North Wales Holiday Let

Last updated: 14 October 2026

1. Who We Are

We are the owner and operator of The Old Post Office, a holiday accommodation business in North Wales, Wales, United Kingdom.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make a direct booking or stay at our holiday accommodation.

We are the data controller responsible for deciding how and why your personal information is used.

Our contact details

• Business name: The Old Post Office
• Holiday property: The Old Post Office, The Cwtch, Ffordd-Y-Llan, Cilcain, CH7 5EZ
• Location: North Wales, Wales, United Kingdom
• Email: [email protected]
• Website: www.theoldpostofficecilcain.co.uk

Please contact us using the email address above if you have any questions about this Privacy Policy or how we handle your personal information.

2. What Information We Collect

Depending on your enquiry, booking and stay, we may collect the following information:

• Contact details: your name, email address, telephone number and, where necessary, postal address.
• Booking information: arrival and departure dates, number of guests, booking reference, accommodation requirements and relevant correspondence.
• Payment information: payment status, transaction references, amounts paid and refund details. Online card payments are processed through the relevant payment provider.
• Guest information: information about other members of your party where necessary to manage the reservation or meet legal obligations.
• Communications: emails, messages, enquiries, feedback and complaints.
• Website information: technical information such as IP address, browser type, device information and website usage data, where collected through the website or its technologies.
• Special requirements: information you voluntarily provide about accessibility or other accommodation requirements. We will only use information about health or other sensitive matters where necessary and where a valid legal basis permits us to do so.

Please do not send us sensitive personal information unless it is reasonably necessary for your booking or a request you have made.

3. How We Collect Your Information

We may collect personal information:

• Directly from you through our website, booking forms, email or telephone.
• When you make or amend a reservation through our Lodgify booking system.
• When you make a payment or request a refund.
• When you communicate with us before, during or after your stay.
• Automatically through website cookies and similar technologies, where applicable.
• From payment providers or other service providers involved in processing your booking.

If you provide personal information about another guest, you should ensure that they are aware of this Privacy Policy and that you are entitled to provide their information.

4. How We Use Your Information

We use your personal information for the following purposes:

• To respond to enquiries and provide information about the property.
• To manage reservations, confirm bookings and communicate arrival instructions.
• To process payments, deposits and refunds.
• To provide your holiday accommodation and respond to requests during your stay.
• To manage cancellations, changes, complaints and damage claims where appropriate.
• To maintain the safety and security of the property and its guests.
• To comply with applicable legal, tax, accounting and regulatory obligations.
• To protect our legitimate business interests and establish or defend legal claims.
• To operate, maintain and improve our website and booking process.
• To send marketing communications where we are legally permitted to do so.

We will not use your personal information for purposes that are incompatible with the purposes explained in this policy without providing any additional information required by law.

5. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for using your personal information. Depending on the circumstances, these bases include:

Contract: Processing necessary to respond to your request to book, manage your reservation, provide accommodation or fulfil our booking agreement.

Legal obligation: Processing necessary to comply with applicable tax, accounting, safety or other legal requirements.

Legitimate interests: Processing necessary for our legitimate business interests, such as managing our property, maintaining website security, preventing misuse and handling disputes, provided these interests do not override your rights.

Consent: Processing based on your permission, where consent is legally required, such as certain marketing communications or non-essential cookies.

Vital interests or other permitted grounds: Where applicable, we may process information to protect someone's vital interests or where another lawful basis under data protection legislation applies.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing lawfully carried out before consent was withdrawn.

6. Online Bookings and Lodgify

Our website uses Lodgify to provide website and holiday booking functionality.

When you enquire about or book our accommodation through the website, your personal information may be processed using Lodgify's booking management and website services.

Lodgify may process personal information on our behalf to provide these services. Depending on the service and circumstances, Lodgify or other providers may also process certain information for their own purposes.

You can read Lodgify's Privacy Policy here:

https://www.lodgify.com/privacy/

We take reasonable steps to use appropriate service providers and arrangements for protecting personal information.

7. Payments

Payments for bookings will be processed through Stripe. 

Where a payment provider processes your card details directly, we do not ordinarily receive or store your full payment card number or security code. We may receive information such as payment confirmation, transaction references, amounts and refund status.

Payment providers may process your information under their own privacy policies and terms.

We use payment information only as necessary to manage bookings, payments, refunds, accounting and related matters.

8. Who We Share Your Information With

We do not sell your personal information.

