1. Who we are
Trillberry Guesthouse is operated by Matt Rowberry and Claire Rowberry, trading in partnership as Trillberry Guesthouse ("we", "us", "our").
We are the data controller for the personal information described in this policy.
Postal address: 9 Waterloo Place, Weymouth, Dorset, DT4 7PD, United Kingdom.
Contact for privacy questions: Matt or Claire Rowberry
Email: thetrillberryguesthouse@outlook.com
Phone: 07396 739181
2. What this policy covers
This policy explains how we collect, use, store, and share personal information when you:
- book or stay with us (directly or through Booking.com);
- contact us by phone, email, text message, or the enquiry form on trillberryguesthouse.co.uk;
- use guest WiFi at the property;
- interact with us on social media; or
- leave or respond to a review.
It also explains how our website uses cookies and similar technologies.
This policy does not cover third party websites such as Booking.com, Google, or Facebook. Those services have their own privacy policies.
3. Personal information we collect
The information we hold depends on how you book and how you contact us.
Direct bookings (phone, email, or our booking records)
For direct bookings we collect and keep the details needed to manage your reservation, including:
- your name;
- your email address;
- your postal address;
- your phone number; and
- booking details such as dates, room choice, and any notes you give us.
We use your phone number to confirm your reservation and to send text messages related to your stay, including parking information, check in details, and other pre arrival information.
Direct booking records are held in our email, devices, and a guest booking records system used to manage reservations.
Website enquiry form
If you use the contact form on our website, we collect:
- your name;
- your email address;
- optional check in and check out dates;
- number of guests; and
- your message (free text).
Enquiries are sent to our booking email addresses. The website is hosted by Netlify. South Pier Media Ltd manages the hosting and website on our behalf.
Booking.com
If you book through Booking.com, Booking.com collects and holds your booking and payment details (including payment card details). We do not receive or store your card details for Booking.com reservations. Booking.com may hold card details for no show protection. We access guest and booking information through the Booking.com extranet (for example name, contact details, dates, and booking notes Booking.com provides to us).
During your stay
- Written guest book: We may record your name in a paper book kept on the premises.
- Next of kin form: We provide a form in guest rooms for emergency contact details (name and phone number). Forms are destroyed when you leave.
- Dietary and allergy information: We ask at check in if you have dietary requirements for breakfast. We may discuss this with you verbally and, where needed for breakfast service, make short written notes during your stay. Any written notes are destroyed when you leave.
- Dogs: If you stay with a dog, we may discuss this with you verbally at check in, make written notes for the stay, and receive details in emails, texts, or website messages when you book or enquire.
- Check in: We do not copy ID documents, take signatures, or keep an arrival log.
- Payments (direct bookings): You may pay by card or cash on arrival. Some guests pay in advance by bank transfer by arrangement with us. We do not use a card terminal or online payment link provider for direct bookings.
Reviews
After your stay we may email you to ask whether you would like to leave a review on Google, Facebook, or Booking.com (for guests who booked through Booking.com).
Guest WiFi
We offer guest WiFi at the property. The service is provided through Utility Warehouse equipment (Eero router). You can connect using a QR code or password. We do not ask you to enter your name or email address to use the WiFi.
Social media
We use Facebook and Instagram for the business. If you message us there or interact with our pages, those platforms process your information under their own policies. Social media features are not embedded on our website.
Live camera feed (not recorded)
A live camera feed runs from the dining room to the kitchen so staff can see when guests are ready for breakfast. The feed is not recorded or stored.
4. How we use your information
We use personal information to:
- take and manage bookings;
- communicate with you before, during, and after your stay;
- provide accommodation, breakfast, and guest services;
- send pre arrival text messages (direct bookings);
- respond to enquiries and complaints;
- meet legal, tax, and accounting obligations;
- improve our website (through privacy oriented analytics); and
- invite guests to leave reviews (you can ignore these messages).
We do not send newsletters or promotional mailing lists.
Lawful bases (UK GDPR)
We rely on different lawful bases depending on the activity, including:
- Contract: to perform our agreement with you when you book a stay.
- Legitimate interests: to run the guesthouse, communicate with guests, improve our website, and invite reviews, balanced against your rights.
