Privacy Policy

The Hop Kilns

Privacy Policy

Effective date: 09/03/2026
Business/Property name: The Hop Kilns
Contact email: [email protected]

1. Introduction

This Privacy Policy explains how The Hop Kilns (“we”, “us”, or “our”) collects, uses, stores, and protects personal information when you make a booking or stay at our property.

We are committed to protecting your personal data and complying with applicable data protection laws including the UK General Data Protection Regulation and the Data Protection Act 2018.

This policy applies to guests who book directly with us or through third-party booking platforms.

2. Data Controller

The data controller responsible for your personal data is:

The Hop Kilns
Property: The Hop Kilns

Email: [email protected]
Address: The Hop Kilns, Free Town, Tarrington, Hereford, HR1 4JB

If you have any questions about this Privacy Policy or your personal data, please contact us using the details above.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

Booking Information

Full name
Email address
Telephone number
Home address
Booking dates and reservation details
Number of guests

Identity Verification Information

Where identity verification is required, we may collect:

Government-issued identification details
Passport or ID document information
Selfie image for identity verification
Date of birth
Nationality

Communications

Emails or messages sent to us
Booking enquiries
Customer service communications

Technical Information

If you access our website or digital guidebook, certain technical information may be collected such as device type or access logs.

4. How We Use Your Personal Data

We process personal data for the following purposes:

Managing bookings and reservations
Communicating with guests before, during, and after their stay
Identity verification and fraud prevention
Providing guest information and property guidance
Maintaining property security
Complying with legal and regulatory obligations
Improving guest services

The lawful bases for processing include:

Contractual necessity – to fulfil a booking
Legitimate interests – operating and protecting our property
Legal obligations – compliance with applicable regulations

5. Identity Verification and Guest Screening

To help protect our property and prevent fraud, we may require guests to complete identity verification through Truvi.

This process may involve submitting personal information including identification documents and selfie verification.

Truvi may use automated systems to assess booking risk and verify identity.

These checks are used solely to:

confirm guest identity
reduce fraudulent bookings
protect the property and host
support damage protection processes

Guests may contact us if they have concerns about the verification process.

Completion of identity verification is required before check-in instructions or property access details are provided.

6. Booking and Property Management Systems

We use Lodgify to manage reservations, calendars, and guest communications.

When you make a booking, certain information such as your name, contact details, and booking information may be stored and processed through Lodgify, in order to manage your reservation.

7. Digital Guest Guidebook

We provide guests with a digital welcome guide through Touchstay.

Touchstay may process limited guest information, such as a guest name or email address, solely for the purpose of providing access to the digital guidebook and property information.

8. Third-Party Data Processors

We may share necessary personal data with trusted service providers that assist in operating our holiday let.

These providers may include:

Booking management systems
Guest verification services
Digital guidebook platforms
Payment processors or booking platforms

These providers act as data processors and only process personal data on our behalf and in accordance with applicable data protection laws including the UK General Data Protection Regulation.

9. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

Secure booking systems
Password-protected devices and accounts
Restricted access to guest data
Use of reputable service providers

However, no internet transmission can be guaranteed to be completely secure.

10. Data Retention

We retain personal data only for as long as necessary to:

manage bookings and guest stays
maintain business records
comply with tax, accounting, or legal obligations

Once the retention period has expired, personal data will be securely deleted or anonymised.

11. Your Data Protection Rights

Under the UK General Data Protection Regulation, you have the right to:

request access to your personal data
request correction of inaccurate data
request deletion of your data in certain circumstances
request restriction of processing
object to certain processing activities
request transfer of your data (data portability)

To exercise these rights, please contact us using the details provided above.

12. Complaints

If you believe your personal data has been handled improperly, you have the right to lodge a complaint with the Information Commissioner's Office.

Website: https://ico.org.uk

We would, however, appreciate the opportunity to address your concerns first.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services or legal obligations.

We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or the systems we use to manage bookings and guest information.

When updates are made, the “Last Updated” date at the top of this policy will be revised. The latest version of the Privacy Policy will always be available on our website or provided to guests upon request.

Where appropriate, we may notify guests of significant changes to this policy through our booking communications or email.

Contact Us About Data Protection

If you have any questions, concerns, or requests regarding your personal data, please contact us:

The Hop Kilns
Email: [email protected]
Address: The Hop Kilns, Free Town, Tarrington, Hereford, HR1 4JB

We will respond to your request in accordance with applicable data protection laws, including your rights under the UK General Data Protection Regulation.

For further information or to lodge a complaint, you also have the right to contact the Information Commissioner's Office at https://ico.org.uk.