Last updated: September 2026
At Southwell Retreat, we respect your privacy and are committed to protecting your personal information.
This Privacy Policy explains what information we collect, why we collect it, how we use it and the choices you have when you visit our website, contact us or make a booking.
Who We Are
Southwell Retreat provides luxury glamping accommodation in Nottinghamshire.
If you have any questions about this Privacy Policy or the information we hold about you, you can contact us:
Southwell Retreat
Email: info@southwellretreat.co.uk
Telephone: 07503 111443
Information We Collect
Depending on how you interact with us, we may collect information including:
- your name;
- telephone number and email address;
- information you provide when making an enquiry or arranging a booking directly with us;
- information about your stay and any preferences or requirements you choose to tell us about;
- correspondence between you and Southwell Retreat; and
- technical information about how you use our website, where you have consented to the relevant cookies.
We normally receive personal information directly from you, for example when you contact us, make an enquiry or arrange a stay.
How We Use Your Information
We may use the information we collect to:
- respond to enquiries;
- arrange and manage bookings made directly with us;
- communicate with you before, during or after your stay;
- provide the services you have requested;
- keep appropriate business and financial records;
- improve our accommodation, services and website;
- maintain the security and operation of our website; and
- comply with our legal and regulatory obligations.
We will only use your personal information where we have a lawful reason to do so. Depending on the circumstances, this may be because the information is needed to fulfil a booking or take steps at your request before a booking, because we have a legal obligation, because it is necessary for our legitimate business interests, or because you have given us your consent.
Where we rely on consent, you can withdraw that consent at any time.
Booking and Payment Information
Our website may provide links to external booking websites where you can check availability or make a reservation.
If you choose to make a booking through an external website, your booking and payment information will be collected and processed by that provider in accordance with its own privacy policy and terms.
Southwell Retreat does not take or process online payments through this website.
If you arrange a booking directly with Southwell Retreat by telephone or another agreed method, we will use the information you provide only as necessary to arrange and manage your booking.
Sharing Your Information
We do not sell, rent or trade your personal information.
We may share information with trusted third parties where this is necessary to operate our business or provide the services you have requested. This may include website hosting, booking, payment, IT and other service providers.
We may also disclose information where we are legally required to do so.
Where third-party providers process personal information on our behalf, we expect them to handle it securely and only for the purposes for which it has been provided.
How Long We Keep Your Information
We only keep personal information for as long as it is reasonably required for the purpose for which it was collected, including providing our services, responding to enquiries and meeting our legal, accounting and tax obligations.
The length of time information is retained will therefore depend on the type of information and why we hold it.
When personal information is no longer required, we will securely delete or anonymise it where appropriate.
Website Cookies
Our website uses cookies and similar technologies. Cookies are small files placed on your device that can help a website function correctly, remember preferences and provide information about how the website is being used.
Some cookies are strictly necessary for our website to work and do not require your consent.
Other cookies, including analytics cookies, are non-essential and will only be used where you have given your consent through our cookie consent banner.
When you first visit our website, you can choose whether to accept or reject non-essential cookies and manage your cookie preferences.
You can change or withdraw your cookie choices at any time using the cookie settings available on our website.
Google Analytics
We use Google Analytics to help us understand how visitors use the Southwell Retreat website.
This can provide us with information such as which pages are visited, how visitors find our website, how visitors navigate around the site and the types of devices and browsers being used.
We use this information to monitor website performance and identify ways in which we can improve the experience for our visitors.
Google Analytics uses cookies and similar technologies to collect information about website usage. These are non-essential cookies and will only be used where you have given your consent.
Information collected through Google Analytics may include:
- pages visited and interactions with our website;
- how you arrived at our website;
- approximate geographic information; and
- information about your device, browser and operating system.
We use this information for statistical and website improvement purposes and do not use Google Analytics to intentionally identify individual visitors.
Google processes analytics information in accordance with its own privacy and data protection terms.
Managing Your Cookie Preferences
You can accept, reject or manage non-essential cookies using the cookie controls provided on our website.
You can change your preferences or withdraw your consent at any time by reopening the cookie settings.
You can also control and delete cookies through your web browser settings, although disabling some cookies may affect how certain parts of a website function.
Links to Other Websites
Our website may contain links to other websites that we think may be useful or of interest to our visitors.
Once you follow a link to another website, we do not have control over that website or how it collects and uses your information.
We recommend reviewing the privacy policy of any external website you visit.
Keeping Your Information Secure
We take reasonable steps to protect the personal information we hold and to prevent unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to those who have a legitimate need to use it in connection with our business and services.
Your Data Protection Rights
Under UK data protection law, you have a number of rights in relation to your personal information. Depending on the circumstances, these may include 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 delete your personal information;
- ask us to restrict how your information is used;
- object to certain uses of your personal information;
- ask for certain information to be transferred to you or another organisation; and
- withdraw your consent where we rely on consent to process your information.
Not all of these rights apply in every circumstance.
If you would like to exercise any of these rights, please contact us at info@southwellretreat.co.uk.
We may need to confirm your identity before responding to a request.
Complaints
If you have any concerns about how we use your personal information, please contact us in the first instance and we will do our best to resolve the matter.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time, for example if the way we use personal information changes or there are changes to data protection requirements.
The latest version will always be available on this website, and the date at the top of this page will show when it was last updated.