrbo, those platforms will collect and process your personal data under their own terms and privacy notices.

We may receive limited booking details from Airbnb or Vrbo, such as your name, stay dates, and booking reference, so that we can prepare for and manage your stay.

We are not responsible for how Airbnb or Vrbo use your personal data, and we recommend reviewing their privacy policies before making a booking.

6. Cookies and website analytics

Our website may use cookies to help it work properly and to understand how visitors use the site.

If we use non-essential cookies or analytics, we will display a cookie notice or banner where required and ask for your consent before placing those cookies.

You can change cookie settings in your browser at any time.

7. Sharing your information

We do not sell your personal data.

We may share limited personal data with trusted third parties where necessary, including:

• Website hosting providers.
• Website maintenance or booking-related service providers.
• Airbnb and Vrbo, where relevant to your booking.
• Professional advisers such as accountants.
• Legal or regulatory authorities, where required by law.

We only share the minimum information necessary and only where there is a lawful reason to do so.

8. How we store and protect data

We take reasonable steps to protect personal data from loss, misuse, unauthorised access, or disclosure.

This may include password protection, secure email accounts, and limiting access to personal data to those who need it to run the business.

No method of transmission or storage is completely secure, but we take appropriate steps to keep your data safe.

9. How long we keep data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements.

As a general guide:

• Booking-related records may be kept for up to 7 years for tax and accounting purposes.
• Enquiry emails may be kept for a shorter period if they do not lead to a booking.
• Website analytics data will be kept in line with the settings of the relevant service provider.
• Other personal data will be kept only as long as needed for the relevant purpose.

10. Your rights

Under data protection law, you have rights over your personal data, including the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data in some circumstances.
• Object to certain types of processing.
• Restrict certain processing.
• Withdraw consent where consent is the basis for processing.
• Request transfer of your data in some circumstances.

If you want to exercise any of these rights, please contact us using the details above.

11. CCTV or other monitoring

If we use CCTV, smart access systems, or any other monitoring at the property, we will make this clear to guests and explain why it is used.

Any such systems will only be used where appropriate and proportionate, and any recordings will be kept securely and for no longer than necessary.

12. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this website with an updated revision date.

13. Contact and complaints

If you have any questions or concerns about this privacy policy or how we use your personal data, please contact us first using the details above.

You also have the right to complain to the UK Information Commissioner’s Office if you are unhappy with how your personal data has been handled.