We may share relevant information with the following categories of recipients where necessary and lawful:

• Lodgify: to operate our website and manage bookings.
• Payment providers: to process payments, refunds and related transactions.
• Website, IT and email providers: to maintain our website, communications and systems.
• Professional advisers: such as accountants, insurers or legal advisers where necessary.
• Public authorities: where disclosure is required by law or is necessary for a lawful request.
• Other relevant parties: where necessary to manage an incident, protect someone's safety or establish or defend a legal claim.

We share only information reasonably necessary for the relevant purpose.

We do not share guest information with third parties for their own direct marketing unless we have a lawful basis to do so.

9. International Transfers

Some of our service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take the steps required by applicable data protection law, which may include relying on an adequacy decision or putting appropriate safeguards in place.

You may contact us for further information about relevant international transfers and safeguards.

10. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including meeting legal, accounting and reporting requirements and resolving disputes.

Our general approach is:

• Enquiries that do not result in bookings: retained for as long as necessary to respond and manage follow-up communications.
• Booking and guest records: retained for as long as needed to administer the reservation and for any applicable legal, accounting or claims-related retention period.
• Payment and accounting records: retained for the period required by applicable tax and accounting laws.
• Marketing information: retained until you unsubscribe, withdraw consent where applicable, or the information is no longer needed for the relevant purpose.
• Website and technical data: retained in accordance with the purpose for which it was collected and the relevant provider's settings and retention arrangements.

When personal information is no longer required, we will take reasonable steps to delete it or anonymise it securely, unless we are legally required or permitted to retain it for longer.

11. Cookies and Website Technologies

Our website may use cookies and similar technologies to enable essential booking functions, remember preferences, measure website performance or support other features.

Strictly necessary cookies may be used where required to operate the website and booking process.

Where non-essential analytics, advertising or other tracking technologies require consent, we will seek your consent before using them and provide an appropriate way to manage or withdraw your preferences.

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

The cookies used on our website will depend on the Lodgify configuration and any additional services or integrations we have enabled.

For further information about Lodgify's own website cookies, please see:

https://www.lodgify.com/cookie-policy/

12. Marketing Communications

We may occasionally contact you with information about our accommodation, offers or future availability where we are legally permitted to do so.

Where your consent is required, we will obtain it before sending marketing communications.

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

Opting out of marketing will not affect booking-related communications that are necessary to manage an existing reservation.

13. How We Protect Your Information

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

These measures may include using reputable service providers, restricting access to booking information, maintaining appropriate account security and taking reasonable steps to protect our website and communications.

No method of transmitting or storing information online can be guaranteed to be completely secure. However, we take reasonable steps to protect the information entrusted to us.

14. Your Data Protection Rights

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

• Access the personal information we hold about you.
• Rectify inaccurate or incomplete information.
• Erase your information in certain circumstances.
• Restrict how your information is processed in certain circumstances.
• Object to processing based on legitimate interests and to direct marketing.
• Data portability where the legal requirements for this right are met.
• Withdraw consent where processing is based on your consent.

These rights are subject to certain legal conditions and exceptions. For example, we may need to retain particular booking or accounting records to comply with legal obligations even if you request their deletion.

To exercise your rights, please contact us using the email address provided in Section 1. We may need to verify your identity before responding.

We will respond within the time limits required by applicable law.

15. Complaints

If you have concerns about how we handle your personal information, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the UK Information Commissioner's Office (ICO).

Website: https://ico.org.uk/

Telephone: 0303 123 1113

The ICO provides independent guidance and handles complaints about data protection.

16. Third-Party Websites

Our website may contain links to external websites or services. If you follow these links, those websites will have their own privacy policies and data handling practices.

We are not responsible for the privacy practices of third-party websites. We recommend reviewing their privacy information before providing personal information.

17. Children's Privacy

Our booking services are intended to be used by adults making holiday accommodation reservations.

We do not knowingly collect children's personal information directly through our website unless it is necessary and lawful for managing a booking or complying with legal requirements.

Where information about children is required, we ask the responsible adult making the booking to provide only the information reasonably necessary.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, booking arrangements, service providers or legal obligations.

The latest version will be published on our website with the updated date shown at the top.

We encourage you to review this page periodically.

19. Contact Us

If you have any questions about this Privacy Policy, the personal information we hold or your data protection rights, please contact:

Paula Rodham and Simon Barbet t/a The Old Post Office

Email: [email protected]

Location: The Cwtch, Ffordd-Y-Llan, Cilcain, CH7 5EZ, North Wales, Wales, United Kingdom

Website: www.theoldpostofficecilcain.co.uk

We will be happy to assist with your enquiry.