Your booking information.

What we collect and why

We collect the lead guest’s name, email, telephone number, vehicle registration, guest numbers, accommodation, dates, payment status and any arrival or group notes you choose to provide. We use this to arrange and manage your booking, process changes and refunds, send booking confirmations and arrival reminders, record check in and respond to questions. This processing is necessary for your booking contract or steps you ask us to take before booking.

We retain a limited booking history so we can recognise returning guests and find previous booking arrangements, based on our legitimate interest in providing a consistent service. The optional “How did you hear about us?” answer helps us understand where guests find us. You can leave it blank. A booking does not subscribe you to marketing emails.

Stripe handles your payment details. This booking application stores payment and refund references and amounts, rather than your full card number or security code. Please avoid adding sensitive medical or other unnecessary personal information to free text notes.

Who helps provide the service

The booking system is hosted using OpenAI’s Sites service and its infrastructure providers, including Cloudflare. Stripe provides payments and refunds. Resend delivers booking emails. The campsite owner receives a copy of your booking confirmation so we can manage your stay. Our main information website is hosted by Wix.

These providers may process information outside the UK, including in the United States. OpenAI’s Sites data processing terms provide for UK transfer safeguards using Standard Contractual Clauses with the UK Addendum. Resend’s terms provide Standard Contractual Clauses and participation in the Data Privacy Framework including its UK Extension. Stripe describes its processing roles and transfer arrangements in its privacy information.

• OpenAI Sites data processing terms
• OpenAI infrastructure providers
• Resend data protection information
• Stripe privacy information

Operational lists and emergency contacts

Our public self check in sheet contains only the lead guest surname, number of nights and a tick box. Internal departure and overnight lists contain the contact and stay details needed by campsite staff. Emergency contact details, if supplied, are used for urgent contact during the stay. Please tell your nominated contact you have shared their details with us. Internal lists are kept private and outdated printed copies should be disposed of securely.

Keeping records

We review personal booking details after 24 months from departure. We remove information we no longer need. We may retain information longer where necessary for accounting, a dispute or another legal obligation, recording the reason. Removing contact details from the booking application does not automatically remove records already held in email accounts or by payment and hosting providers; relevant requests are reviewed across those services too.

Optional booking analytics

If you allow analytics, we use Google Analytics with our main website’s measurement property to understand visits, booking steps and confirmed booking value, including the accommodation booked. We do not send your name, email, telephone number, vehicle registration, notes or private booking link. We send an opaque booking reference to avoid counting the same purchase twice. Booking value includes any refundable dog deposit; these reports are not net income or accounting records.

Analytics cookies use the hennockhideaways.co.uk domain so a consented visit can continue between our main website and booking system. Google may process this information outside the UK. You can allow or decline analytics and change your choice using “Analytics preferences” on the booking or manage booking page. We remember this choice for six months. Declining does not affect booking. Temporary browser storage helps avoid duplicate purchase events. Google privacy information.

Your choices and rights

You can ask to access or correct your personal information, or request erasure, restriction, portability or object to processing where those rights apply. We may need to verify your identity and some information may need to be retained for a legal reason. Contact info@hennockhideaways.co.uk. You can also raise a concern with the Information Commissioner’s Office.

Your private booking link gives access to that booking. Keep it safe. The application uses browser session storage to remember your private link when you return from Stripe payment. Hosting, sign in and payment providers may use essential security or payment cookies.