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Privacy Policy

Privacy Policy for Norfolk Sanctuaries

Last updated: 18th November 2025

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Norfolk Sanctuaries (“we”, “our”, “us”) is committed to protecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect your personal information when you make a booking or stay in our holiday accommodation. It also describes your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Who We Are

Business name: Norfolk Sanctuaries
Registered address: 7 The Close, Norwich, England, NR1 4DJ
Email: norfolksanctuaries@gmail.com
Phone: 07825 004283

Norfolk Sanctuaries is the Data Controller for the personal data you provide.

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2. The Personal Data We Collect

We collect and process the following information when you enquire or make a booking:

Information you provide directly:

  • Name

  • Email address

  • Phone number

  • Home address

  • Names of all guests staying

  • Booking dates and stay information

  • Any additional information you choose to provide (e.g., accessibility needs, special requests)

Access and check-in information:

  • Temporary access codes used to enter the property

  • Records of code allocation (for safety and property security)

Payment information:

Payments are made via bank transfer or secure payment methods.
We do not store full card details.

Information we do not collect:

  • ID or passport scans

  • CCTV footage (we do not use CCTV)

  • Marketing preferences (we do not conduct any marketing)

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3. How We Use Your Personal Data

We use your information only for essential purposes, including:

  • Managing and confirming your booking

  • Communicating with you before, during, and immediately after your stay

  • Providing check-in details and access instructions

  • Ensuring the safety and security of our property

  • Meeting legal and insurance obligations

  • Accounting, financial, and tax record-keeping

We do not use your information for marketing or promotional emails.

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4. Legal Basis for Processing

We rely on the following legal grounds under the UK GDPR:

  • Contractual necessity: To arrange, manage, and fulfil your stay

  • Legitimate interests: To maintain property security and respond to your enquiries

  • Legal obligation: To maintain financial and tax records as required by law

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5. How We Store and Protect Your Data

We take sensible and proportionate measures to keep your information secure, including:

  • Password-protected devices and accounts

  • Secure storage for booking records

  • Limited access to your data by authorised personnel only

We retain personal data only for as long as necessary:

  • Booking and financial records: up to 6 years (legal requirement)

  • Access code information: deleted shortly after your stay

  • General communication: deleted when no longer needed

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6. Sharing Your Information

We do not sell or rent your personal data to third parties.

We may share your data only with:

  • Accountants or financial service providers (for legal record-keeping)

  • Contractors who might need access to the property in an emergency

  • Authorities if we are legally required to provide information

All service providers must comply with data protection law.

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7. International Transfers

Your personal data is normally stored within the UK.
If any third-party service we use stores data outside the UK, we will ensure appropriate legal safeguards (such as Standard Contractual Clauses).

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8. Cookies and Website Data

If you visit our website, it may collect basic technical information including:

  • IP address

  • Browser type

  • Device information

  • Pages visited

We do not use cookies for advertising or marketing.

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9. Your Data Protection Rights

Under the UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate information

  • Request deletion of your data (where legally permissible)

  • Restrict or object to how your data is used

  • Request a copy of your data in a portable format

  • Withdraw consent (if consent was relied upon)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://ico.org.uk

To exercise any of these rights, contact us at: norfolksanctuaries@gmail.com

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10. Children’s Privacy

We may collect essential information about children included in a booking (such as names and ages), but only for safety, occupancy requirements, or legal obligations.
We do not use children’s data for any other purpose.

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11. Changes to This Privacy Policy

We may update this policy from time to time. The latest version will always be available on request or on our website.

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12. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Norfolk Sanctuaries
Furlongs, Blakeney Long Lane, Wiveton NR25 7DD
Email: norfolksanctuaries@gmail.com
Phone: 07825 004283

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