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Privacy Policy

Northern Retreats Ltd (trading as Northern Retreats)

Effective date: 05/09/2026 · Version 1.1

1. Who we are

Northern Retreats Ltd is a company registered in England and Wales (company number 15093975) with its registered office at 6 Bramble Grove, Pool-in-Wharfedale, LS21 1TW. We trade as "Northern Retreats" and provide short-term rental management and co-hosting services to property owners across Yorkshire.

We are the data controller for the personal data described in this policy. We are registered with the Information Commissioner's Office (ICO) under registration number ZB728514.

Contact for privacy matters: hello@northernretreats.co.uk

2. What this policy covers

This policy applies to personal data we collect through our websites and landing pages (including northernretreats.co.uk and go.northernretreats.co.uk), our enquiry and valuation forms, and our email, telephone and WhatsApp communications with prospective and existing property owners.

It does not cover personal data of guests who stay in properties we manage. Guest data is processed under our separate Guest Privacy Notice, provided at booking and check-in.

3. Personal data we collect

  • Identity and contact: name, email address, telephone/WhatsApp number. You provide this via a form, email, call or message.

  • Property information: property address or postcode, property type, number of bedrooms, current use (e.g. long-let, holiday-let, vacant), current platforms/listings, ownership status. You provide this, or we look up publicly available listing or Land Registry data to prepare an estimate.

  • Enquiry content: messages, notes from calls, revenue-estimate requests, calendar bookings. You provide this.

  • Marketing and consent data: your marketing preferences, WhatsApp opt-in status, unsubscribe records. You provide this and we record it.

  • Technical and usage data: IP address, device and browser type, pages viewed, referring URL, campaign and click identifiers (e.g. Google Click ID), form interactions. Collected automatically via cookies and similar technologies (see section 9).

We do not intentionally collect special category data (e.g. health, ethnicity) through our websites. Please do not include it in free-text fields.

4. Why we use your data and our lawful basis

The lawful bases below refer to Article 6 of the UK GDPR.

  • Responding to your enquiry, preparing a revenue estimate or proposal, arranging a call or property visit — steps taken at your request before entering a contract (Art. 6(1)(b)); legitimate interests (Art. 6(1)(f)) in running and growing our business.

  • Following up on your enquiry by email, telephone or WhatsApp — legitimate interests; for electronic marketing messages, consent or the "soft opt-in" under PECR (see section 5).

  • Sending newsletters, market updates and offers — consent (Art. 6(1)(a)), which you can withdraw at any time.

  • Managing our relationship with you if you become a client, including onboarding and owner payments — performance of a contract (Art. 6(1)(b)); legal obligation (Art. 6(1)(c)) for accounting and tax records.

  • Website analytics, measuring advertising performance and improving our pages — consent for non-essential cookies (PECR); legitimate interests in analysing aggregated data.

  • Security, fraud prevention and defending legal claims — legitimate interests; legal obligation.

Where we rely on legitimate interests, we have assessed that our interests do not override your rights and freedoms. You can ask for details of this assessment using the contact details above.

5. Marketing communications

  • Email: if you request a revenue estimate or proposal, we may send you related follow-up emails about our management services (soft opt-in). Every email includes an unsubscribe link.

  • WhatsApp: we only message you on WhatsApp where you have provided your number and opted in. Reply STOP to any message to opt out.

  • Telephone: we may call you to discuss your enquiry. We screen against the Telephone Preference Service (TPS/CTPS) before making unsolicited marketing calls.

  • You can change your preferences or withdraw consent at any time by emailing hello@northernretreats.co.uk.

6. Who we share your data with

We use trusted third-party service providers who process personal data on our behalf under written contracts (data processors). These currently include:

  • Salesforce — customer relationship management (CRM). Data held in the UK/EU and USA.

  • Wix — hosting of our main website and its forms. Data held in the EU and USA.

  • Instapage — landing page hosting and form capture. Data held in the USA.

  • Zapier — workflow automation between our systems. Data held in the USA.

  • Google (Ads, Analytics, Tag Manager, Workspace) — advertising, analytics, email and document storage. Data held in the UK/EU and USA.

  • Meta Platforms (WhatsApp Business API) and 360 SMS — WhatsApp messaging. Data held in the EU and USA.

We may also share data with: our professional advisers (accountants, solicitors, insurers); regulators, courts and law enforcement where legally required; and a buyer or successor if we sell or restructure our business. We do not sell your personal data.

7. International transfers

Some of our providers store or access data outside the UK, principally in the USA. Where this happens we rely on: the UK Extension to the EU-US Data Privacy Framework (UK-US Data Bridge) where the provider is certified; or the UK International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses, with supplementary measures where required. You can request a copy of the relevant safeguard from us.

8. How long we keep your data

  • Enquiries that do not become clients: 24 months from last contact, then deleted or anonymised.

  • Marketing consent and unsubscribe records: for as long as we market to you, plus a suppression record so we don't contact you again.

  • Client contracts, statements and financial records: 6 years after the end of the financial year in which the contract ends (Companies Act / HMRC requirements).

  • Website analytics data: up to 26 months, in aggregated form.

  • Correspondence relating to a complaint or dispute: 6 years after resolution.

9. Cookies and tracking technologies

Our websites use cookies and similar technologies (pixels, tags, local storage). Non-essential cookies are only set with your consent via the cookie banner shown when you first visit. You can change your choices at any time using the "Cookie settings" link in the footer or through your browser settings.

  • Strictly necessary (no consent required): page functionality, form submission, security and remembering your cookie choices. Examples: Wix and Instapage session cookies, consent-state cookie.

  • Analytics (consent required): understanding how visitors use our pages so we can improve them. Example: Google Analytics (_ga, _ga_*).

  • Advertising and conversion (consent required): measuring whether our adverts led to an enquiry and showing relevant adverts on other sites. Examples: Google Ads (_gcl_au, _gcl_aw), TikTok pixel (_ttp).

10. Your rights

Under UK data protection law you have the right to: access the personal data we hold about you; have inaccurate data corrected; have your data erased in certain circumstances; restrict or object to our processing (including an absolute right to object to direct marketing); receive your data in a portable format; and withdraw consent at any time where consent is our lawful basis.

To exercise any right, email hello@northernretreats.co.uk. We will respond within one month. We may ask you to verify your identity first. There is no fee unless a request is manifestly unfounded or excessive.

If you are unhappy with how we handle your data, please contact us first. You also have the right to complain to the ICO: ico.org.uk, 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

11. Security

We use appropriate technical and organisational measures to protect your data, including access controls, multi-factor authentication on our core systems, encryption in transit, and staff and contractor confidentiality obligations. No internet transmission is completely secure, and we cannot guarantee the security of data sent to us over the internet.

12. Automated decision-making

Revenue estimates shown on our pages may be generated automatically from the property details you provide and market data. These are indicative only and do not produce legal or similarly significant effects on you. We do not make solely automated decisions with legal effect about you.

13. Children

Our services are for property owners and businesses. We do not knowingly collect data from anyone under 18.

14. Third-party links

Our pages may link to third-party sites (e.g. Airbnb, Booking.com, review platforms). We are not responsible for their privacy practices. Please read their policies.

15. Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last changed. Material changes will be highlighted on our pages or sent to you directly where appropriate.

16. Contact

Northern Retreats Ltd · 6 Bramble Grove, Pool-in-Wharfedale, LS21 1TW · hello@northernretreats.co.uk

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