Privacy Statement

Last updated: 8 September 2026

1. Who we are

South Downs Way Bed and Breakfast is operated as a partnership. We are the data controller for personal information that we collect and use in connection with accommodation enquiries, bookings and stays.

Our address is Dyke Lane House, The Street, Poynings, Brighton, BN45 7AQ.

Mike Morgan is the contact for privacy questions, requests and complaints. You can contact him at mike@southdownswaybandb.co.uk.

2. Personal information we collect

Enquiries. When you contact us through our website form, by email or by telephone, we may collect your name, email address, telephone number, the subject of your enquiry and the information contained in your message or call.

Bookings. When you make or discuss a booking, we may collect your name, postal address, email address, telephone number, stay dates, room booked, party size, booking source, arrival time and any other information you choose to provide that is relevant to your stay.

Payments and accounts. We keep payment and transaction records, such as the amount paid, payment date, payment method and booking reference. We do not collect, write down or store full payment card details ourselves.

Reviews. We receive guest reviews through Freetobook. Where a review is displayed on our website, we use the guest’s first name only.

Website information. If you consent to analytics cookies, Google Analytics may collect information about your device and use of our website, such as your IP address, browser and device type, pages visited, approximate location and referring website. We also use technical logs where necessary to operate and protect the website.

3. Where we obtain your information

We receive most information directly from you when you contact us, make a booking, provide an arrival time, pay for a stay or submit a review.

We may also receive booking and contact information from Freetobook and Booking.com. Google Hotels may refer you to a booking service through which your information is then collected. Those services have their own privacy information explaining how they use your data.

4. How and why we use your information

To respond to enquiries and take steps towards a booking. We use contact details and enquiry information to answer questions, provide availability information and arrange a stay. Our lawful bases are taking steps at your request before entering into a contract and our legitimate interests in responding to genuine enquiries.

To administer your booking and stay. We use booking details, contact information, party size and arrival time to confirm and manage your reservation, communicate with you and provide the accommodation. Our lawful basis is performance of our contract with you.

To take and record payments. We process transaction information to take payment, reconcile our accounts, issue records and meet tax and accounting requirements. Our lawful bases are performance of our contract and compliance with legal obligations.

To publish genuine guest feedback. We may display reviews received through Freetobook using first names only. Our lawful basis is our legitimate interest in showing prospective guests genuine feedback about the accommodation.

To operate, secure and improve the website. We use necessary technical information to keep the website secure and functional. With your consent, we use analytics information to understand how visitors use the site. The lawful bases are our legitimate interests in operating and protecting the website and consent for non-essential analytics cookies.

To establish or defend legal claims. Where necessary, we may retain and use relevant records to handle disputes, protect our legal rights or respond to lawful requests. Our lawful basis is legitimate interests or legal obligation, as applicable.

5. Special category information

We do not routinely request or record health, accessibility, allergy, dietary or other special category information. If you choose to provide such information because it is necessary for your stay, we will use only what is needed to respond to your request and will not retain it longer than necessary.

6. Who we share information with

We do not sell personal information and we do not use guest details for unrelated marketing.

We may share or make information available only where necessary to organisations that help us provide and administer the service, including Freetobook, Booking.com, Google Hotels, our card payment provider and bank, Xero, our email provider, and our website hosting, security and support providers. Google processes website analytics information where you have consented to analytics cookies.

These providers process information under their own privacy terms or on our instructions, depending on the service. We may also disclose information where required by law, to protect legal rights, or to assist emergency services when necessary.

7. International transfers

Some service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we rely on appropriate safeguards required by UK data protection law, such as UK adequacy regulations or approved contractual protections.

8. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, tax, accounting and dispute-resolution requirements.

Type of information	Usual retention period
Enquiries that do not become bookings	Up to 12 months after the last contact
Confirmed booking records and paper diary entries	Up to 6 years after the stay, unless a longer period is required for a legal claim
Payment and accounting records	Up to 6 years after the end of the relevant financial year, or longer if legally required
Arrival times and short-lived operational notes	Normally deleted within 30 days after the stay, unless needed for a dispute or legal reason
Published reviews	For as long as the review remains relevant and is displayed, subject to periodic review
Privacy requests and data protection complaints	Up to 3 years after the matter is closed, unless a longer period is needed to establish or defend a claim
Google Analytics event-level data	Up to 14 months, subject to the website’s configured analytics retention setting

9. Cookies and website analytics

Our website uses necessary cookies to operate and remember privacy choices. With your consent, it also uses analytics cookies to help us understand how visitors use the website. You can accept, reject or customise non-essential cookies through the cookie banner and can change your choice later using the cookie settings control.

The website also contains an embedded Google Map. This third-party content should load only after the relevant cookie choice has been made. Please see our separate Cookie Policy for current details of the cookies and services used.

10. Security

We take reasonable technical and organisational measures to protect personal information. Access is restricted to people who need it, and relevant accounts and devices are protected. However, no method of transmission or electronic storage is completely secure.

11. Your data protection rights

Depending on the circumstances, you may have the right to ask us for a copy of your personal information; correct inaccurate or incomplete information; delete information; restrict or object to its use; receive certain information in a portable format; and withdraw consent where processing is based on consent.

Some rights are subject to legal conditions and exemptions. We may need to confirm your identity before acting on a request. There is normally no charge, and we will respond within the time required by data protection law.

To exercise a right, contact Mike Morgan at mike@southdownswaybandb.co.uk.

12. Data protection complaints

If you have a concern or complaint about how we use your personal information, please contact Mike Morgan at mike@southdownswaybandb.co.uk. We will acknowledge a data protection complaint within 30 days, take appropriate steps to investigate it without undue delay, keep you informed where necessary and tell you the outcome without undue delay.

If you remain unhappy, you may complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. The ICO’s website is ico.org.uk and its telephone number is 0303 123 1113.

13. Links to other websites

Our website may link to Freetobook, Booking.com, Google, Facebook and other third-party websites. Those organisations are responsible for their own websites and privacy practices. We recommend reading their privacy information when using their services.

14. Changes to this statement

We may update this Privacy Statement when our services, systems or legal obligations change. The latest version will be published on this website with its updated date.