Privacy Policy

Last updated: 18 October 2026

1. Who We Are

Ploversfield Ltd operates Ploversfield Bed & Breakfast.

Address:
Ploversfield
Culmstock Road
Hemyock
Cullompton
Devon
EX15 3RJ

Ploversfield Ltd is responsible for the personal information described in this Privacy Policy. Privacy enquiries may be sent to the email or postal address above.

2. Information We Collect

When you make a booking enquiry or contact us, we may collect information including:

your name and contact details;
your postal address;
telephone number and email address;
arrival and departure dates;
room preference and number of guests;
the reason for your visit and information you provide about your proposed stay;
details of a second guest where applicable;
information concerning dietary requirements, allergies, accessibility requirements or other arrangements that you ask us to make;
a copy or photograph of the lead guest’s passport or driving licence for identification and security purposes;
correspondence between you and Ploversfield;
technical information associated with a website enquiry, which may include IP address, browser, device/platform, submission time and originating webpage.

Please avoid providing unnecessary personal information in free-text fields.

3. Identification Documents

Because Ploversfield is a private family home as well as a Bed & Breakfast, we personally consider booking enquiries before deciding whether to accept a booking.

The lead guest is therefore required to provide a clear copy or photograph of either a passport or driving licence when submitting a booking enquiry.

Identification is collected for guest verification and security purposes. It is not collected for marketing purposes and will not be used for unrelated purposes.

Identification documents are not intentionally sent as email attachments. Access to identification information is restricted to those who need it for the operation and security of Ploversfield.

We aim to retain identification documents only for as long as reasonably necessary for the enquiry, booking and stay. Our intended operational retention is:

where an enquiry is declined, withdrawn or otherwise does not result in a stay, the identification document will normally be deleted within 30 days after the enquiry is closed;
where a booking is accepted and the guest stays at Ploversfield, the identification document will normally be deleted within 7 days after departure.

Ordinary booking, correspondence, accounting or business records may need to be retained for longer even after the identification document itself has been deleted.

Backup copies may persist temporarily within normal rotating backup systems until those backups expire.

4. Why We Use Your Information

We use personal information where reasonably necessary to:

consider and respond to booking enquiries;
decide whether to accept a booking;
verify the identity of the lead guest and protect the security of our home, guests and property;
communicate with guests;
administer accepted bookings and stays;
provide breakfast and other arrangements requested by guests;
deal with dietary, allergy or accessibility requirements communicated to us;
maintain appropriate business, accounting and tax records;
protect our legal rights and respond to legal obligations;
maintain the security and operation of our website.

We do not use identification documents, dietary/allergy information, accessibility information or second-guest information for marketing.

5. Our Basis for Using Personal Information

Depending upon the circumstances, we process personal information because it is necessary to take steps at your request before entering into a booking arrangement, to perform an accepted booking, to comply with legal obligations, or because we have legitimate interests in operating and protecting Ploversfield and considering who we accept into our private home and Bed & Breakfast.

Where information concerning health, allergies, accessibility or dietary requirements reveals information requiring additional protection under data-protection law, we use it only where necessary to deal with the request you have made or where another appropriate lawful condition applies.

6. Booking Enquiries and Email

Information submitted through our Booking Enquiry form is stored within our website systems and an administrative notification is sent to Ploversfield.

Identification documents are not intentionally attached to those notification emails.

We may subsequently communicate with you by email or telephone in connection with your enquiry or stay.

7. Who May Process Your Information

We use service providers to operate and protect the website and our business systems. These may include website hosting, WordPress and website software, form-processing, email, backup, security and technical-support providers.

These providers may process information only as necessary to provide their services to us and subject to their own contractual and legal obligations.

We do not sell guest personal information.

8. Website Analytics, Cookies and External Services

Our website may use cookies and similar technologies for necessary website functions and, subject to the applicable choices presented to visitors, website analytics.

We use Google Analytics to help us understand how visitors use the website. We are reviewing the site’s analytics and consent configuration so that non-essential analytics operate in accordance with visitors’ consent choices.

Some pages may contain external services or media, including a privacy-enhanced YouTube video. Loading external content may result in communication with the relevant service provider.

Further information and visitor choices will be provided through the website’s cookie-consent controls.

9. How Long We Keep Information

We do not intend to keep personal information indefinitely.

General or unsuccessful enquiry information will normally be retained for no longer than 12 months after the enquiry has been closed, unless there is a reasonable reason to retain it longer.

Where a booking is accepted, ordinary booking, financial and business records may be retained for the period reasonably required for accounting, tax, legal and business purposes.

Identification documents are subject to the shorter retention periods described in Section 3.

Information contained within rotating backups may remain temporarily after deletion from the live system and will disappear as those backups expire in the normal course.

10. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Access to administrative website systems is restricted. We periodically review the security arrangements applying to information collected through the website.

No method of transmitting or storing information electronically can be guaranteed to be completely secure.

11. Marketing

Making a booking enquiry does not automatically subscribe you to marketing.

We will not use identification documents, dietary or health-related information, accessibility information or second-guest details for marketing purposes.

If we introduce optional marketing communications, they will be handled separately and appropriate choices will be provided.

12. Your Data Protection Rights

Depending on the circumstances, UK data-protection law may give you rights concerning your personal information, including rights to:

request access to personal information we hold about you;
ask us to correct inaccurate information;
ask us to erase information in appropriate circumstances;
ask us to restrict processing in appropriate circumstances;
object to certain processing;
request transfer of information where the right to data portability applies;
withdraw consent where processing is based upon consent.

These rights are not absolute and may depend upon the circumstances and the reason information is being processed.

To make a request, contact:

mailbox@ploversfield.com

13. Complaints

Please contact us first if you have a concern about how we handle your personal information so that we have an opportunity to address it.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.

Information Commissioner’s Office (ICO)

14. Changes to This Policy

We may update this Privacy Policy when our website, booking procedures, service providers or legal obligations change.

The date at the top of this page shows when the policy was last updated.