1. Introduction

Town & Country Collective ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains what personal data we collect, how we use it, and your rights in relation to it.

This policy applies to personal data collected through our website at townandcountrycollective.co.uk, through direct bookings and enquiries, and through your visits to our hotels and café in Wales.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Town & Country Collective is the data controller responsible for your personal data. We operate three hotels and one café based in Wales.

If you have any questions about this Privacy Policy or how we handle your data, please contact us using the details at the end of this document.

3. What Personal Data We Collect

3.1 Information you provide to us

When you make a booking, submit an enquiry, or contact us directly, we may collect:

• Full name
• Email address
• Phone number
• Any association with a third-party company/person your booking is related to
• Postal address
• Payment card details (processed securely - we do not store full card numbers)
• Any association with a third-party company/person your booking is related to
• Dietary requirements, allergies, or accessibility needs (where you choose to share these)
• Special requests or preferences relating to your stay or visit
• Data of birth
• Correspondence you send to us

3.2 Information collected automatically

When you use our website, we may automatically collect certain technical data, including:

• IP address
• Browser type and version
• Pages visited and time spent on the site
• Referring website or source
• Device type and operating system

This information is collected through cookies and similar technologies. Please see Section 9 (Cookies) for further details.

3.3 Information from third parties

If you book through a third-party platform or travel agent, we may receive your booking details from them. We will handle that information in accordance with this policy.

4. How We Use Your Personal Data

We use your personal data for the following purposes:

4.1 To fulfil your booking or reservation

This includes processing your payment, sending confirmation and pre-arrival communications, and managing your stay or visit. The legal basis is the performance of a contract with you.

4.2 To communicate with you

We may contact you to respond to enquiries, resolve issues, or provide information relevant to your booking. The legal basis is our legitimate interests in providing good customer service, or the performance of a contract.

4.3 To comply with legal obligations

We may be required to retain certain records (such as financial transactions) for legal or regulatory purposes. The legal basis is compliance with a legal obligation.

4.4 To improve our services

We may use aggregated or anonymised data to understand how our website and services are used and to make improvements. Where feedback or reviews are provided voluntarily, we may use these to develop our offering.

4.5 Marketing communications

If you have given us your consent, or if we have a legitimate interest to do so under applicable law, we may send you information about offers, news, or events at our properties. You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in any email or by contacting us directly.

5. Special Category Data

In some circumstances, you may share information with us that is classed as 'special category' data under UK GDPR - for example, details about health conditions, disabilities, or dietary requirements related to allergies or religious beliefs.

We will only use such information where you have explicitly provided it and only for the purpose of fulfilling your booking or ensuring your safety and comfort during your visit. We will not use this data for any other purpose.

6. Sharing Your Personal Data

We do not sell your personal data. We may share your data with the following categories of third parties, only where necessary:

• Payment processors, to securely handle transactions
• IT and website service providers, who support the operation of our website and booking systems
• Email and communication platforms used to send booking confirmations and correspondence
• Professional advisers such as accountants or solicitors, where required
• Law enforcement or regulatory authorities, where we are legally required to do so

Any third parties with whom we share data are required to handle it securely and in accordance with applicable data protection law. We do not transfer your personal data outside of the UK or European Economic Area without ensuring appropriate safeguards are in place.

7. How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purposes set out in this policy, or as required by law. In practice, this means:

• Booking records are typically retained for up to 7 years for accounting and legal purposes
• Marketing preferences and contact details are retained until you unsubscribe or request deletion
• Website usage data collected via cookies is retained for the period set out in our cookie settings

When data is no longer needed, it is securely deleted or anonymised.

8. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• The right to access - you can request a copy of the personal data we hold about you
• The right to rectification - you can ask us to correct inaccurate or incomplete data
• The right to erasure - you can ask us to delete your data in certain circumstances
• The right to restrict processing - you can ask us to limit how we use your data
• The right to data portability - you can request your data in a portable format in certain cases
• The right to object - you can object to us processing your data for direct marketing or on the basis of legitimate interests
• Rights related to automated decision-making - we do not carry out solely automated decision-making that has a significant effect on you

To exercise any of these rights, please contact us using the details in Section 11. We will respond within one month of receiving your request. There is no charge for making a request.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk, or by calling 0303 123 1113.

9. Cookies

Our website uses cookies - small text files stored on your device - to help us understand how visitors use our site and to improve your experience.

We use the following types of cookies:

• Essential cookies - necessary for the website to function (e.g. to process a booking)
• Analytics cookies - to understand how visitors use our site (e.g. Google Analytics)
• Preference cookies - to remember your settings and choices

Where cookies require your consent, we will ask for it when you first visit our site. You can manage or withdraw your cookie consent at any time through your browser settings or our cookie preferences tool.

For more information on managing cookies, visit allaboutcookies.org.

10. Security

We take the security of your personal data seriously and have appropriate technical and organisational measures in place to protect it against unauthorised access, loss, or disclosure.

Payments made through our website are processed using secure, encrypted connections. We do not store full payment card details.

While we take all reasonable steps to protect your data, no method of transmission over the internet is entirely secure, and we cannot guarantee absolute security.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The current version will always be available on our website. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how we handle your personal data, please contact us:

Town & Country Collective

Website: townandcountrycollective.co.uk

The Bear Hotel, 63 High Street, Cowbridge, Vale Of Glamorgan, United Kingdom, CF71 7AF

dataprotection@townandcountrycollective.co.uk

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.