Privacy Policy

Effective date: 19 October 2025

Who we are:

This privacy notice explains how we collect and use your personal data when you interact with The Fox at Hurley, operated by Hurley Village Shop and Cafe Limited, High St, Hurley, Berkshire, SL65NB.
Phone: 07469018888

We are the “controller” of your personal data under UK data protection law.

Scope

This notice applies to guests, website visitors, enquiries made by phone or email, and anyone who receives our marketing communications.

Data we collect:

Identity & contact: name, email, phone, postal address.
Booking & stay details: dates, room/rate, party size, special requests or preferences (e.g. accessibility needs).
Payment status information: payment confirmations, amounts and refunds (we do not store full card numbers).
Communications: emails or messages you send us, and our replies.
Marketing preferences: opt-in/opt-out status.
Website/technical: IP address, user-agent, basic analytics and error logs (if you use our website).
Special category data (only if you choose to share it): e.g. health or accessibility information to support your stay.

How we collect your data:

Directly from you (online booking, phone, email, in person).
Through our booking platform when you book, or when we enter a booking on your behalf.
From someone booking on your behalf (e.g. a family member).

Why we use your data (lawful bases):

Contract: to take and manage bookings, provide your accommodation, handle payments and customer service.
Legitimate interests: to operate and secure our B&B, prevent fraud, keep appropriate records, and send occasional offers to past guests (you can opt out at any time).
Consent: for optional marketing where required and for non-essential cookies.
Legal obligation: to meet tax, accounting and other legal requirements.
Special category data: only with your explicit consent and only to support your stay.

Marketing and your choices:

If you are a past guest, we may send you emails or texts about similar stays and offers. Every message includes a clear opt-out. If you are not a past guest, we will only send electronic marketing with your consent. You can change your preferences at any time (see Unsubscribe below).

Our booking platform and payments:

We use eviivo to manage bookings and payments. When you book online—or when we enter a booking for you—eviivo processes your data to provide those services. We remain the controller of your guest record; eviivo acts as our service provider (processor) and may also process some data as an independent controller where required for its own legal obligations (e.g. fraud prevention or platform security).
If a third-party payment processor is used via eviivo, your card details are handled by that provider; we do not store full card details.

Sharing your data:

We share personal data only when necessary with:

Service providers: eviivo (bookings), payment processors, website/IT and email service providers.
Professional advisers: accountants, insurers and legal advisers where needed.
Authorities: HMRC, regulators or law enforcement when legally required.

International transfers

If any provider stores or accesses data outside the UK/EEA, we use appropriate safeguards recognised under UK law (e.g. the UK International Data Transfer Agreement or the UK Addendum to EU Standard Contractual Clauses).

How long we keep your data:

Bookings and financial records: usually 6 years from the end of the financial year they relate to (to meet tax and accounting rules).
Guest communications and service notes: as long as needed to manage your stay and any follow-up.
Marketing contacts: until you unsubscribe or we remove inactive contacts.
We may retain limited information longer if required for legal claims or to comply with law.

Your rights:

You have the right to be informed and to request access, rectification, erasure, restriction, portability, and to object(including to marketing). Where we rely on consent, you can withdraw it at any time.

To exercise your rights, contact us using the details below. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk | 0303 123 1113 | ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Cookies:

Our website may use essential cookies (to make the site work) and, with your consent, non-essential cookies (e.g. analytics). You can manage your preferences via our cookie banner or your browser settings. See our Cookie Notice for details.

Security:

We use appropriate technical and organisational measures to protect personal data and require our service providers to do the same.

Children:

Our services are not directed to children. If we learn that we hold personal data for a child without appropriate authorisation, we will delete it.

Automated decision-making:

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

Hurley Village Shop and Cafe Limited (trading as The Fox at Hurley)
High St, Hurley, Berkshire, SL65NB
Phone: 07469018888

Updates to this policy

We may update this notice from time to time. Changes will appear on this page with a new effective date.

Unsubscribe:

To unsubscribe from our marketing communications or update your preferences at any time, please email info@thefoxathurley.com