Privacy Policy

Springwood Studios is committed to protecting your privacy and personal data. This policy explains how we collect, use, store, and protect your information in accordance with UK data protection law (UK GDPR and Data Protection Act 2018).

Last updated: 20 December 2025

Who we are

Data Controller:
Springwood Studios
Midgehole Road
Hebden Bridge
West Yorkshire
HX7 7AA

Contact:
Email: heather@springwoodstudios.co.uk
Phone: 07751 384626

Springwood Studios is the data controller responsible for your personal data.

What information we collect

Information you provide to us

When you enquire about or book accommodation, we collect:

  • Contact details: Name, email address, phone number, postal address

  • Booking details: Arrival and departure dates, number of guests, studio preference

  • Payment information: Bank details for refunds (we do not store credit/debit card information)

  • Special requests: Any specific requirements you tell us about (dietary needs, accessibility requirements, pet information)

  • Correspondence: Any emails, messages, or phone conversations with us

Information we collect automatically

When you visit our website, we may collect:

  • Technical data: IP address, browser type, device type, operating system

  • Usage data: Pages visited, time spent on pages, links clicked

  • Cookies: See our Cookie Policy below for details

Information from third parties

If you book through a third-party platform (such as Airbnb or Booking.com), we receive your booking information from that platform in accordance with their privacy policies.

How we use your information

We use your personal data for the following purposes:

To fulfill your booking (Contractual necessity)

  • Processing your booking and payment

  • Communicating about your stay

  • Providing access to the property

  • Sending pre-arrival information and directions

  • Managing check-in and check-out

To comply with legal obligations

  • Maintaining booking records for tax and accounting purposes

  • Complying with health and safety regulations

  • Responding to lawful requests from authorities

For our legitimate business interests

  • Responding to enquiries and customer service requests

  • Managing complaints and disputes

  • Improving our services based on feedback

  • Maintaining property and safety records

  • Protecting our property and rights

With your consent

  • Sending marketing communications (you can opt out at any time)

  • Using testimonials or reviews (we will always ask permission first)

Legal basis for processing

We process your data under the following legal bases:

  • Contract: To fulfill our booking contract with you

  • Legal obligation: To comply with tax, accounting, and safety laws

  • Legitimate interests: To operate our business effectively and protect our property

  • Consent: For optional marketing communications (you can withdraw consent at any time)

Who we share your information with

We do not sell your personal data. We may share your information with:

Service providers

[CLIENT TO SPECIFY: Any third parties you use]

Common examples:

  • Email service provider: [e.g., Gmail, Outlook] - to send booking confirmations

  • Accounting software: [e.g., QuickBooks, Xero] - for financial records

  • Website hosting: [e.g., Squarespace] - to operate our website

  • Payment processor: [if applicable] - to handle payments securely

All service providers are required to keep your data secure and use it only for the purposes we specify.

Legal requirements

We may disclose your information if required by law, court order, or regulatory authority, or to protect our legal rights.

Property emergencies

In case of emergency (fire, flood, medical emergency), we may need to share your contact details with emergency services, utility companies, or our insurance provider.

How long we keep your data

We retain your personal data for:

  • Active bookings: For the duration of your booking plus [CLIENT TO SPECIFY - e.g., 30 days] after checkout

  • Financial records: [CLIENT TO SPECIFY - typically 6-7 years] from the end of the tax year, as required by HMRC

  • Marketing consent: Until you unsubscribe or we close the business

  • Correspondence: [CLIENT TO SPECIFY - e.g., 2 years] from last contact, unless needed for legal purposes

After these periods, we will securely delete or anonymize your data unless we are required by law to keep it longer.

Your data protection rights

Under UK GDPR, you have the following rights:

Right of access

You can request a copy of the personal data we hold about you.

Right to rectification

You can ask us to correct inaccurate or incomplete data.

Right to erasure ('right to be forgotten')

You can ask us to delete your data in certain circumstances, such as when:

  • It's no longer needed for the purpose we collected it

  • You withdraw your consent (where consent was the legal basis)

  • You object to processing and we have no overriding legitimate grounds

Note: We may not be able to delete data we're required to keep for legal or accounting purposes.

