1. Who we are

Park Farm Holidays ("we", "us" or "our") operates the website parkfarmhols.co.uk and provides adults-only holiday accommodation at Park Farm House, Minstead, SO43 7FY.

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For the purposes of UK data protection law, Leighton Homes Ltd is the controller of the personal data described in this policy. This means that we decide how and why your personal data is used.

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If you have any questions about this policy or how we use your personal data, please contact us:

Email: hello@parkfarmhols.co.uk

Address: Park Farm House, Minstead, SO43 7FY

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2. Personal data we collect

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

• Identity and contact data, including your name, postal address, email address and telephone number.

• Booking and stay data, including your arrival and departure dates, chosen accommodation, number of guests, booking source, booking status, requests, preferences, pet information, cancellations and information relevant to providing your stay.

• Club membership and exemption data, including the lead booker’s name and email address and records showing that their details have been submitted to Campfire Companions Club for membership and exemption-compliance purposes.

• Payment and transaction data, including the amount paid, payment status, refunds, transaction references and information needed for invoices and accounting. Full payment-card details are handled by our payment providers and are not stored by us.

• Communications data, including enquiries, messages, complaints, feedback and reviews.

• Marketing data, including whether you have subscribed, your marketing preferences, when and how permission was obtained, unsubscribe requests and information about the delivery, opening or use of our marketing emails where this functionality is provided by Wix.

• Technical and website-use data, which may include your IP address, device and browser information, approximate location, pages viewed, referral source and cookie or similar technology identifiers.

 

We do not normally ask for special-category personal data, such as health information. If you choose to tell us about an accessibility or other sensitive requirement, we will use it only as necessary to respond to your request and provide your stay appropriately, and we will seek your explicit consent where this is required by law.

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3. How we collect personal data

We may collect personal data:

• directly from you when you make or enquire about a booking, complete a website form, subscribe to emails, contact us, make a payment or stay with us;

• from booking and channel-management providers, including Booking.com and HotelRunner, when you use those services to enquire or book;

• from payment providers, including Stripe, in connection with a payment or refund; and

• automatically when you use our website, through cookies and similar technologies, subject to your choices where consent is required.

 

If you book through a third-party platform, that platform will also process your data under its own privacy policy.

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4. How and why we use your personal data

We use personal data only where we have a lawful basis to do so. We may use it to:

• respond to enquiries and take steps requested by you before a booking is made;

• create, administer and fulfil your booking;

• register or verify the lead booker’s membership with Campfire Companions Club and maintain records needed to comply with the conditions of the club’s camping exemption;

• process payments, deposits, refunds and invoices;

• send essential information about your booking, arrival, stay, changes, safety or cancellation;

• provide customer service and respond to requests, feedback, complaints or disputes;

• keep financial, tax and business records and comply with legal obligations;

• protect our website, guests and business, prevent fraud and establish or defend legal claims;

• manage our business, understand demand and improve our accommodation, website and services;

• manage marketing permissions and maintain an unsubscribe or suppression record; and

• send marketing about future Park Farm Holidays stays, seasonal availability or special offers where the rules described in section 5 allow us to do so.

 

Our main lawful bases are:

• Contract — where processing is necessary to take steps before a booking or to fulfil our agreement with you.

• Legal obligation — where we must keep or use information to comply with the law, including tax and accounting requirements.

• Legitimate interests — where processing is reasonably necessary to operate, protect and improve our business, respond to customers, maintain and demonstrate compliance with the camping exemption under which our site operates, keep appropriate records or establish and defend legal claims, provided your rights and interests do not override those interests.

• Consent — for optional cookies and marketing where consent is required. You can withdraw consent at any time.

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5. Booking communications and email marketing

We may send you service messages needed to manage a booking or enquiry, such as confirmations, payment information, arrival instructions and important updates. These are not marketing emails.

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We will send promotional emails only where:

• you have actively subscribed or otherwise given valid consent; or

• the customer “soft opt-in” applies. This is limited to situations where we collected your email address directly during a booking or genuine booking enquiry, gave you a clear opportunity to opt out at that time, and are contacting you about our own similar services.

 

An address received through Booking.com or another third party will not be used for marketing unless you separately subscribe or give permission directly to Park Farm Holidays.

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Every marketing email will identify Park Farm Holidays and provide an easy way to unsubscribe. You can also opt out at any time by emailing hello@parkfarmhols.co.uk.

 

You have an absolute right to object to the use of your personal data for direct marketing at any time. If you unsubscribe or object, we may keep the minimum information needed on a suppression list so that we do not contact you again by mistake.

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6. Campfire Companions Club membership and exemption

Our accommodation site operates under a camping exemption administered by Campfire Companions Club. A condition of this arrangement is that every lead booker staying on an exempted site is a member of the club and that accurate membership records are maintained.

To register or verify membership and demonstrate compliance with the exemption conditions, we provide Campfire Companions Club with the lead booker’s:

• name; and

• email address.

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We normally obtain these details when you book or enquire directly, or from the booking platform through which you make your booking. If a booking platform does not provide a usable name and email address, we may ask the lead booker to provide them directly before or on arrival.

