Privacy Policy
Effective Date: 18.09.2025
Your privacy is important to us. This policy explains how we collect, use, and protect your personal information when you use our services, whether for holiday accommodation or events like weddings.
Who We Are
We are Capheaton and Chollerton Estates, and Mr and Mrs Browne-Swinburne Partnership, a small business providing self-catering accommodation and wedding venue services in the UK.
If you have any questions about this policy, you can contact us at:
• Email: estateoffice@capheatonhall.co.uk
• Phone: 0191 375 8152
What Information We Collect
We may collect the following types of personal information:
• Contact Details: Your name, email address, phone number, and postal address.
• Booking Information: Dates, preferences, and details related to your stay or event.
• Payment Details: We do not store your full card details. Payments are processed securely via Opayo (payment gateway) and Elavon (merchant provider). We only see the last 4 digits of your card number for reference.
• Communication History: Emails, messages, or calls between us.
• Special Requests: Any additional details you provide for dietary, accessibility, or other requirements.
How We Use Your Information
We use your information for the following purposes:
1. To Manage Your Booking: To confirm and process your accommodation or event booking via our booking system (SuperControl).
2. Customer Service: To answer your questions or provide assistance.
3. Accounting and Tax Compliance: We export booking details (guest name, address, booking number, dates of stay, and amount paid) into our accounting software (Xero). We also maintain a secure internal spreadsheet with guest name, booking number, amount received, and dates of stay to evidence occupancy levels for HMRC.
4. Operational Requirements: We may share a redacted version of the spreadsheet (guest name and dates of stay only) with trusted contractors such as the cleaning company we use and our gardeners so work can be scheduled without disturbing guests.
5. Marketing (With Consent): To send you special offers or updates about our services. You can opt out at any time.
6. Legal Obligations: To comply with tax, accounting, and other legal requirements.
How We Protect Your Information
We take your privacy seriously and use the following safeguards:
• Secure Storage: Your information is stored on encrypted systems.
• Limited Access: Only authorised team members can access your data.
• Third-Party Providers: We only use trusted services such as SuperControl (bookings), Opayo/Elavon (payments), and Xero (accounting), all of which meet strict security standards.
How Long We Keep Your Information
We only keep your personal information for as long as necessary:
• Bookings and Transactions: Up to 7 years, as required by UK tax law.
• Marketing Records: Until you opt out or withdraw your consent.
• Enquiries: For up to 12 months if you don’t make a booking.
• Operational Spreadsheets: Updated regularly; older versions are securely deleted when no longer needed.
Sharing Your Information
We do not sell your information to third parties. However, we may share your data with:
• Service Providers: For example, SuperControl (booking management), Opayo/Elavon (payment processing), and Xero (accounting).
• Trusted Contractors: For example, cleaners and our gardening staff who receive a redacted spreadsheet showing guest names and stay dates only, so they can work around bookings.
• Legal Authorities: If required to do so by law.
Your Rights
You have rights under UK GDPR, including:
• Access: You can ask for a copy of the information we hold about you.
• Correction: You can ask us to correct inaccurate or incomplete information.
• Deletion: You can request that we delete your information, where legally permissible.
• Objection: You can object to certain uses of your information, such as marketing.
To exercise your rights, contact us at estateoffice@capheatonhall.co.uk. We will respond within one month.
Cookies and Website Tracking
Our website uses cookies to improve your experience. Cookies are small files stored on your device. You can manage your cookie preferences in your browser settings.
Updates to This Policy
We may update this policy occasionally to reflect changes in our practices or legal requirements. The latest version will always be available on our website.
Contact Us
If you have any concerns about how we handle your data, please contact us:
• Email: estateoffice@capheatonhall.co.uk
• Phone: 0191 375 8152
You can also report concerns to the Information Commissioner’s Office (ICO) at www.ico.org.uk.