Privacy Policy

Great Ashley Farm
Last updated: 26 October 2026

1. Introduction

Great Ashley Farm is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry or book accommodation with us.

We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and relevant electronic communications and privacy legislation.

Our website is: https://www.greatashley.co.uk/

2. Who We Are

Great Ashley Farm provides holiday accommodation near Bradford-on-Avon, Wiltshire, including Wisteria End holiday cottage and our shepherd’s huts, The Tup and The Teaser.

Data controller: Helen Rawlings, trading as Great Ashley Farm

Address: Great Ashley Farm, Bradford-on-Avon, Wiltshire, BA15 2PP, United Kingdom.

Telephone: 07909 971319

Email: [email protected]

For questions about this Privacy Policy or how your personal information is handled, please contact us using the details above.

3. Information We Collect

Depending on how you interact with us, we may collect the following information:

Personal and contact information

  • Your name.

  • Email address.

  • Telephone number.

  • Postal or billing address, where required.

Booking and accommodation information

  • Arrival and departure dates.

  • Accommodation selected.

  • Number of guests.

  • Booking correspondence and preferences.

  • Information you voluntarily provide about your stay or any special requirements.

Payment and transaction information

  • Payment amounts, dates and transaction references.

  • Booking deposits, balances and refunds.

  • Payment details processed by our payment provider, where applicable.

Website and technical information

  • IP address.

  • Browser type and device information.

  • Website usage information.

  • Cookie preferences.

  • Pages visited and technical information needed to operate and secure the website.

Communications

  • Enquiries submitted through our website.

  • Emails, telephone enquiries and other correspondence.

  • Feedback or reviews you choose to provide.

We ask that you only provide personal information that is necessary for your enquiry or booking. If you share sensitive information, such as health or accessibility requirements, we will handle it with additional care and only use it where we have an appropriate lawful basis and, where necessary, an additional legal condition.

4. How We Use Your Information

We use personal information for the following purposes:

Purpose Lawful basis
Responding to accommodation enquiries Legitimate interests or steps requested before entering a contract
Processing and managing bookings Performance of a contract or steps before entering a contract
Communicating about your stay Performance of a contract
Processing payments and refunds Performance of a contract
Maintaining financial and tax records Legal obligation
Handling complaints and resolving disputes Legitimate interests, contract or legal obligation, as appropriate
Maintaining website security and preventing misuse Legitimate interests
Operating essential website functions Legitimate interests or contract, as appropriate
Using non-essential analytics or advertising cookies Consent where required
Sending optional promotional emails Consent or another lawful basis where legally permitted

 

Where we rely on legitimate interests, these include responding to enquiries, operating and improving our accommodation business, maintaining security and protecting our legal rights. We consider whether those interests are overridden by your rights and freedoms.

We do not use personal information for purposes that are incompatible with those described in this policy without an appropriate legal basis.

5. Accommodation Bookings

When you enquire about or book accommodation at Great Ashley Farm, we use the information you provide to:

  • Check availability.

  • Confirm and administer your booking.

  • Arrange payments and refunds.

  • Provide arrival instructions and information about your accommodation.

  • Respond to requests before, during or after your stay.

  • Maintain records necessary for business, accounting and legal purposes.

Certain information, such as your name, contact details and booking dates, is necessary to arrange your stay. Without it, we may be unable to complete your booking.

If you book through a third-party accommodation platform, that provider may collect and process your information under its own privacy policy. We may receive the details necessary to manage your reservation.

6. Payments

Payments are processed using secure third-party payment services or other payment methods accepted by Great Ashley Farm.

Where a third-party payment provider is used, it may process payment card information, transaction details and fraud-prevention information in accordance with its own privacy notice.

Great Ashley Farm does not collect or store guests’ full credit or debit card details. Payment information is handled by the payment provider in accordance with its own privacy policy and security procedures.

We may retain payment confirmations, transaction references and other relevant financial records for booking administration, accounting and legal purposes.

7. Contact Forms, Emails and Telephone Enquiries

When you contact us through our website, by email or by telephone, we use the information you provide to respond to your enquiry and provide the assistance requested.

We may retain correspondence where reasonably necessary to manage bookings, follow up on enquiries, resolve disputes or maintain appropriate business records.

Submitting an enquiry does not automatically subscribe you to marketing communications.

8. Cookies and Website Analytics

Our website may use cookies and similar technologies to operate correctly, remember preferences, improve security and understand website usage.

Cookies generally fall into the following categories:

Strictly necessary cookies: Required for essential website functions and security.

Functional cookies: Used to remember website preferences or provide optional features.

Analytics cookies: Used, where enabled, to understand how visitors interact with our website.

Marketing cookies: Used, where enabled, for advertising, campaign measurement or similar activities.

