At Double-Gate Farm we take your privacy seriously and only use your personal information to provide the products and services you have requested from us.

We are the data controller in respect of any personal data we collect about you and are responsible for monitoring our data protection compliance.

We collect and process your personal information & data in the following ways:
  • On our Website: when you visit or make or manage a reservation; when you use our contact forms for an enquiry, email sign up or event enquiry
  • In our Office from your booking correspondence
  • If you contact us (by phone, email, text or otherwise), we may keep a record of our correspondence with you for record or training purposes, to improve the quality of our offering and to prevent and detect fraud
  • When you enter our competitions
  • Registration form on arrival
  • We work closely with third parties (including for example, Online Travel Agents) and may receive information about you from them
  • On our Double-Gate Farm App (Jotform)
We may use your personal information & data in the following ways:
  • To administer a booking, event or reservation
  • Send you emails or call you in relation to your stay
  • To contact you on departure to complete a questionnaire
  • To send you marketing & promotional emails should you opt in
  • To provide you with dietary specific meals by collecting information regarding your dietary requirements.
  • Other communications for example responding to requests or general customer service

We may use closed circuit television at our property that may capture or record images of guests and visitors in public areas for the protection of our staff, guests and visitors to our properties where permitted by law.

We will use video doorbell at our property that may capture or record images of guests and visitors in public areas. This is kept securely in accordance to the relevant legal legislation by Ring for 30 days.

Sensitive personal data
  • We do not collect sensitive personal data (such as racial or ethnic origin, nationality, political opinions, religious beliefs, etc) unless it is volunteered by you
  • To enable us to tailor product offers to your circumstances we may sometimes ask for information such as your age or any disability that you may have
  • As with all data, it is entirely up to you to decide if you are happy to provide this information
  • Sensitive personal data will only be used to enable us to fulfill our contract with you to provide the services that you have requested
  • We may use data provided by you to serve you better and meet your personal needs (ie. the provision of accessibility facilities)
  • You do not need to provide us with personal information simply to browse our website
Credit/Debit Cards
  • We use Eviivo and Worldpay (secure third party websites) to obtain your credit/debit card information to process purchases/bookings made on our site
  • Credit/debit card information is now rarely requested by phone when a booking is being made.
  • A secure payment link is automatically emailed to you direct from the Eviivo booking system that provides full Payment Card Industry (PCI) compliance, allowing us to store, view and manage payment cards securely
  • We will never ask you to send us this information electronically
  • All such information is stored on third party systems and will only be accessed when necessary to take payments as outlined in our Terms & Conditions
  • The data will kept for as long as is necessary to fulfill your contract with us (unless a longer retention period is required or permitted by applicable law) before being disposed of securely
Opt out
  • Marketing & Promotional e-mails provide a link at the end of the e-mail to unsubscribe from that service
  • It is not possible to ‘opt-out’ of receiving communication from us which relates to your bookings or reservations
Non-disclosure to third parties
  • We do not share your data with any other company for marketing purposes
  • We may share your data with agencies such as law enforcement or governmental organizations where we are required to make such disclosures by law
  • We may share your data with banks and payment providers, to authorize and complete payments
  • We will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime
Online Travel Agencies

We work with carefully selected Online Travel Agents (OTAs).

  • When you enquire about or book with these third parties, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered in with them
  • They will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy
  • These third-party product providers will share required information about you with us (eg. room type purchased and dates of stay) which we will use in accordance with this Privacy Policy
  • If you provide information on and use third-party sites, the privacy policy and terms of service on those sites are applicable. We encourage you to read the privacy policies of websites that you visit before submitting personal information
Social Media
  • Our website includes social media features, such as the ‘Facebook Like’ button. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly.
  • Social media features and widgets are hosted by a third party. Your interactions with these features are governed by the privacy policy of the company providing it

Although for pricing our child rate ends after 16 years, please note that we do not collect any personal information apart from name and age from children under 16 years of age. No child under 16 should submit any additional personal information to us. Should we discover that any such personal information has been delivered to us, we will remove that information as soon as possible.

Retaining personal information
  • Guests: we keep information about you for 12 months (registration form). When your information is no longer required, we will ensure it is disposed of in a secure manner.
  • Tea Room customers – covid contact tracing details via the QR code are kept for the required 21 days then are securely disposed of.
  • We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or for as long as is set out in any relevant contract you hold with us.
  • If you apply for a position within our company, your details will be held on file until such a time as the position is filled.
  • If you are unsuccessful in your application, your details will be disposed of securely.
How we use cookies
  • Our website uses “cookies” which are harmless small text files that are placed on your machine to help the website provide a better user experience. There is a notice on this website making this obvious.
  • In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymous tracking data to third party applications like Google Analytics.
  • As a rule, cookies will make your browsing experience better.
  • However, you may prefer to disable cookies on this site and on others. If cookies are disabled, the online browsing experience may be limited.
  • We don’t use cookies to track individuals or store sensitive information such as your name, address or credit card details.
  • For more information about cookies, please visit the About Cookies webpage.
 IP addresses
  • We may collect non-personal information about your computer, including, where available, your IP address, operating system and browser type, for system administration.
  • This is statistical data about our users’ browsing actions and patterns and does not identify any individual.
  • Your IP address is a number that your Internet Service Provider automatically assigns to the computer that you are using to access the Site. This number is identified and logged automatically in our server log files whenever users visit the Site, along with the time of each visit and the page(s) that were visited.
  • Collecting IP addresses is standard practice on the Internet and is done automatically by many websites.
  • We use IP addresses for purposes such as calculating Site usage levels, helping diagnose server problems, validation of a legitimate user session via Google® captcha and administering the Site.
  • We treat IP addresses, server log files, and related information as Non-Personal Information, except when we are required to do otherwise under applicable law.
Getting in contact

If you would like to review, access, amend or update your information please contact:

Data Controller: Double-Gate Farm


This policy was updated on 21.02.23