It is important that you trust us with your information, and we take this very seriously. This is our Privacy Notice and it explains how we collect, use, share and protect your personal data.

1. WHO IS RESPONSIBLE FOR MANAGING MY INFORMATION?
Cotswold Holidays Lettings Limited (we) are responsible for the collection and managing any personal information you submit, or is submitted by others. We will keep your personal details secure and use the information you provide consistently with applicable privacy and data protection laws and the terms of this Privacy Notice. Cotswold Holidays Lettings Limited (company number 09328128) (United Kingdom)(“ Cotswold Holidays Lettings”, “we”, ”us”, “our”) is the registered owner of this website and owns all rights, including the sites’ respective IP, copyrights and trademarks.
Our registered address is: Cotswold Holidays Lettings Limited, Ersanmine, London Lane, Minety, Malmesbury, SN16 9RF.

2. WHAT INFORMATION DO WE COLLECT?
If you choose to make a booking through us or make queries about a potential booking we will collect details that you provide in relation to that booking or query. Information held is likely to include your name, address, payment and other contact details.
To complete your booking, we share your personal information with our subcontractors who are involved in the booking process, such as payment providers, as well as credit reference agencies who we use to assess fraud, credit and/or security risks. We need to process your personal information in this way to enter into and perform the booking contract for the holiday you have booked. If you choose to let your holiday accommodation with us we will collect details such as your name, contact details, bank account details and details regarding the accommodation you wish to let.
We also collect website usage information and do this using “cookies”.

3. HOW DO WE USE YOUR INFORMATION?
We use your personal information to:
Manage your holiday booking or letting
Manage your online accounts
Ensure you can log into your online accounts with us
Understand how to improve our services, for example, to select the best holiday properties and provide the best information and offers
Detect and prevent fraud or abuse of our services
Personalise your online experience – for example, showing you the most suitable holidays properties
Enable the display of the most appropriate adverts on our websites and on other websites and services where we place advertising
Communicate with you, including for example, responding to your emails, messages on social media, web chat requests, handling customer service matters
Process of payments
With your permission, send you relevant marketing information such as details of competitions, special offers and properties we think you will be interested in
Manage competitions, promotions and special offers in which you participate
Make sure our servers and website are operating correctly

4. ON WHAT LEGAL BASIS WILL WE PROCESS YOUR INFORMATION?
We will always process your personal information on lawful grounds and in particular on the grounds set out below:

Performance of a Contract
If you make a booking through us, we will use the details that you give to provide that booking to you. This information is likely to include your name, date of birth, contact details, payment details, information about people travelling with you, information about your booking and any additional information we may need to help meet your specific requirements. If you let your holiday accommodation with us, we will use the information to collect details such as your name, contact details, bank account details and details regarding the accommodation you wish to let us perform our agreement(s) with you.
If you do not provide us with the information set out in this paragraph, then we may not be able to provide the booking or our letting services.

Legitimate Interest
We may use your name and contact details to tell you about our own products and services, which we think may be of interest to you. You can ask us to stop doing so at any time. We may use some of your personal information for statistical purposes when we evaluate our range of services. We may share your email address with Google and/or Facebook (acting as data processors) for them to use on our behalf in connection with the creation of marketing and promotion for us. They may use this to serve targeted advertising/content to you via their platform. You can control what advertisements you receive via the privacy settings on the relevant platform. Google and Facebook may also use socio-demographic information about you to identify other people like you, with similar interests to present our marketing to. This socio-demographic information is not used for any other purpose nor shared with any other party. No information about other individuals identified from these networks is shared with us at any time. We may also share your contact details with our third party review administrator(s) who may contact you to ask for your comments on the accommodation and/or services that have been provided.
The above are done on the basis that they are in the legitimate interest of our company.

Consent
We may ask your consent to share your name and contact details with selected third parties companies so that they can tell you about their products and services. If you agree, we may also pass on your information, in certain cases, for the purposes of conducting a credit check. You can withdraw your consent at any time.

Legal Obligation
We may also disclose your personal data without your permission to the extent that we are required to do so by law or regulation.

5. WHO WILL YOU SHARE MY INFORMATION WITH?
In order to provide you with the products and services that we may offer we may share your information with:
Owners of, or agents for, holiday cottages (if you are making a holiday accommodation booking which is not in ownership by Cotswold Holiday Lettings Limited.)
Individuals who may be renting accommodation from you (if you are a holiday accommodation owner or advertiser)
Credit/debit card companies
We may also disclose your personal data without your permission in connection with any legal proceedings or prospective legal proceedings, and in order to establish, exercise or defend our legal rights.

