PRIVACY POLICY
Last updated: 09/08/26
1. Introduction
We are committed to protecting and respecting your privacy and handling your personal information responsibly, securely and transparently.
This Privacy Policy explains how Costal Stays Ltd. T/ A West Bay Retreats(“we”, “us” or “our”) collects, uses, stores and protects your personal information when you visit our website, make an enquiry, request or make a booking, stay at our holiday accommodation, or otherwise communicate with us.
For the purposes of UK data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, the Data Controller is:
Costal Stays LTD
Property: West Bay Retreats West Bay, Dorset, DT6 4HE
Correspondence Address:
Janay Sec Suite 2 Unit 2 Bradburys Court, Lyon Road, Harrow, Middlesex, United Kingdom, HA1 2BYNUMBER]
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2. Information We May Collect
Depending upon how you interact with us, we may collect and process the following information.
Identity Information
Including:
* Full name
* Names of other guests included within a booking
* Ages of children where relevant to the booking
Contact Information
Including:
* Home address
* Postcode
* Email address
* Telephone/mobile number
Booking Information
Including:
* Arrival and departure dates
* Number of guests
* Names of guests
* Special requests or requirements
* Booking history
* Correspondence relating to your booking
Vehicle Information
Where parking is requested, we may collect:
* Vehicle registration number
* Vehicle make/model
Payment Information
Payments may be processed through a third-party payment provider.
We do not normally receive or retain your complete credit or debit card details where payments are processed by an independent secure payment provider.
We may retain information relating to the payment, such as:
* Amount paid
* Date of payment
* Payment status
* Transaction or booking reference
* Refund information
Your payment provider will process your payment information in accordance with its own privacy policy and security arrangements.
Emergency Contact Information
Where requested, we may collect the name, relationship and telephone number of an emergency contact nominated by the Lead Guest.
The Lead Guest is responsible for ensuring that they have an appropriate basis for providing another person’s contact details to us.
Communications
We may retain correspondence between you and us, including:
* Emails
* Website enquiries
* Booking enquiries
* Complaints
* Feedback
* Requests and other communications
Technical Information
When you use our website, certain technical information may be collected automatically, including:
* IP address
* Browser type
* Device information
* Pages visited
* Date and time of visits
* Cookie information
Please refer to our Cookie Policy for further information.
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3. How We Collect Your Information
We may obtain personal information:
* Directly from you when you make an enquiry or booking
* Through our website
* By telephone or email
* Through third-party booking platforms
* Through holiday letting agents or property management companies acting on our behalf
* Through payment providers
* When you stay at the property
* When you communicate with us before, during or after your stay
If you book through a third-party platform such as Airbnb or Booking.com, that organisation will also process your personal information under its own privacy policy.
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4. Why We Use Your Personal Information
We only use personal information where we have a lawful basis for doing so.
To Perform Our Contract With You
We may process your information to:
* Process and administer your booking
* Take or record payments
* Provide booking confirmations
* Communicate check-in and check-out information
* Provide information about your stay
* Manage cancellations, amendments and refunds
* Provide the accommodation and services you have booked
* Respond to problems arising during your stay
Legitimate Interests
Where necessary for our legitimate business interests, provided those interests are not overridden by your rights, we may process information to:
* Respond to enquiries
* Manage and improve our holiday accommodation
* Maintain appropriate booking and guest records
* Prevent or investigate fraud
* Protect our property
* Manage damage or loss claims
* Resolve disputes and complaints
* Maintain the security of our website and booking systems
* Establish, exercise or defend legal claims
Legal Obligations
We may process or retain information where necessary to comply with legal, regulatory, accounting or taxation requirements.
Consent
Where we rely upon your consent – for example, for certain forms of direct electronic marketing – you may withdraw that consent at any time.
Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.
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5. Marketing Communications
We will not automatically add you to a marketing mailing list simply because you have made an enquiry or booking.
Where required, we will obtain your consent separately.
If you choose to receive marketing communications, we may occasionally contact you regarding:
* Future availability
* Special offers
* Returning guest promotions
* News and information relating to the property
You can unsubscribe at any time by using the unsubscribe facility contained within the communication or by contacting us.
