Pellingford Brook CL.

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Privacy Policy

Your Privacy at Pellingford Brook CL

Pellingford Brook CL respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information we collect, how we use it and the rights you have under UK data protection law.

Website: pellingfordbrookcl.co.uk
Business: Pellingford Brook CL
Contact email: contact@pellingfordbrookcl.co.uk
Postal address: Meadowlands, Slugwash Lane, Wivelsfield Green, West Sussex, RH177RQ

For data protection purposes, Pellingford Brook CL is the data controller for the personal information described in this policy.

Last updated: 17/07/2026

Information We Collect

We may collect the following information when you make a booking, contact us or use our website:

  • Your name.
  • Home or billing address.
  • Email address.
  • Telephone number.
  • Arrival and departure dates.
  • Motorhome and vehicle details.
  • Number of guests and dogs included in the booking.
  • Booking preferences and special requests.
  • Payment and transaction information.
  • Messages you send through our contact or booking forms.
  • Technical information such as your IP address, browser type and device information.
  • Cookie preferences and website usage information.

Please avoid including sensitive personal or medical information in the Special Requests box unless it is necessary for your stay.

How We Use Your Information

We may use your information to:

  • Process and manage your booking.
  • Confirm availability, payments, arrivals and departures.
  • Contact you about your reservation.
  • Respond to questions or requests.
  • Provide requested extras, including fire-pit hire and firewood.
  • Maintain financial and booking records.
  • Prevent fraud, misuse and security incidents.
  • Improve our website and services.
  • Meet our legal and regulatory responsibilities.
  • Send marketing communications where you have agreed to receive them.

We will not sell your personal information.

Our Lawful Bases

Under UK data protection law, we must have a lawful basis for using your personal information.

We generally rely on:

Contract

We use your information where it is necessary to take steps at your request before a booking or to provide the stay you have booked.

This includes processing reservations, payments, booking changes and guest communications.

Legal Obligation

We may retain or disclose information where required for accounting, taxation, insurance, safety or other legal obligations.

Legitimate Interests

We may use information where reasonably necessary to operate and protect our business, provided your rights do not override those interests.

This may include:

  • Responding to enquiries.
  • Maintaining site and booking security.
  • Preventing fraud.
  • Handling complaints.
  • Improving our services.

Consent

We rely on your consent for optional marketing and for non-essential cookies where consent is required.

You may withdraw your consent at any time.

The ICO requires organisations to identify and communicate the lawful basis used for processing personal data.

Booking and Payment Services

When you make an online booking, your information may be processed through our booking-system provider:

Booking provider: WP Booking System

Online payments may be processed by:

Payment provider: Stripe, PayPal

Payment providers process card or payment information under their own privacy policies. We do not normally receive or store your complete payment-card details.

Who We Share Information With

We may share relevant information with trusted organisations that help us operate the campsite and website, including:

  • Our website host.
  • Our booking-system provider.
  • Payment processors.
  • Email and communication providers.
  • Website maintenance and security providers.
  • Accountants, insurers or professional advisers.
  • Government bodies, regulators or law-enforcement agencies where legally required.

These organisations should only use your information to provide the relevant service or meet a legal requirement.

Some providers may process information outside the United Kingdom. Where this happens, we take reasonable steps to ensure appropriate legal safeguards are used.

How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary.

Our usual retention periods are:

  • Booking and payment records: six years after the relevant financial year.
  • General enquiries: up to 12 months after the enquiry is resolved.
  • Complaints or incident records: 12 months.
  • Marketing information: until you unsubscribe or withdraw consent.
  • Website security logs: 12 months.

We may retain information for longer where required by law or in connection with a legal claim.

Cookies

Our website may use cookies and similar technologies.

Essential Cookies

These cookies are required for functions such as:

  • Website security.
  • Booking-session management.
  • Remembering cookie preferences.
  • Operating forms and payment functions.

Optional Cookies

With your permission, the website may also use cookies for:

  • Website analytics.
  • Embedded maps or videos.
  • Advertising or social-media features.

You should be able to accept, reject or manage optional cookies through the cookie banner or browser settings.

Under PECR, visitors must generally be told about cookies and give prior consent before non-essential cookies are placed. Strictly necessary cookies may be exempt from the consent requirement.

Your cookie banner should therefore offer a genuine Reject optional cookies choice not only an Accept button.

Embedded Content and External Services

Pages on our website may include content or services from third parties, such as:

  • Google Maps.
  • Online booking tools.
  • Payment forms.
  • Videos.
  • Social media content.

These services may collect technical information, use cookies or record how you interact with their content.

Their handling of information is governed by their own privacy policies.

Website Security

We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.

However, no website or internet transmission can be guaranteed to be completely secure.

UK GDPR requires organisations to use security measures appropriate to the risks involved.

Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

  • Ask for a copy of the personal information we hold about you.
  • Ask us to correct inaccurate or incomplete information.
  • Ask us to erase your information.
  • Ask us to restrict how information is used.
  • Object to certain uses of your information.
  • Receive information in a portable format.
  • Withdraw consent where processing is based on consent.
  • Complain to the Information Commissioner’s Office.

Some rights are subject to legal exceptions. For example, we may need to retain booking and payment records to satisfy tax or legal obligations.

The right to object should be made clear, and individuals have a right to request erasure in qualifying circumstances.

To exercise your rights, contact:

Email: contact@pellingfordbrookcl.co.uk
Postal address: Meadowlands, Slugwash Lane, Wivelsfield Green, West Sussex, RH177RQ

We may ask for information needed to confirm your identity.

Complaints

Please contact us first if you have a concern about how we use your personal information, so that we have an opportunity to resolve it.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Changes to This Policy

We may update this Privacy Policy when our services, suppliers or legal responsibilities change.

The latest version will always be published on this page with the updated date.