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We rely on our legitimate interests in maintaining the exemption, demonstrating compliance with its conditions and continuing to operate our accommodation site. We limit the disclosure to the information Campfire Companions Club requires for membership checks and exemption records. If the necessary lead-booker details cannot be provided to the club, we may be unable to accept or fulfil the booking under the exemption.

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Campfire Companions Club uses the information for its own membership administration, membership checks and exemption-compliance records and acts as a separate controller for that processing. We do not provide your payment-card details to the club. Providing lead-booker details for membership and exemption purposes does not by itself constitute consent to receive promotional emails from either organisation.

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You can find information about Campfire Companions Club at campfirecompanionsclub.co.uk or contact it at campfirecompanionsclubuk@mail.com about its handling of membership information.

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7. Cookies and similar technologies

Our website uses cookies and similar technologies. Some are strictly necessary for the website to work and do not require consent. Optional cookies, such as analytics or advertising cookies, will be used only in accordance with your choices through the website’s cookie banner.

You can accept or refuse optional cookies and, where the website provides the facility, change your choices through the cookie settings. Blocking some cookies may affect how parts of the website work.

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8. Who we share personal data with

Where necessary for the purposes described in this policy, we may share personal data with:

• Wix, which provides our website, forms, contact-management and email-marketing services;

• HotelRunner, which provides booking, property-management and channel-management services;

• Booking.com, Pitchup, Campsites.co.uk and other booking channels through which you choose to book;

• Stripe and other payment providers, which securely process payments and refunds;

• Campfire Companions Club, to register or verify each lead booker’s membership and maintain the records required for the camping exemption. We share the lead booker’s name and email address for these purposes;

• providers of IT, email, hosting, security and business-support services;

• professional advisers, including accountants, insurers and legal advisers; and

• HM Revenue & Customs, regulators, law-enforcement bodies, courts or other authorities where disclosure is required or permitted by law.

 

Some recipients act as our service providers and process data on our instructions. Others, such as a booking platform or payment provider, may act as a separate controller for some of their processing and will provide their own privacy information.

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We do not sell your personal data.

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9. International transfers

Some of our service providers may store or process personal data outside the United Kingdom. Where UK data protection law requires safeguards for an international transfer, we use providers that rely on a recognised adequacy arrangement or appropriate contractual and organisational safeguards. You may contact us if you would like further information about the safeguards relevant to your data.

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10. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, tax, insurance and dispute-resolution requirements.

 

As a general guide:

• booking, payment, invoice and accounting records may be kept for up to six years after the end of the relevant financial year;

• our records of lead-booker details submitted to Campfire Companions Club may be kept for up to six years after the relevant stay where this is necessary to demonstrate exemption compliance or deal with an audit, complaint or dispute. Campfire Companions Club determines how long it keeps the membership records it controls;

• enquiries that do not lead to a booking will normally be kept for up to two years;

• marketing records will be kept while you remain subscribed or while we can lawfully market to you, and will be reviewed periodically; and

• a minimal suppression record may be kept for as long as necessary to respect an unsubscribe or objection.

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We may keep information for longer where a complaint, dispute, legal claim or regulatory requirement makes this necessary. We may also retain anonymous information that can no longer identify you.

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11. Data security

We use appropriate technical and organisational measures designed to protect personal data against accidental or unlawful loss, alteration, disclosure, access or use. Access is limited to people and service providers who need the information for legitimate business purposes and who are subject to appropriate confidentiality and security obligations.

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No internet transmission or storage system can be guaranteed to be completely secure, but we take reasonable steps to protect the information entrusted to us.

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12. Your data-protection rights

Depending on the circumstances, you may have the right to:

• ask for access to your personal data;

• ask us to correct inaccurate or incomplete data;

• ask us to erase your personal data;

• ask us to restrict how we use your personal data;

• object to processing based on legitimate interests;

• object at any time to direct marketing;

• receive certain data in a portable format or ask us to transfer it to another organisation; and

• withdraw consent at any time where we rely on consent.

 

These rights are not always absolute, and an exemption may apply in some circumstances. To exercise a right, contact hello@parkfarmhols.co.uk. We may need to ask for information to confirm your identity. There is normally no fee, and we will normally respond within one month.

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For personal data controlled by Campfire Companions Club as part of its membership records, you should also contact the club directly using the details in section 6.

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13. Automated decision-making

We do not use your personal data to make solely automated decisions that have legal or similarly significant effects on you.

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14. Children

Park Farm Holidays provides adults-only accommodation and does not knowingly accept bookings from, or provide services directly to, anyone under 18. Our website and marketing are not directed at children.

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15. Complaints

Please contact us first if you have a concern so that we can try to resolve it.

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You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:

Website: ico.org.uk/make-a-complaint

Telephone: 0303 123 1113

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16. Changes to this policy

We may update this privacy policy from time to time. The latest version will be published on our website and the “Last updated” date will be changed accordingly.

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Park Farm Holidays  |  Last updated: 8 August 2026