Legal

Privacy Policy

Last updated: 12 June 2026

This Privacy Policy explains how Mae Cotswolds Ltd ("Mae Cotswolds", "we", "us", "our") collects, uses and protects personal data when you visit our website, contact us, or stay in one of our properties. We are committed to handling your information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

Mae Cotswolds Ltd is a private limited company registered in England and Wales (Companies House registration number 17261872), based in Moreton-in-Marsh, Gloucestershire. We act as the data controller for the personal data described in this policy.

For any data protection enquiry, contact us at hello@maecotswolds.co.uk.

2. What personal data we collect

  • Information you give us directly — for example your name, email address, telephone number, and the content of any enquiry you send us about a property, a stay, or our services.
  • Booking and stay information — names of guests, dates of stay, special requests, and any correspondence relating to your booking.
  • Technical information collected automatically — your IP address, device type, browser, referring page, and pages you view on our website. This data is used in aggregate to keep the site secure and to understand how it is used.

We do not knowingly collect special category data (such as health data) and ask that you do not send it to us unless strictly necessary.

3. Lawful bases for processing

We rely on the following lawful bases under Article 6 of the UK GDPR:

  • Contract — to manage bookings, accommodation stays and property-related agreements you enter into with us.
  • Legitimate interests — to respond to enquiries, keep our website secure, prevent fraud, and manage our day-to-day operations in a sensible way. Where we rely on legitimate interests we balance them against your rights and freedoms.
  • Legal obligation — to keep accounting, tax and regulatory records required by HMRC and other UK authorities.
  • Consent — where you have given us specific consent, for example to send you marketing or to use non-essential cookies. You can withdraw consent at any time.

4. How we use your personal data

  • To respond to enquiries you send us and to provide information you ask for.
  • To arrange, manage and follow up on accommodation stays and bookings.
  • To keep records required for accounting, tax and other legal purposes.
  • To maintain the security and reliability of our website and protect against fraud.
  • To improve our website, services and the way we communicate with guests.

5. Who we share your data with

We do not sell your personal data. We share it only with trusted parties who help us run our business, including:

  • Our website hosting and content delivery providers.
  • Our email service provider, used to send and receive correspondence.
  • Our accountants and professional advisers, where necessary.
  • HMRC, regulators, or law enforcement when required by law.
  • Booking and channel-management platforms that you may have used to make a reservation, where applicable.

All providers are required to handle your data securely and to use it only for the purposes we have instructed.

6. International transfers

Some of our service providers may process your personal data outside the United Kingdom or European Economic Area. Where this happens we rely on appropriate safeguards such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries the UK Government has determined to provide adequate protection.

7. How long we keep your data

  • General enquiries — up to 24 months from your last contact, then deleted.
  • Booking and financial records — at least 6 years from the end of the relevant accounting period, to comply with HMRC requirements.
  • Marketing consent records — until you withdraw consent or for as long as we continue to send you marketing communications.
  • Website logs — typically retained for short periods to support security and diagnostics.

8. Your rights

Under the UK GDPR you have the right to:

  • Be informed about how we use your personal data (this policy).
  • Request access to a copy of the personal data we hold about you.
  • Ask us to correct inaccurate or incomplete personal data.
  • Ask us to delete personal data where we no longer have a lawful basis to keep it.
  • Ask us to restrict or object to certain processing.
  • Request data portability for information you have provided to us.
  • Withdraw consent at any time, where consent is our lawful basis.

To exercise any of these rights, email hello@maecotswolds.co.uk. We will respond within one month and may need to verify your identity.

9. Complaints

We hope to resolve any concerns directly, but you have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Helpline: 0303 123 1113.
Website: ico.org.uk/make-a-complaint.

10. Security

We use reasonable technical and organisational measures to protect your personal data, including encryption in transit (HTTPS), access controls, and trusted service providers. No system is completely secure, but we take our responsibilities seriously and will tell you and the ICO about any breach where the law requires us to do so.

11. Children

Our website and services are not directed at children under 18, and we do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

12. Cookies

For details about how we use cookies and similar technologies, please see our Cookie Policy.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or the law. The "last updated" date at the top of this page shows when the most recent changes were made. Material changes will be highlighted on this page.

14. Contact

Mae Cotswolds Ltd
Moreton-in-Marsh, Gloucestershire, United Kingdom
Email: hello@maecotswolds.co.uk
Companies House: 17261872