1. Who We Are

Sweetnap Caravans Ltd (company number 10427005) is the data controller for personal data collected through our website at sweetnapcaravans.com and in the course of our business operations. Our registered address is Sweetnap Farm, Witham Friary, Frome, BA11 5HP.

If you have any questions about this policy or how we handle your data, please contact us at info@sweetnapcaravans.com.

2. What Information We Collect

2.1 Information You Provide

We collect personal data that you voluntarily provide to us, including:

Name, email address, and telephone number when you make an enquiry, request a booking, or contact us directly.
Postal address and payment details when processing a booking or hire agreement.
Any additional information you provide in correspondence with us.

2.2 Information Collected Automatically

When you visit our website, we may collect:

Technical data such as your IP address, browser type, operating system, and referring URLs.
Usage data such as pages visited, time spent on the site, and links clicked.
Cookie data, as described in our Cookie Policy.

2.3 Information from Third Parties

We may receive information about you from third parties such as referrals or publicly available sources where we have a legitimate interest in doing so.

3. How We Use Your Information

We use personal data for the following purposes:

To respond to your enquiries and provide information about our caravans and hire services.
To process and manage bookings and hire agreements.
To process payments and manage your account with us.
To send booking confirmations, reminders, and other communications relevant to your hire.
To send marketing communications about our services where you have consented or where we have a legitimate interest.
To improve our website and the services we offer.
To comply with our legal and regulatory obligations.

4. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

Contract: where processing is necessary to fulfil a booking or hire agreement, or to take steps at your request before entering into one.
Legitimate interests: where we have a genuine business reason, such as maintaining customer relationships or improving our services, provided this does not override your rights.
Legal obligation: where processing is required to comply with a legal or regulatory requirement.
Consent: where you have given clear consent, for example to receive marketing communications. You may withdraw consent at any time.

5. Information Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration, or disclosure. These measures include:

Restricting access to personal data to authorised personnel only.
Using secure, encrypted channels for data transmission where appropriate.
Ensuring that any third-party services we use to process payments or manage bookings meet appropriate security standards.

While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. Please contact us promptly if you have any concerns about the security of your information.

6. Data Sharing

We do not sell your personal data. We may share it with:

Third-party service providers who assist us in operating our website or running our business (such as payment processors or booking platforms), under appropriate data processing agreements.
Professional advisers such as accountants or legal advisers, where necessary.
Regulatory or law enforcement authorities where we are legally required to do so.

7. International Transfers

We primarily process and store personal data within the United Kingdom. Where data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

8. Retention

We retain personal data only for as long as is necessary for the purposes set out in this policy. In general:

Booking and customer data is retained for up to seven years following the date of hire, in line with standard UK accounting requirements.
Enquiry data is retained for up to two years if no booking follows.
Marketing consent records are retained until you withdraw consent and for a reasonable period thereafter.

9. Your Rights

Under UK GDPR, you have the following rights:

Access: to request a copy of the personal data we hold about you.
Rectification: to ask us to correct inaccurate or incomplete data.
Erasure: to request deletion of your data in certain circumstances.
Restriction: to ask us to limit how we use your data.
Portability: to receive your data in a structured, machine-readable format.
Objection: to object to processing based on legitimate interests or for direct marketing.
Withdrawal of consent: where processing is based on consent, to withdraw it at any time.

To exercise any of these rights, please contact us at info@sweetnapcaravans.com. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Cookies

Our website uses cookies to improve your experience. You can manage your cookie preferences through the cookie consent tool on our website. For full details, please refer to our Cookie Policy, accessible via the footer at sweetnapcaravans.com.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website. We will notify you of significant changes where we hold your contact details.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Sweetnap Caravans Ltd

Sweetnap Farm, Witham Friary, Frome, BA11 5HP

Email: sweetnapcaravans@outlook.com