Who is responsible
The data controller is ROOM ADDER UK LIMITED, trading as Book Your Room, a company registered in England and Wales under number 14 682 073, with its registered office at The Old Rectory, Rectory Lane, Bourton-on-the-Water, Gloucestershire GL54 2BP, United Kingdom. We are registered with the Information Commissioner's Office under reference ZB 512 447. This policy covers the website at bookyouroom.org together with the enquiries, reservations and stays we handle through it.
Questions about your data go to our data protection lead at dpo@bookyouroom.org, or by post to the registered office marked «Data Protection». Please use that address rather than reception, so the request is logged properly.
What we collect and why
| Data | Why we hold it | Lawful basis |
|---|---|---|
| Name, e-mail, telephone | To answer an enquiry and hold a booking | Contract |
| Dates, number of guests, room preferences | To allocate a room and prepare it | Contract |
| Nationality, and passport details for guests who are not British or Irish | The guest register every UK hotel must keep | Legal obligation — Immigration (Hotel Records) Order 1972 |
| Card and billing details | To settle the bill and raise an invoice | Contract and legal obligation |
| Dietary needs, allergies, access requirements | To feed you safely and put you in a suitable room | Your explicit consent |
| Notes on your preferences | Which newspaper, which pillow, which side of the house | Legitimate interest |
| Vehicle registration | Managing eighteen parking spaces and the chargers | Legitimate interest |
| CCTV at the gate, car park and back door | Security of guests and property | Legitimate interest |
| Website server logs | Keeping the site up and secure | Legitimate interest |
We do not buy personal data from anybody, and we do not sell, rent or share yours for marketing.
Health-related information
Allergies, dietary requirements and access needs can say something about your health, which the UK GDPR treats as a special category. We take them only when you offer them, use them only to look after you during your stay, and record them as a short operational note rather than anything resembling a medical file. Ask us to delete them and we will; the only consequence is that we will ask again next time.
Cookies and this website
The website at bookyouroom.org is deliberately plain. It sets no cookies of its own, and it carries no analytics, no advertising tags, no tracking pixels, no social media widgets and no third-party scripts beyond the Google Fonts stylesheet that loads the two typefaces.
- Cookies. None. Nothing is stored on your device by this site, so under the Privacy and Electronic Communications Regulations there is no consent banner to click and nothing to opt out of.
- Google Fonts. Fetching the typefaces sends your IP address to Google's servers. Block the request if you would rather it did not — the site works perfectly well in a system font.
- Server logs. Our host records IP address, browser, page and time for security, and deletes them after 30 days.
Who else sees it
- Payment providers — our bank and card acquirer. Full card numbers never reach our own systems.
- HMRC and other authorities — where the law requires it, including the guest register and tax records.
- Booking channels — if you booked through an agent or platform, they hold your data under their own policy and pass us what we need.
- Our suppliers — property management system, e-mail host and IT support, each under a written processing agreement, all hosting within the UK or the European Economic Area.
- People acting on your instruction — a driver meeting your train, a stables, a therapist — and then only your name, the time and what is needed.
Your data stays in the UK or the EEA. We make no routine transfer beyond that; if one ever became necessary we would rely on the UK International Data Transfer Agreement or the addendum to the European standard clauses, and would say so here.
How long we keep it
| Data | Kept for |
|---|---|
| Enquiries that never became a booking | 12 months |
| Booking and stay records | 3 years after departure |
| Invoices and accounting records | 6 years plus the current year (HMRC) |
| Guest register entries | 12 months, as the 1972 Order requires, then destroyed |
| Preference notes | Until you ask us to remove them, or 3 years without a stay |
| CCTV footage | 30 days, then overwritten automatically |
| Web server logs | 30 days |
Your rights
Under the UK GDPR you may ask us to:
- give you a copy of the data we hold about you;
- correct anything that is wrong;
- erase data we have no continuing legal reason to keep;
- restrict what we do with it while a dispute is sorted out;
- send you, or another provider, the data you gave us in a portable format;
- stop processing that rests on legitimate interest, where you object to it;
- withdraw consent at any time, which does not affect anything done lawfully beforehand.
Write to dpo@bookyouroom.org. We reply within one month and we do not charge. We will check who you are first, so that your stay history does not go to somebody else.
How it is protected
Guest records sit in an access-controlled property management system with a separate account for each member of staff, two-factor authentication and a log of who opened what. Paper registration cards are locked away and shredded once entered. Card data never touches our own machines. Staff are trained on confidentiality when they join and once a year after that, and their access ends on the day they leave.
If a breach occurred that was likely to risk your rights, we would report it to the ICO within 72 hours and write to you without delay.
Children
Children are welcome to stay, but we collect their details only through the adult who books — a first name and an age, for a cot or an extra bed. We do not market to anybody, and certainly not to children.
The forms on this site
The availability and enquiry forms on bookyouroom.org are demonstrations. They transmit nothing: submitting one shows a message in the page and no data leaves your browser. Before they are connected to our reservation system, this policy will be updated and re-dated.
Changes
When this policy changes we update the date at the top and keep the previous version on file. Anything material is e-mailed to guests holding a live booking. This version replaces all earlier ones and takes effect on 21 September 2026.
Contact
Data Protection, ROOM ADDER UK LIMITED
The Old Rectory, Rectory Lane, Bourton-on-the-Water, Gloucestershire GL54 2BP, United Kingdom
dpo@bookyouroom.org · +44 1451 820 640