Privacy Policy

Last updated: 03/11/2025

1. Introduction

The FLOWERPOT ("we", "us", or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you make an enquiry or booking with us for our holiday home rental, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect the following types of personal data:

a. When you make an enquiry:

• Your name
   
• Your email address
   
• Your phone number
   
• Any other details you choose to provide about your stay (e.g. dates, number of guests, special requests)
   

b. When confirming a booking:

• Proof of identity (e.g. a photo of your passport or driving licence)
  This is used solely to verify your booking and ensure guest security.
   

We do not collect or request any financial information directly unless payments are made through our own systems. If a third-party platform (e.g. Airbnb, Booking.com, etc.) processes your booking, their privacy policy will apply.

3. How We Use Your Information

We use your personal data only for the following purposes:

• To respond to your enquiry
   
• To process and confirm your booking
   
• To verify your identity before your stay (for security and insurance purposes)
   
• To communicate with you before, during, and after your stay
   
• To comply with legal obligations (e.g. tax or visitor record-keeping requirements)
   

We do not sell, share, or distribute your data to third parties, except where necessary to provide our services (for example, sharing limited information with our property manager or cleaner to prepare for your arrival).

4. Lawful Basis For Processing

Under the UK GDPR, we rely on the following lawful bases to process your data:

• Legitimate interest – to respond to your enquiry and manage your booking.
   
• Contract – to fulfil our obligations once a booking is confirmed.
   
• Legal obligation – where we must retain information for tax, insurance, or record-keeping purposes.
   
• Consent – if you voluntarily provide additional information or agree to receive marketing communications (if applicable).
   

5. Data Retention

We keep your personal data only for as long as necessary to:

• Manage your enquiry or booking
   
• Comply with any legal or insurance requirements
   

In general:

• Enquiry details are deleted within 6 months if no booking is made.
   
• Booking records and proof of ID are securely deleted within 12 months after your stay, unless we are legally required to retain them longer (for example, for tax purposes).
   

6. Data Security

We take appropriate technical and organisational measures to protect your data, including:

• Secure, password-protected systems and devices
   
• Encryption or secure storage of digital ID documents
   
• Limited access by authorised personnel only
   

Proof of ID is stored securely and deleted once it is no longer needed for verification or legal purposes.

7. Your Rights

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you
   
• Rectify any incorrect or incomplete data
   
• Request erasure of your data where applicable
   
• Restrict or object to processing in certain circumstances
   
• Request data portability to another service provider
   

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

8. Sharing Your Information

We will only share your data where necessary, for example:

• With third-party booking platforms if you book through them
   
• With trusted service providers who help manage or maintain the property (e.g. cleaning or maintenance staff), where relevant to your stay
   

All third parties we work with are required to respect your data and comply with data protection law.

9. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at:

The Flowerpot
Email: Mandi@flowerpotstay.co.uk
Website: www.flowerpotstay.co.uk

Address:  The Flower Pot, White Pit, Way LN13 0AZ 

10. Complaints

If you have any concerns about our use of your data, please contact us first so we can resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection authority:
https://www.ico.org.uk

Would you like me to create a short “Privacy Notice” version as well — the one that can appear near your enquiry or booking form (summarising key points like data use, ID collection, and contact rights)? It’s often a good idea to have that visible at the point of data collection for full UK GDPR compliance.