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Privacy Policy

Updated May 2021

Protecting your data is very important to StayCotswold. This is our Privacy notice and it explains how we collect, use, share and protect your personal data.

This policy together with our terms of use and any other agreement between you and us and sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by StayCotswold (“StayCotswold”, “us” or “we”).

Who is responsible for managing my information:

StayCotswold Management Ltd
The Studio
Birch Drive
Bradwell Village
OX18 4XH

What information do we collect?

We may collect and process the following data about you:

  • information that you provide us with (either by filling in forms on the Website or otherwise). This includes information you provide at the time of registering, booking or at any subsequent point;
  • if you contact us, we may keep a record of that correspondence;
  • we may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them;
  • device-specific information (such as your hardware model, operating system version, unique device identifiers, and mobile network information);
  • details of your visits to the Website;
  • address details and dates of availability for your property;
  • personal descriptions of the individuals who own the property for use in describing the property in marketing materials; and
  • details of the property, security measures etc. to help us manage your property while you are away.

We will hold the above information for as long as is necessary in order to provide you with our services, deal with any specific issues that you may raise or otherwise as is required by law or any relevant regulatory body.

Information we may collect about others

We may collect and process the following data about others that you provide us with, including (but not limited to) information that you provide by filling in forms on the Website. You represent and warrant to us that you have obtained the express consent from the individuals whose data you provide us with.

For the avoidance on any doubt, any reference in this privacy policy to your data shall include data about other individuals that you have provided us with.

IP Addresses

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical information about our users’ browsing actions and patterns, and does not identify any individual.


StayCotswold uses cookies to distinguish you from other users. This helps us provide you with a good experience when you use the Website and also allows us to improve our services. Please note that it is possible to disable cookies being stored on your computer by changing your browser settings. However, the Website may not perform properly or some features may not be available to you if you disable cookies. You can view our cookie policy here.

Who do we share your information with?

In order to process the service relevant to you as a Guest or Home Owner and in the course of our business processes, we may share your information with:

  • The Home Owner(s) of the property you are enquiring about or booking to stay in
  • The Guest(s) of the property you are staying in
  • Our booking system service provider
  • Credit/debit card companies
  • Third party service providers who we work with to deliver services to you
  • A third party if StayCotswold or substantially all of its assets are acquired by a third party

We also have a duty to disclose or share your personal data in order to comply with any legal obligation or to protect the rights, property, or safety of StayCotswold, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

How we manage your information?

We may appoint third party service providers, to help us manage efficient systems within the business. Some of these systems may for operational reasons be located in countries overseas including the USA.

We will only transfer your information to service providers who help manage our systems, or overseas, where we are satisfied that this is lawful and that adequate levels of protection are in place to protect the integrity and security of any information being processed and in compliance with applicable privacy laws.

If we transfer your personal data to service providers outside the European Economic Area then we will always use a lawful method to do so.

By submitting your personal data, you agree to this transfer, storing and processing.

Your password is stored on StayCotswold servers in encrypted form. We do not disclose your account details, postal or email addresses to anyone except when legally required to do so.

Sensitive information between your browser and the Website is transferred in encrypted form using Secure Socket Layer (“SSL”). When transmitting sensitive information, you should always make sure that your browser can validate the StayCotswold certificate.

It is your responsibility to keep your password secure. Unfortunately, the transmission of information via the internet is not completely secure. Although StayCotswold will do its best to protect your personal data, we cannot guarantee the security of your data transmitted to the Website, any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try and prevent any unauthorised access.

How we use your information

We use information held about you (and information about others) in the following ways:

  • to provide you with our services;
  • to ensure you receive information relevant to you;
  • to improve our processes and service delivery;
  • to ensure the content on the Website is presented in the most effective manner for you and your computer or mobile device; and
  • to notify you about changes to our service.

Your rights

You have the right to ask us at any time:

  • to confirm whether we hold any of your personal data;
  • to send you a copy of any personal data that we hold about you;
  • to correct any inaccuracies in your personal data and to add relevant details where the personal data we hold is incomplete;
  • to delete (to the extent possible) any of your personal data, where we are required by law to do so;
  • to stop processing your personal data, where we are required by law to do so;
  • to let you have a portable copy of the personal data we hold about you, where we are required by law to do so;
  • to stop processing any of your personal data that we process on the basis of our legitimate interests; and
  • to stop sending you marketing material. However please note that we may continue to send you service related (i.e. non-marketing) communications, such as email updates

If you wish to exercise any of these rights or wish to object to our use of your personal information, please write to us at the address given below.

StayCotswold Management Ltd
The Studio
Birch Drive
Bradwell Village
OX18 4XH

Or by email to:

Changes to this policy

Any changes we make to our privacy policy in the future will be posted on this page, and where appropriate, notified to you by email.

Does this privacy notice apply to any linked websites?


Do you monitor telephone calls?

We may record telephone calls you have with our members of staff for training purposes and to improve the quality of our service.


Questions, comments and requests regarding this privacy policy are welcome and should be addressed to:

StayCotswold Management Ltd
The Studio
Birch Drive
Bradwell Village
OX18 4XH

Or by email to:

Or by phone to: 01993 259 444