Privacy Policy/Data Protection

At Cuil-an-Duin Country House we understand that our guests care about the use and storage of their personal information and data. This document sets out our policy on how we will use and protect your personal information.

How we collect data

The data we collect is provided to us by you or an agent/representative acting on your behalf. It is collected when:

  • you complete forms on our website or our online booking system
  • you provide information to us in an email or a letter
  • you provide information to us by telephone
  • you tell us in person.

Information we collect

The personal information we collect includes the following:

Information required to complete a booking:

• The full name and address of the person making the booking
• The email address of the person making the booking
• Credit/Debit card details (which are stored securely by SagePay. We can only view the last 4 digits and the expiry date of the card)

The following information can also be provided but is not mandatory:

  • The telephone numbers of the person making the booking
  • The names of all guests staying as part of the booking
  • Any additional information you wish to provide that you feel is pertinent to your stay (e.g. food or other allergies, dietary requirements, special requirements, etc.)

Information we collect on arrival:

On arrival, we request that you to complete a registration card in order to verify your identity. Recording of this information, including passport details for overseas visitors, is a Statutory requirement and records may be inspected by a relevant authority. This registration form is kept in a secure location and can only be accessed by authorised personnel.

How we store your data and keep it secure

We take all reasonable technical and organisational precautions to store your information in a secure manner and prevent its loss or misuse.

Your data is stored on a secure database operated by our booking manager freetobook. This database is fully compliant with the GDPR data rules. Details of freetobook GDPR policies are provided during the online booking process.

The freetobook database does not store or capture any personal data other than as detailed above. Neither Cuil-an-Duin Country House nor freetobook will transfer any personal data to any other party if it is not part of the booking and review process.

Credit/Debit Card information

All credit and debit card data captured via our booking system or by other means is kept secure with the PCI level 1 compliance of FabPay.

If you provide credit/debit card details over the telephone or in person these will be entered into our secure payment system. We will not hold your card details other than within the secure payment system. We request that you DO NOT provide card details by email.

Where a deposit is taken as part of the booking process, credit/debit card details are securely stored by FabPay and a “token” is provided to enable us to take the final balance payment without inputting card details again. These details are securely stored by FabPay but have a time expiry date shortly after a guest’s departure.

Using your personal information

The personal information provided to us will only be used in connection with the services we are providing to you and is intended to improve your experience.

We may use your personal information to:

  • Process your booking and provide confirmation details
  • Obtain payments for our services via credit/debit card
  • Respond to any questions or comments via e-mail, telephone or post.
  • Provide information that we consider may be useful to you
  • Request feedback about your stay with us, the booking experience and our website. This is sometimes done in conjunction with TripAdvisor and Freetobook.
  • Return any items that you may forget to take with you on check-out

Disclosures and Data Storage

We will not store or process your personal information outside the United Kingdom. Other than this, we may disclose your personal data as required by law to any third parties.

Obtaining Feedback

We consider obtaining feedback about your stay as part of the service we provide. We may send you a link to TripAdvisor or other review sites and offer you the opportunity to provide feedback which may be of help to future potential guests. We do not provide your details to TripAdvisor and you will not receive any direct requests for feedback other than from ourselves.

Cookies and Similar Technologies

Please see About Cookies

Policy amendments

We may update this privacy policy from time to time by posting a new version on our website.

Your rights

You may request that we provide you with any personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity (e.g. a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

You also have the right to request that we delete and destroy your personal data. Subject to providing evidence of your identity (see above) we will be happy to comply with a request to delete your data from our own records and also from the freetobook system.

Third party websites

Our website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites and you should exercise caution and look at the privacy statement applicable to the website in question.

Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated.


If you have any questions about this privacy policy or our treatment of your personal information, please write to us by e-mail to or contact us at the address shown below.

May 2018