Last updated: September 2026
At Sudcott Shepherd’s Hut, we respect your privacy and take care of the personal information you provide to us. This policy explains what information we collect, why we use it, who we may share it with and your rights.
1. Who we are
Sudcott Shepherd’s Hut provides holiday accommodation at Sudcott, Week St Mary, Holsworthy, EX22 6XR, United Kingdom.
The data controller responsible for personal information covered by this policy is Stephen Grover.
For privacy or data-protection enquiries, please contact:
Email: [email protected]
Address: Sudcott, Week St Mary, Holsworthy, EX22 6XR, United Kingdom
2. Information we collect
When you make an enquiry, request a booking or stay with us, we may collect information including:
• your name and contact details;
• the name of the other guest staying with you;
• booking dates and number of guests;
• booking, payment and transaction information;
• correspondence between you and us; and
• information reasonably necessary to administer your booking or deal with a request, incident, complaint, insurance matter or legal obligation.
When you use our website, technical information may also be collected through cookies and similar technologies. Please see the separate Cookie Policy on our website for further information.
If you book through a third-party booking platform, we may receive information from that platform which is necessary to administer your booking.
3. How and why we use your information
We may use your personal information to:
• respond to enquiries and booking requests;
• arrange, administer and manage your stay;
• communicate with you before, during and after your stay;
• contact you after your stay, using the contact details or communication method associated with your booking, to ask about your experience, seek feedback or invite you to leave a review;
• process and record payments;
• maintain appropriate booking and financial records;
• meet our insurance requirements;
• protect our property and manage damage, complaints, disputes or insurance claims; and
• comply with legal, regulatory and tax obligations.
Our lawful basis depends upon why we are using the information. These principally include performance of our contract with you, compliance with our legal obligations, and our legitimate interests in operating and protecting Sudcott Shepherd’s Hut, communicating with our guests, improving the guest experience, seeking feedback and reviews, maintaining appropriate records and dealing with enquiries, claims and disputes.
Where we rely upon legitimate interests, we consider whether our use of your information is necessary and proportionate and take account of your rights and reasonable expectations.
4. Booking records and insurance
Our insurance arrangements require us to retain documented information about stays at Sudcott, including the dates of the stay, the lead booker’s name and contact details and the total number of guests.
Where reasonably necessary in connection with our insurance cover or a claim, relevant information may be provided to our insurer, broker, loss adjuster or other parties involved in handling the matter.
5. Payments
Payments may be processed using third-party payment service providers. We do not need to retain your complete payment-card details ourselves where these are handled securely by the relevant payment provider.
Payment providers process information in accordance with their own privacy and security arrangements.
6. Lodgify and booking platforms
We use Lodgify to operate our website and manage direct bookings.
If you make a booking through another booking service or platform, such as Airbnb or Booking.com, that provider may separately collect and use your personal information under its own privacy policy.
We receive and use information supplied through those services where necessary to administer your enquiry, booking and stay.
7. Who we may share information with
We do not sell your personal information.
Where reasonably necessary, information may be shared with organisations that help us operate Sudcott or fulfil our obligations, including:
• our website, booking and payment service providers;
• booking platforms through which you make a reservation;
• our accountant or professional advisers;
• our insurer, insurance broker or claims handlers; and
• public authorities, regulators or law-enforcement bodies where disclosure is required or permitted by law.
Some service providers may process information outside the United Kingdom. Where this occurs, appropriate protections for international transfers of personal information will apply as required by data-protection law.
8. How long we keep your information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet our legal, accounting, tax, insurance and record-keeping obligations.
Different types of information may therefore be retained for different periods. When information is no longer reasonably required, it will be deleted or securely disposed of.
9. Feedback, reviews and marketing
We may contact you following your stay to ask about your experience, request feedback or invite you to leave a review. You can ask us not to contact you for this purpose.
We will not add you to a general marketing mailing list simply because you make an enquiry or stay with us.
If we offer promotional or marketing communications in the future, we will comply with the applicable data-protection and electronic-marketing requirements and provide an appropriate way to opt out.
You have the right to object to the use of your personal information for direct marketing at any time.
10. Your rights
Depending upon the circumstances, UK data-protection law may give you rights to:
• ask for access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict the way information is used in certain circumstances;
• object to certain uses of your information; and
• request transfer of certain information where the right to data portability applies.
Where processing is based upon your consent, you can withdraw that consent at any time.
You also have the right to object to processing based upon our legitimate interests. Some rights depend upon the circumstances and are not absolute.
To exercise your rights, please contact [email protected].
11. Complaints
If you have a concern about how we use your personal information, please contact us first and we will try to resolve it.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent data-protection regulator.
12. Changes to this policy
We may update this Privacy Policy from time to time, for example if the services we use or the way we handle personal information changes.
The latest version will be published on this website with its revision date.