We will not sell your personal information to third parties for marketing purposes.
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6. Sharing Your Information
We may share relevant personal information with trusted organisations where reasonably necessary to administer your booking or operate the holiday accommodation.
These may include:
* Website and booking system providers
* Payment processors
* Property management providers
* Cleaning or maintenance providers where necessary
* Accountants and professional advisers
* Insurance providers
* IT and website support providers
* Email and communications providers
* Government, regulatory, law enforcement or taxation authorities where legally required
We will only provide information that is reasonably necessary for the relevant purpose.
Where third parties process personal information on our behalf, we will take reasonable steps to ensure appropriate data protection arrangements are in place.
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7. Third-Party Booking Platforms
Our accommodation may be advertised through third-party booking services such as Airbnb, Booking.com or other holiday accommodation platforms.
Where you make a booking through one of these services, the relevant platform may separately collect and process your personal information.
Their processing is governed by their own privacy policies and terms.
We recommend reviewing the privacy policy of any third-party platform through which you make a booking.
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8. International Transfers
Some of the service providers we use may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure that appropriate safeguards required by applicable UK data protection legislation are in place.
These may include transfers to countries recognised as providing an adequate level of protection or the use of approved contractual safeguards.
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9. How Long We Keep Your Information
We will not retain personal information for longer than reasonably necessary.
Retention periods will depend upon the nature of the information, the reason it was collected and any applicable legal, accounting, taxation, insurance or contractual requirements.
Booking and financial records may need to be retained for several years after a booking has concluded.
Information that is no longer required will be securely deleted, destroyed or anonymised as appropriate.
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10. Security
We take reasonable technical and organisational measures to protect personal information against:
* Unauthorised access
* Accidental loss
* Misuse
* Alteration
* Disclosure
* Destruction
Where payments are taken online, we recommend using a recognised secure payment provider so that complete payment card information is not stored directly by us or on the holiday accommodation website.
However, no internet-based system can be guaranteed to be completely secure.
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11. Cookies
Our website may use cookies and similar technologies.
Cookies may be required for functions such as:
* Website operation
* Booking functionality
* Remembering user preferences
* Website analytics
* Security
* Payment processing
Where legally required, non-essential cookies will not be placed on your device without your consent.
Further information should be provided in our separate Cookie Policy and through the website’s cookie consent facility.
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12. Your Data Protection Rights
Depending upon the circumstances, UK data protection legislation provides you with a number of rights regarding your personal information.
These may include the right to:
* Request access to personal information we hold about you
* Request correction of inaccurate or incomplete information
* Request deletion of your information in certain circumstances
* Request restriction of processing
* Object to certain types of processing
* Request transfer of certain information to you or another organisation
* Withdraw consent where processing is based upon consent
These rights are not absolute and may be subject to legal exceptions.
To exercise any of these rights, please contact us using the details contained within this Privacy Policy.
We may need to verify your identity before responding to a request.
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13. Complaints
If you have concerns about how we handle your personal information, please contact us first so that we have the opportunity to investigate and resolve the matter.
You also have the right to complain to the UK’s independent data protection regulator, the:
Information Commissioner’s Office (ICO)
Further information about your data protection rights and how to make a complaint is available from the ICO.
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14. Children’s Information
Our accommodation may be booked for family holidays and therefore information about children may occasionally be included within a booking.
Bookings must be made by an adult.
We will only request information concerning children where reasonably necessary for administering the booking, occupancy or accommodation requirements.
We do not knowingly use children’s personal information for direct marketing.
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15. Links to Other Websites
Our website may contain links to third-party websites, attractions, restaurants, booking platforms or other services.
We are not responsible for the privacy practices of independent third-party websites.
We recommend reviewing their privacy policies before providing personal information.
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16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, website, booking arrangements, service providers or legal obligations.
The latest version will be published on our website and the “Last updated” date at the beginning of this policy will be amended accordingly.
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17. Contact Us
If you have any questions regarding this Privacy Policy or how your personal information is handled, please contact:
Costal Stays LTD
Correspondence Address:
Janay Sec Suite 2 Unit 2 Bradburys Court, Lyon Road, Harrow, Middlesex, United Kingdom, HA1 2BY