1.  WHO WE ARE

The Brambles Retreat is operated by Travel Hive (Newcastle) Ltd trading as The Brambles Retreat, a private country house venue located at 85 Mill Road, Annalong, BT34 4RH, Northern Ireland.

For the purposes of UK GDPR and the Data Protection Act 2018, The Brambles Retreat is the data controller responsible for your personal information.

Data controller	The Brambles Retreat
Address	85 Mill Road, Annalong, BT34 4RH, Northern Ireland
Website	thebramblesretreat.co.uk
Email (privacy enquiries)	hello@thebramblesretreat.co.uk
Governing law	UK GDPR / Data Protection Act 2018

2.  WHAT PERSONAL DATA WE COLLECT

We collect personal information in the following ways:

2.1  Website enquiries and contact forms

• Full name
• Email address
• Phone number
• Nature of your enquiry (wedding, corporate retreat, accommodation)
• Preferred dates and group size

2.2  Facebook Lead Generation forms

When you submit an enquiry through our Facebook or Instagram advertising campaigns, we collect the information you provide in the lead form, which may include:

• Full name and work email address
• Organisation name and job title
• Number of delegates and preferred dates
• Purpose of retreat (team away day, strategy, training, etc.)
• How you heard about us

This data is collected by Meta Platforms Ireland Ltd on our behalf and transferred to us via Meta Business Suite. Meta's own privacy policy governs how Meta handles your data before transfer.

2.3  Booking and reservation data

• Guest names, addresses, and contact details
• Payment details (processed securely via our payment provider — we do not store card numbers)
• Dietary requirements or accessibility needs provided voluntarily
• Correspondence and special requests

2.4  Email marketing

If you opt in to receive communications from us (including through Klaviyo, our email marketing platform), we collect your name and email address and record your consent.

2.5  Website usage data

Our website may use cookies and analytics tools (including the Meta Pixel) to understand how visitors use the site. This may include your IP address, browser type, pages visited, and referring source. See Section 7 for more on cookies.

3.  HOW WE USE YOUR PERSONAL DATA

Purpose	Lawful basis (UK GDPR)	Data used
Responding to a venue enquiry	Legitimate interests (Art. 6(1)(f))	Name, contact details, enquiry details
Processing a confirmed booking	Contract (Art. 6(1)(b))	Full booking data, payment info
Sending a requested quote or brochure	Legitimate interests	Name, email, enquiry details
Email marketing (where opted in)	Consent (Art. 6(1)(a))	Name, email address
Facebook lead generation advertising	Legitimate interests / Consent	As submitted in lead form
Improving our website and marketing	Legitimate interests	Analytics and pixel data
Complying with legal obligations	Legal obligation (Art. 6(1)(c))	Booking records, financial data

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

4.  WHO WE SHARE YOUR DATA WITH

We do not sell your personal data. We share it only where necessary with trusted service providers acting as data processors on our behalf:

Recipient	Purpose	Location
Meta Platforms Ireland Ltd	Facebook/Instagram advertising and lead form processing	EU / UK
Klaviyo Inc.	Email marketing platform	USA (SCCs in place)
Catering partner	Fulfilling catered retreat bookings — name and dietary info only	Northern Ireland
Payment processor	Processing booking payments securely	UK/EU
Website hosting provider	Hosting thebramblesretreat.co.uk	UK/EU

Where data is transferred outside the UK/EEA (e.g. to Klaviyo in the USA), we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the Information Commissioner's Office.

5.  HOW LONG WE KEEP YOUR DATA

Type of data	Retention period
Enquiry data (no booking made)	12 months from last contact
Confirmed booking records	7 years (UK legal/financial obligation)
Email marketing list	Until you unsubscribe or withdraw consent
Facebook lead form data	12 months from collection, or until booking confirmed
Website analytics data	26 months (standard analytics retention)
Payment records	7 years (HMRC requirement)

After these periods, data is securely deleted or anonymised. We review our data retention practices annually.

6.  YOUR RIGHTS UNDER UK GDPR

You have the following rights in relation to your personal data:

• Access: Right to access your personal data (Subject Access Request)
• Portability: Receive a copy of the data we hold about you, in a portable format
• Rectification: Have inaccurate data corrected without undue delay
• Erasure: Request deletion of your data where there is no legal obligation to retain it
• Restriction: Restrict how we process your data in certain circumstances
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at privacy@thebramblesretreat.co.uk. We will respond within one calendar month. We may need to verify your identity before processing your request.

If you are unhappy with how we handle your data or your rights request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Phone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

7.  COOKIES AND TRACKING TECHNOLOGIES

Our website uses cookies — small text files placed on your device — to help the site function and to understand how it is used. We also use the Meta Pixel, which allows us to measure the effectiveness of our Facebook advertising and to show relevant ads to people who have visited our site.

Cookie type	Purpose	Can you opt out?
Essential	Site functionality — cannot be disabled without breaking the site	No — required for the site to work
Analytics	Understanding how visitors use the site (pages visited, time on site)	Yes — via cookie banner on first visit
Meta Pixel	Measuring ad effectiveness; building remarketing audiences on Facebook	Yes — via cookie banner or Facebook ad settings
Marketing	Personalised advertising based on browsing behaviour	Yes — via cookie banner

You can also manage cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our website.

8.  EMAIL MARKETING AND KLAVIYO

Where you have given us consent to send marketing emails, your name and email address are stored in Klaviyo, our email platform. Every marketing email we send includes an unsubscribe link. Clicking this link removes you from our marketing list immediately.

You may also withdraw consent at any time by contacting us at privacy@thebramblesretreat.co.uk. Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal.

Klaviyo may use tracking pixels within emails (to measure open rates and clicks). You can disable this by turning off image loading in your email client.

9.  FACEBOOK AND INSTAGRAM ADVERTISING

When you submit an enquiry via one of our Facebook or Instagram lead generation ads, your information is collected through a Meta Instant Form. By submitting that form, you consent to The Brambles Retreat receiving and processing your data for the purpose of responding to your enquiry.

Meta's collection and handling of your data prior to submission is governed by Meta's own Privacy Policy, available at facebook.com/privacy/policy. We receive your submitted data via Meta Business Suite and process it as described in this policy.

You can manage your Facebook ad preferences, including limiting data used for advertising, at facebook.com/ads/preferences.

10.  HOW WE PROTECT YOUR DATA

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These measures include:

• Encrypted email communication where possible
• Password-protected systems and accounts with two-factor authentication
• Limiting access to personal data to those who need it to do their job
• Using reputable, GDPR-compliant third-party platforms (Meta, Klaviyo)
• Securely deleting data when retention periods expire

In the event of a personal data breach that is likely to result in risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, notify affected individuals without undue delay.

11.  CHILDREN'S DATA

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from children under 13. If you believe we have inadvertently collected data from a child, please contact us immediately at privacy@thebramblesretreat.co.uk and we will delete it promptly.

12.  CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we will update the 'Last updated' date at the top of this document and, where appropriate, notify you by email.

We recommend checking this page periodically. Continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

13.  CONTACT US

For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact us:

Contact method	Details
Email	hello@thebramblesretreat.co.uk
Post	The Brambles Retreat, 85 Mill Road, Annalong, BT34 4RH
Website	thebramblesretreat.co.uk
Response time	Within 30 days of receipt