At Darwin Cottage, we are committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about our guests, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this policy from time to time, and this will be updated on our website www.darwincottage.co.uk and also in our Welcome Folder which can be found in Darwin cottage.
By staying in our cottage, you’re agreeing to be bound by this policy.
Who are we?
Tanya Frisby is responsible for the running of Darwin Cottage, and for collecting and safekeeping of the data provided about our guests.
Who collects the data?
Most of our bookings come from the Wyndham Vacation Rentals Group (Hoseasons, Cottages4you, English Country Cottages, cottages.com and any other subsidiaries of this group). They gather information from guests who book Darwin Cottage when they make a reservation and pass it on to us. They do not provide us with your payment details. Any guests booking with us directly provide us with their details at the time of booking.
How is it collected?
Data from the Wyndham Vacation Rentals Group will either be collected over the telephone or via their websites. Any data that we collect is usually via email or over the telephone. To our knowledge, our website doesn’t have the facility to collect any data about you. If it does, we do not access or use it.
What information do we collect that constitutes personal data?
If you choose to book directly with us, or make enquiries 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, contact details (address, telephone, and email), date of arrival, length of stay, the number of people in your party, and whether or not you need any additional equipment during your stay such as highchair or travel cot. If you decide not to proceed with booking, your details are then securely disposed of immediately.
Why is it being collected?
We collect data about our guests to ensure that they have the best experience when they come to stay.
If you make a booking directly with us, we will use the details that you give to provide that booking to you. If you do not provide us with the information required, then we may not be able to complete the booking process.
How will it be used?
We need to know contact information (usually telephone number or email address) so that we can get in touch before you arrive to let you know the arrival details. We need to know how many people are staying so that the cottage is made up for the right number of guests. We also need to know whether or not you need any other additional equipment during your stay such as travel cot, highchair or stair gates. Other than the guest who has made the booking, we hold no other personal information about the rest of the group.
Who will it be shared with?
In most instances, your data will not be shared with anyone. On the rare occasion that we will be away when you arrive, we may share your telephone number with a third-party so that they can contact you with arrival details, or to arrange to be there to meet you. In previous years, we have usually been able to contact our guests to let them know we have passed on their contact details to a third party. In some instances it may not be possible to contact you beforehand.
We may also share your information with law-enforcement agencies in connection with any investigation to help prevent unlawful activity. To date, this has not been necessary.
We will not share your personal information with any other third parties for marketing or any other purposes.
How long will your personal information be kept?
We will only hold your personal information for the minimum amount of time necessary. We have a system in place to ensure that your information is only stored whilst it is required for the purposes of your stay and to meet legal or tax requirements. Where your information is no longer required, we will ensure it is disposed of or deleted (if in an electronic format) in a secure manner.
We do not use your personal data for the purposes of profiling or marketing. We do not record telephone calls.
During your stay, if you or any of your party show any signs of having the virus then you must immediately go and get tested by contacting https://www.nhs.uk/conditions/coronavirus-covid-19/testing-and-tracing/get-an-antigen-test-to-check-if-you-have-coronavirus/.
We will need you to provide, names, telephone numbers and email addresses of everyone in the party if they live at another address to yourself, so that we can pass this onto the NHS if it is required. This information will not be used for any other reason and will only be retained as long as would be necessary for track and trace purposes. This must be provided at the point of arrival or before.
Any questions regarding this policy should be sent by email to:
or by writing to:
Policy written: 23rd May 2018
Policy revised: 28th June 2020