Where legally required, we will request your consent before placing non-essential cookies or accessing information through similar technologies. You can withdraw or change your consent through the website’s cookie settings, where available.

You can also manage cookies through your browser settings, although disabling certain cookies may affect website functionality.

9. Who We Share Your Information With

We do not sell your personal information.

Where necessary, we may share limited personal information with trusted third parties involved in operating our business, including:

  • Website hosting and technical support providers.

  • Booking and accommodation management platforms.

  • Payment processors and banking providers.

  • Email and communications providers.

  • Accountants and professional advisers.

  • Analytics and website service providers, where enabled.

  • Public authorities, regulators or law enforcement bodies where required by law.

We only share information where there is an appropriate reason and lawful basis to do so.

Where a service provider processes information on our behalf, we seek to ensure that appropriate data protection arrangements are in place.

Some third parties may act as independent data controllers and apply their own privacy notices.

10. International Data Transfers

Some website, booking, email or payment service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate lawful transfer mechanism is in place where required. This may include UK adequacy regulations or approved contractual safeguards.

You may contact us for further information about the safeguards applicable to your information.

11. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including applicable legal, accounting and reporting requirements.

Our retention periods depend on the type of information and the reasons for processing it.

  • Booking and financial records: Normally retained for up to six years after the relevant accounting period, or longer where legally required.

  • General enquiries: Retained for as long as reasonably necessary to respond and manage any follow-up, according to our internal retention arrangements.

  • Booking correspondence: Retained for the duration of the booking relationship and, where necessary, afterwards to resolve disputes or establish legal claims.

  • Marketing information: Retained until you unsubscribe or withdraw consent, subject to limited suppression records where necessary.

  • Technical and analytics information: Retained according to the settings and retention periods of the relevant systems.

When information is no longer required, we will securely delete or anonymise it.

12. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration, disclosure or misuse.

These measures may include secure website connections, restricted access to personal information, appropriate account security, software updates and the use of reputable service providers.

Although we take steps to protect information, no internet-based transmission or electronic storage system can be guaranteed to be completely secure.

13. Your Data Protection Rights

Under UK data protection law, you may have the right to:

  • Access: Request a copy of personal information we hold about you.

  • Rectification: Ask us to correct inaccurate or incomplete information.

  • Erasure: Request deletion of personal information in certain circumstances.

  • Restriction: Ask us to restrict how your information is processed in certain circumstances.

  • Data portability: Receive certain information in a structured, commonly used format.

  • Object: Object to certain processing based on legitimate interests.

  • Withdraw consent: Withdraw consent at any time where processing relies on consent.

You have the right to object to the processing of your personal information for direct marketing at any time.

These rights are subject to applicable legal conditions and exemptions.

To exercise your rights, please contact us using the details in Section 2. We will respond within the timescales required by applicable data protection law.

14. Marketing Communications

We may occasionally offer news, updates or information about Great Ashley Farm.

Where we send electronic marketing communications, we will do so only where permitted by applicable data protection and electronic marketing rules.

You can opt out of marketing emails at any time by using the unsubscribe option, where provided, or by contacting us directly.

Opting out of marketing will not prevent us from sending necessary communications about an existing booking.

15. Third-Party Websites and Services

Our website may contain links to third-party websites, including booking services, social media platforms, local attractions and other external resources.

These websites operate independently and may have their own privacy policies and cookie practices.

We encourage you to review their privacy information before providing personal details.

We are not responsible for the privacy practices of independent third-party websites.

16. Reviews, Testimonials and Photographs

If you provide feedback or a review, we may ask for your permission before publishing personally identifiable information or photographs on our website or promotional materials, unless another appropriate lawful basis applies.

If you wish to discuss the removal of a testimonial or photograph featuring you, please contact us.

Reviews published on independent third-party platforms are also subject to the relevant platform’s policies.

17. Children’s Personal Information

Our website and accommodation services are intended primarily for adults making enquiries and bookings.

We do not knowingly collect children’s personal information for marketing purposes.

Where information about children is necessary for a family accommodation booking, we will use it only for appropriate booking-related purposes and handle it in accordance with applicable law.

18. Automated Decision-Making

We do not currently intend to make decisions about guests based solely on automated processing that produce legal or similarly significant effects.

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our business operations, website services or legal requirements.

The latest version will be published on this page with an updated revision date.

We encourage visitors to review this policy occasionally.

20. Complaints and Contact

If you have any concerns about how we handle your personal information, please contact us first so that we can investigate and respond.

Great Ashley Farm
Bradford-on-Avon
Wiltshire
BA15 2PP
United Kingdom

Telephone: 07909 971319
Email: [email protected]

You also have the right to complain to the UK’s independent data protection regulator:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/
Telephone: 0303 123 1113

We would appreciate the opportunity to address your concerns directly before you contact the ICO.