Right to restrict processing

You can ask us to temporarily stop using your data in certain situations.

Right to data portability

You can request your data in a structured, commonly used format to transfer to another service provider.

Right to object

You can object to processing based on legitimate interests or for direct marketing purposes.

Rights related to automated decision making

We do not use automated decision making or profiling.

How to exercise your rights

To exercise any of these rights, contact us at:

Email: heather@springwoodstudios.co.uk
Phone: 07751 384626

We will respond within one month. There is no charge for most requests, but we may charge a reasonable fee for repeated or manifestly unfounded requests.

Data security

We take appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or misuse.

Security measures include:

  • Email security: Password-protected email accounts with two-factor authentication

  • Device security: Password-protected devices with up-to-date antivirus software

  • Physical security: Booking records stored in locked filing cabinets [if applicable]

  • Access control: Only authorized personnel (Heather and Steve Morgan) have access to personal data

  • Secure disposal: Paper records are shredded; electronic data is permanently deleted

International transfers

Your data is stored and processed in the United Kingdom. We do not transfer your data outside the UK except where:

  • You book through an international platform (subject to their privacy policy)

  • You provide consent for a specific transfer

  • It's necessary to fulfill your booking (e.g., if you're traveling from abroad)

Any international transfers will comply with UK GDPR requirements.

Cookies and website tracking

What are cookies

Cookies are small text files placed on your device when you visit our website. They help us understand how you use our site and improve your experience.

Cookies we use

Essential cookies (always active):

  • Session cookies to remember your preferences during your visit

  • Security cookies to protect against fraudulent activity

Analytics cookies (optional):

  • Google Analytics to understand visitor behavior and improve our website

  • These cookies collect anonymous information about pages visited and time spent on site

Marketing cookies (optional with consent):

  • [If applicable] Cookies from social media platforms if you interact with our social media content

Managing cookies

You can control cookies through your browser settings. Most browsers allow you to:

  • See what cookies are stored and delete them individually

  • Block third-party cookies

  • Block all cookies

  • Delete all cookies when you close your browser

Note: Blocking or deleting cookies may affect website functionality.

To learn more about cookies and how to manage them, visit: www.aboutcookies.org

Google Analytics

We use Google Analytics to understand how visitors use our website. Google Analytics uses cookies to collect anonymous information including:

  • Number of visitors

  • Where visitors come from

  • Pages visited

This data is aggregated and anonymous - we cannot identify individual visitors.

To opt out of Google Analytics, install the Google Analytics Opt-out Browser Add-on: tools.google.com/dlpage/gaoptout

Third-party websites

Our website may contain links to third-party websites (such as TripAdvisor, National Trust, local attractions and local businesses). We are not responsible for the privacy practices of these websites. We encourage you to read their privacy policies before providing any personal information.

Marketing communications

How we use your data for marketing

With your consent, we may send you:

  • Availability updates

  • Special offers or seasonal promotions

  • Information about the local area or events

  • Request for reviews or feedback

Opting out

You can unsubscribe from marketing communications at any time by:

  • Clicking the 'unsubscribe' link in any marketing email

  • Emailing us at heather@springwoodstudios.co.uk

  • Calling us on 07751 384626

Note: Even if you opt out of marketing, we will still send you essential communications about your booking.

Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will post any changes on this page with an updated "Last updated" date.

For significant changes, we will notify you by email if we have your contact details.

Questions and complaints

Contact us

If you have questions about this privacy policy or how we handle your data, contact:

Heather Morgan
Springwood Studios
Email: heather@springwoodstudios.co.uk
Phone: 07751 384626

Complaints to the ICO

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe we have not handled your data properly.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: www.ico.org.uk

IMPORTANT LEGAL DISCLAIMER:

This Privacy Policy is provided as a template and should be reviewed by a data protection specialist or solicitor before use. While drafted to comply with UK GDPR and Data Protection Act 2018, it is not a substitute for professional legal advice. Springwood Studios should ensure all statements are accurate for their specific data processing activities and that they comply with current data protection law.