Privacy Policy

This policy explains what personal information The Hartnoll Hotel collects when you use this website, enquire with us, or book a room, a table, a spa treatment, an event or a wedding, and what we do with it. We are committed to looking after your information and only using it in ways you would expect.

Who we are

The Hartnoll Hotel is run by [company name and number], Bolham, Tiverton, Devon EX16 7RA. We are the data controller for the information described here. Our ICO registration number is [ICO number].

If you have any questions about this policy or your information, email frontdesk@hartnollhotel.co.uk or call 01884 252777.

What we collect

• Enquiries and brochure requests: your name, email address, phone number, wedding or event date, guest numbers and anything else you tell us in a form, an email or a call.
• Bookings: the details needed to book a room, a table, a spa treatment, an event or a wedding, including payment details, which are taken by our booking providers.
• Your stay: information you share with us during a stay, such as dietary requirements, allergies or accessibility needs, so we can look after you.
• Website use: if you accept cookies, information about how you use this website and how you reached it. See our Cookie Policy.

How we use it, and why we are allowed to

• To reply to you and send what you asked for, such as our wedding brochure, and to follow up on it. When you request a brochure we send it straight away, and may follow up by email, text message or WhatsApp to answer questions and offer a viewing. This is in our legitimate interests in responding to your request. You can ask us to stop at any time, and each message tells you how.
• To take and manage your booking, which is necessary to perform our contract with you.
• To keep you safe, for example recording allergies, with your consent or where it is necessary to protect you.
• To meet legal obligations, such as keeping financial records.
• To understand and improve our website and advertising, only where you have accepted cookies.

Who we share it with

We do not sell your information. We share it only with the companies that help us run the hotel, each acting on our instructions:

• VenueFlow, the system that receives our wedding enquiries, brochure requests and viewing bookings, and sends our follow-up emails and messages. It is provided and supported by our marketing agency, The Wedding Marketers.
• Guestline, which provides our online room booking.
• ResDiary, which provides our online table booking.
• Microsoft, which provides our email.
• Google and Meta (Facebook and Instagram), for website analytics and advertising, only if you accept cookies.

Some of these providers may store information outside the UK. Where they do, they use safeguards approved under UK data protection law, such as the International Data Transfer Agreement or an adequacy decision.

How long we keep it

We keep enquiries that do not lead to a booking for two years, and booking and financial records for six years, as required for tax purposes. After that we delete it securely.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to ask us to move it to another organisation. Where we rely on your consent, you can withdraw it at any time. To use any of these rights, contact us using the details above. We will reply within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.