6. HOW DO YOU MANAGE MY INFORMATION?
We may from time to time appoint a third party service provider/s, to help us manage efficient systems within the business.
We will only transfer your information to service providers who help manage our systems where we are satisfied that this is lawful and that adequate levels of protection are in place to protect the integrity and security of any information being processed and compliance with applicable privacy laws.

7. UPDATING YOUR DETAILS
If you would like to change any of your preferences relating to the way in which we may use your information for direct marketing, then please update your user preferences or send an email to datacompliance@cotswoldholidaylettings.com or by post to: Cotswold Holidays Lettings Limited, Ersanmine, London Lane, Minety, Malmesbury, SN16 9RF. Alternatively you can call on (0) 7973 847 342.

8. HOW LONG DO WE RETAIN YOUR DATA FOR?
Where you have booked a holiday with us, we will retain your data for a period of 7 years for legal purposes, to ensure that we are able to assist you should you have any questions, feedback or issues in connection with a holiday you have purchased from us or if any legal issues arise – For example a VAT issue.
Where we have used your personal information to contact you for marketing communications:
We will contact you at least every 3 years to ensure you are happy to continue receiving electronic communications
Every 5 years to ensure you are happy to continue receiving postal and telephone communications from us where applicable
If you tell us that you no longer wish to receive marketing communications from us, we promise to stop sending them to you.
Where we have processed your data for any other reason (such as where you have contacted us with a question in connection with a potential holiday booking) we will retain your data for 3 years.

9. YOUR RIGHTS
You have the right to ask us at any time:
To confirm whether we hold any of your personal data
To send you a copy of any personal data that we hold about you
To correct any inaccuracies in your personal data and to add relevant details where the personal data we hold is incomplete
To delete (to the extent possible) any of your personal data, where we are required by law to do so
To stop processing your personal data, where we are required by law to do so
To let you have a portable copy of the personal data we hold about you, where we are required by law to do so
To stop processing any of your personal data that we process on the basis of our legitimate interests
To stop sending you marketing material. However please note that we may continue to send you service related (i.e. non-marketing) communications, such as email updates

When we have reached a decision that affects you by processing your personal data automatically then you have the right to speak to someone to discuss that decision. We do not use your personal data for the purpose of profiling.

Where we process your personal data on the basis that you have given us your consent to do so then you may contact us at any time to withdraw your consent.

If you wish to exercise any of these rights, or wish to object to our use of your personal information, please write to us at the address given below:
Data Compliance
Cotswold Holidays Lettings Limited,
Ersanmine, London Lane,
Minety, Malmesbury,
SN16 9RF
United Kingdom
Or by email to: datacompliance@cotswoldholidaylettings.com

10. DOES THE NOTICE APPLY TO LINKED WEBSITES?
Our websites may contain links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy policies.

11. WHEN DO YOU MONITOR TELEPHONE CALLS?
We may from time to time record telephone calls you have with members or our staff for training purposes and to improve the quality of our service.

12. HOW DO WE UPDATE THIS PRIVACY NOTICE?
We keep our privacy notice under regular review and we will place any updates on our webpage.

13. WHO CAN I CONTACT IF I HAVE QUERIES ABOUT THIS PRIVACY NOTICE?
You can also contact us directly if you have any questions about our privacy notice or information we hold about you.
Please write to us at the address given below:
Data Compliance
Cotswold Holidays Lettings Limited,
Ersanmine, London Lane,
Minety, Malmesbury,
SN16 9RF
United Kingdom
Or by email to: datacompliance@cotswoldholidaylettings.com
Or call us on: (0) 7973 847 342

If you are dissatisfied with our handling of any complaint you also have the right to raise concerns with The UK Information Commissioner: https://ico.org.uk

14. COOKIES
We may obtain information about your general internet usage by using a cookie file, which is stored on the hard drive of your computer. Cookies contain information, which is transferred to your computer’s hard drive. They help us to improve our website and to deliver a better and more personalised service. They enable us to:
Estimate our audience size and usage pattern
Store information about your preferences, and so allow us to customise our website according to your individual interests
Speed up your searches
Recognize you when you return to our website
You may refuse to accept cookies by activating the setting on your browser, which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our website.

15. CHANGES
We may make changes to this Privacy Policy by posting the new version on this website.

16. LINKS
Our website may, from time to time, contain links to and from the websites of other persons. If you follow a link to any of these websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for them. Please check those policies before you submit any personal data to those websites.

UPDATED: April 2024