Privacy Policy

Who we are

Cedar Hollow (“we”, “us”, “our”) operates this website and the woodland retreats described on it, at Cedar Hollow Oxford in Oxfordshire and Cedar Hollow Dorset. If you have any question about how we handle your information, email hello@cedarhollow.uk or call 074 88 89 45 89.

What we collect

Most of what we hold is shared by you, either when you book or in conversation with our team. Depending on how much you tell us, it may include:

• your name, title and date of birth;
• your home address, email address and phone numbers;
• your job title, employer and work contact details, where you have given them;
• partner or family details, where they are relevant to your stay;
• your contact preferences;
• records of emails, calls, messages and conversations with us;
• your interests, particularly anything you have shared with us during a visit;
• any updates you make to your contact details.

If you use the enquiry form on this website, we receive your name, your email address, your phone number if you choose to give one, the retreat you are asking about, and the message you write. We do not buy personal data from third parties.

The guest register

We are required by South Oxfordshire District Council to keep a record of everyone who stays at our Oxfordshire retreat. That obligation is the reason we ask for guest names even where you have booked on behalf of other people, and it is separate from anything you opt into.

How we use it

Unless you ask us not to, we may use your details to:

• provide the services or information you have asked for;
• answer questions about availability, the retreats and your stay;
• send you updates, newsletters or offers;
• tell you about new experiences and events at our retreats.

We will not send you anything spammy, you can opt out at any time, and we do not sell your information.

Our lawful basis

Under the UK GDPR we rely on:

• Legitimate interests: running our retreats, responding to your enquiry and keeping in touch with guests;
• Contract: where we are taking steps at your request before or during a stay;
• Legal obligation: the guest register described above;
• Consent: for anything you have explicitly opted into.

Analytics and tracking

This website does not run analytics or advertising trackers, and it sets no cookies of its own. Our booking partners' websites do use their own analytics and cookies, so their policies apply once you follow a “check availability” link. The detail of what happens on this site is in our Cookies Policy.

Who else sees it

Enquiries submitted here reach us by email, which means they pass through our website host and our email provider on the way. Those providers process the data on our behalf and are not permitted to use it for their own purposes.

Bookings are completed on our partners' websites, which operate under their own privacy policies. Where you book an experience run by someone else, such as a massage, a private chef or horse riding, that provider will hold the details needed to arrange it.

How long we keep it

We keep correspondence for as long as we need it to deal with your enquiry and any resulting stay, and for a reasonable period afterwards for our records. Guest register entries are kept for as long as the council requires. If you would like your details removed sooner, ask us and we will do it where no legal obligation prevents us.

Your rights

You are in control of your data. You can:

• ask us to stop using it for particular kinds of communication;
• request a copy of what we hold about you;
• update your contact details at any time;
• ask us to correct or erase it, to restrict or object to how we use it, or to send it to you in a portable form.

To do any of these, email hello@cedarhollow.uk and we will help right away.

Links to other websites

This policy applies to Cedar Hollow only. Our site links to other places, including our booking partners, review sites and social media. Once you click away, that site's rules apply, so it is worth reading their policies too.

If you have concerns

If you ever feel something is not right with how your data is handled, contact us first and we will do our best to put it right. If you are not satisfied with our response, you can raise it with the Information Commissioner's Office at ico.org.uk.

Changes to this policy

We may update this policy from time to time to keep it clear and accurate. The version published here is the one that applies, and the date above tells you when it last changed.