- Legal obligation: where we must keep certain records for tax or law.
- Consent: where you have given clear consent (for example optional information in a website message). You may withdraw consent by contacting us, though this may not affect processing that has already taken place.
5. Who we share information with
We do not routinely give guest lists or personal details to cleaners, accountants, family members, or other third parties for day to day operations.
We use trusted service providers who process information on our behalf, including:
| Recipient | Purpose | Typical data |
|---|---|---|
| Booking.com | Online bookings and payments | Booking and guest details held on their platform |
| Netlify | Website hosting | Form fields you submit |
| South Pier Media Ltd | Website and hosting management | As needed to operate the site |
| Umami | Privacy oriented website analytics | Anonymised or aggregated usage data |
| Microsoft (OneDrive / email) | Email and file storage | Booking correspondence and documents |
| Utility Warehouse | Guest WiFi | Connection data (we do not require name or email to log in) |
We may also share information if required by law, regulation, or court order.
International transfers
Some providers may store or process data outside the United Kingdom, including in the United States (for example Netlify and Microsoft services). Booking.com also operates internationally. Where data is transferred outside the UK, we expect providers to use appropriate safeguards recognised under UK data protection law.
6. Where we store information
Guest and booking information may be held in:
- our booking email inbox (thetrillberryguesthouse@outlook.com);
- a Microsoft laptop and OneDrive;
- an external SSD;
- our guest booking records system (direct reservations);
- a paper guest book (names);
- Booking.com (for Booking.com reservations); and
- a spreadsheet used for accounting that contains payment amounts only (no guest names or addresses), accessed via NatWest banking.
Next of kin forms and any written dietary notes kept during a stay are destroyed when you leave.
7. How long we keep information
We keep information only as long as needed for the purposes above, or as required by UK law.
| Type of record | How long we keep it |
|---|---|
| Direct booking records (name, email, address, phone, booking details) | Up to 7 years from the end of the financial year they relate to |
| Website enquiry form submissions | Up to 7 years from the end of the financial year they relate to |
| Booking.com related business records | Up to 7 years from the end of the financial year they relate to, and as long as needed for the stay |
| Booking emails and correspondence | Up to 7 years from the end of the financial year they relate to |
| Paper guest book (names) | Up to 7 years from the end of the financial year they relate to |
| Accounting spreadsheet (amounts only) | Up to 7 years from the end of the financial year they relate to |
| Next of kin forms (name and phone) | Destroyed when you leave |
| Written dietary notes (if made during your stay) | Destroyed when you leave |
| Pre arrival text messages | Up to 7 years from the end of the financial year they relate to, unless deleted sooner |
We may delete information earlier when we no longer need it, for example if you ask us to erase it and we are not required to keep it.
The 7 year period follows the usual UK limit for keeping business and tax related records. It does not mean we keep every item for the full period if it is no longer needed.
8. Your rights
Under UK data protection law you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct inaccurate information;
- ask us to delete information in certain circumstances;
- object to or restrict certain processing;
- withdraw consent where we rely on consent; and
- complain to the ICO.
To exercise your rights, contact us using the details in section 1. We may need to verify your identity before responding.
9. Security
We take reasonable steps to protect personal information, including secure storage on our devices and careful access limited to Matt and Claire Rowberry. Paper records that are no longer needed, including next of kin forms and dietary notes, are destroyed. No method of transmission or storage is completely secure.
10. Children
Our guesthouse is not directed at children. We do not knowingly collect personal information from children without parental involvement. If you believe we have received a child's information in error, please contact us.
11. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top will change when we do. Significant changes may also be noted on our website.
Cookies and similar technologies
What we use
Our website uses a small number of cookies and similar technologies.
Essential / functional
Cookies needed for the website enquiry form and basic site operation (including Netlify form handling).
Analytics (Umami)
We use Umami for privacy oriented analytics. Umami is configured to avoid advertising
trackers and to minimise identification of individual visitors. Analytics help us understand how the site is
used (for example which pages are visited).
We do not use live chat widgets or advertising trackers on the website.
Managing cookies
You can control cookies through your browser settings. Blocking some cookies may affect how the enquiry form or site features work.
More information
For questions about cookies or this policy, use the contact details in section 1.