Privacy Policy

Who we are

The Farmhouse at Polehanger is a luxury farmhouse accommodation venue located in Central Bedfordshire. We are part of Polehanger Farms Ltd which is registered in England and Wales 00983080.

The business address is: Polehanger Farm, Shefford Road, Meppershall, Shefford, Beds, SG17 5LH

Our website address is: https://thefarmhouse.polehanger.co.uk.

The business website address is https://polehanger.co.uk 

ICO registration number: ZA399236

This privacy policy explains how and why we collect personal data through our website and is effective from 1st October 2022.

If you feel something is not addressed in this Privacy Policy or have further questions, our Data Protection Officer (DPO) can be contacted at andrew@polehanger.co.uk.

What personal data we collect and why we collect it

We work hard to find and introduce new people to The Farmhouse at Polehanger as well as improve the quality of our website. We want to communicate clearly and directly with everyone that visits. To do this we gather data in the following ways:

Contact details

The contact us form generates an email and if you choose to use this it will provide us with your name and email address and any other information you deem necessary when completing that form such as telephone number. We will use this information to respond to your query and follow up with any appropriate actions.

Cookies

This site uses cookies from Google Analytics, please refer to the analytics section.

IP Address

If you simply visit our website, our analytics will record your IP address (your computers unique Internet address)

Embedded content from other websites

Pages on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. Please ensure you are familiar with any privacy policies from these other websites.

Analytics

This site use cookies to analyse user activity in order to improve the website via Google Analytics. This is non-personal data to learn how visitors found our website, what kind of device they’re using, how long they stayed, which pages they visited, etc. This non-personal data is tied to a temporary identifier that is removed after the end of each browsing session. We can use such analysis to gain insights about how to improve the functionality and user experience of the website and therefore provide you, the user with a better browsing experience. 

You can read more on Google’s Privacy Policy here

You can prevent Google Analytics from collecting this information by installing the google opt-out browser addon: https://tools.google.com/dlpage/gaoptout

Who we share your data with

Any data sent to us via email is only seen by us, for the purposes of responding to enquiries and arranging any bookings.

How long we retain your data

Any enquiries that do not generate a booking or further interest will be retained for a period of 12 months.

Any enquiries that do generate bookings or further interest will be retained for a period of 36 months or a period of 24 months after the booking date, whichever is longer.

What rights you have over your data

If you have contacted us or made a booking with us, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we store your data

Our website is hosted by IONOS and the data for the site is stored in the UK. None of your personal data is currently stored on their servers.

As a business we use Microsoft 365 for document storage, email and collaboration, in some instances your personal data may be stored on Microsoft 365 servers, any data stored there is encrypted and controlled by us. Data is stored both in the European Union and the United Kingdom. As part of the United Kingdom leaving the European Union, all data stored within Microsoft 365 for our business will be migrated to United Kingdom locations by July 1, 2022.

Your contact information

When you contact us via the website or directly, we will store your contact information in order to respond to queries or in regards to bookings you may make with us. This could include name, phone number, email address and postal address.

Additional information

How we protect your data

We treat all data with the utmost care and take appropriate steps in compliance with data protection regulation to ensure it is kept safe.

• All data we collect is done so over encrypted connections (https).
• All data is stored in a user controlled and encrypted storage location.
• All systems storing personal data have access logging.

What data breach procedures we have in place

Our systems are designed and implemented in a way that ensures your data is protected to the best of our abilities from unauthorised access or accidental disclosure. 

In the event of a data breach our policies ensure that the breach is reported in a timely and appropriate fashion to the DPO.

What third parties we receive data from

We receive data from the following third parties in relation to potential bookings for The Farmhouse at Polehanger:

•  Cottages.com (Awaze.com)

External links

Our website content includes links to other websites. If you follow any of these links, please be aware that these will each have their own privacy policies that we do not accept any responsibility or liability for. Please always make yourself familiar with specific privacy policies before submitting any information to any website.

Contacting the regulator

For your individual rights under the GDPR please read: https://ico.org.uk/your-data-matters/

While we will make every attempt to rectify any situation, where you feel your data has not been handled appropriately you have the right to contact the regulator. In this case the regulator is the Information commissioner’s office (ICO).

You can contact them on 0303 123 113 or by visiting https://www.ico.org.uk/concerns

Privacy Policy updates

We will occasionally update this Privacy Policy. When changes to this Privacy Policy are posted, the date at the top of this Privacy Policy will be revised.