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Privacy Policy
The Old Vicarage at Elkesley
Website: www.oldvicarageatelkesley.co.uk
Last updated: 22 October 2026
1. Introduction
Welcome to The Old Vicarage at Elkesley.
We respect your privacy and are committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, enquire about our wedding venue, request a wedding brochure, book accommodation or contact us about our services.
We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
The Old Vicarage at Elkesley offers countryside wedding and event facilities, tipi weddings, glamping, camping and holiday accommodation.
The organisation responsible for handling your personal information (the data controller) is: Business/trading name: The Old Vicarage at Elkesley
Legal business name: The Old Vicarage at Elkesley Campsites Ltd
Address: The Old Vicarage, Park Lane, Elkesley, Retford, Nottinghamshire
Email: Enquiries@oldvicarageatelkesley.co.uk
Website: www.oldvicarageatelkesley.co.uk
For questions about this Privacy Policy or your personal information, please contact us using the details above.
3. Information We Collect
Depending on how you interact with us, we may collect:
● Your first and last name.
● Your email address.
● Your telephone number.
● Your proposed wedding date.
● Information about your wedding requirements, guest numbers and preferences. ● Information submitted through our website enquiry forms.
● Information submitted through Facebook and Instagram enquiry forms. ● Details relating to wedding, accommodation, camping or event bookings.
● Information necessary to manage payments and bookings.
● Correspondence between you and our team.
● Technical information about your visit to our website, where collected through cookies or other website technologies.
We only ask for information that is relevant to providing our services.
4. How We Collect Your Information
We may collect information when you:
● Complete an enquiry form on our website.
● Request our wedding brochure.
● Submit a Facebook or Instagram lead enquiry form.
● Contact us by email, telephone or social media.
● Arrange a wedding viewing.
● Make a wedding, camping, glamping, holiday accommodation or event booking.
● Subscribe to marketing communications, where this option is offered.
● Visit our website and interact with permitted cookies or tracking technologies.
5. How We Use Your Information
We use your personal information for the following purposes:
Wedding brochure requests
To send you our wedding brochure, answer your questions and provide information about our wedding venue.
Wedding enquiries and viewings
To respond to enquiries, discuss wedding arrangements and organise venue viewings.
Bookings and customer services
To manage wedding, accommodation and event bookings, communicate with customers and provide the services requested.
Payments and financial records
To process or administer payments, issue invoices and maintain records where required. Following up on enquiries
We may contact you about a wedding or booking enquiry you have already made, including checking whether you have received the information requested and whether you would like to arrange a viewing.
Marketing communications
Where permitted by law, we may send information about relevant offers, events or services. Where consent is required, we will obtain it before sending marketing communications.
You can withdraw marketing consent or opt out of marketing at any time by contacting us or using an unsubscribe option where available.
Website improvements and advertising
Where applicable and legally permitted, we may use website analytics and advertising technologies to understand how our website is used and assess the effectiveness of our advertising.
6. Our Legal Basis for Processing Information
Under UK GDPR, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on:
Consent: Where you have agreed to receive marketing communications or to the use of optional cookies and tracking technologies.
Contract or steps before entering into a contract: Where processing is necessary to respond to requests about booking our services, prepare booking arrangements or fulfil a booking.
Legitimate interests: Where necessary for reasonable business activities, such as responding to enquiries, providing customer service and following up on a request you have made, provided those interests are not overridden by your rights and freedoms.
Legal obligations: Where we need to maintain financial records, comply with legal requirements or respond to lawful requests.
We assess which lawful basis applies to each use of personal information.
7. Facebook and Instagram Wedding Advertising
We may advertise our wedding venue through Facebook and Instagram, which are services provided by Meta.
If you request our wedding brochure through a Meta Instant Form, we may receive information you choose to submit, including:
● Your name.
● Your email address.
● Your telephone number, if provided.
● Your proposed wedding date.
● Your responses to our enquiry questions.
We use this information to respond to your request, provide the wedding brochure and communicate with you about your enquiry.
Submitting an enquiry form does not automatically mean you have agreed to receive unrelated marketing communications.
Meta processes information through its platforms in accordance with its own privacy terms. You can read Meta's Privacy Policy at:
https://www.facebook.com/privacy/policy/
8. Sharing Your Information
We do not sell your personal information.
Where necessary, we may share relevant information with trusted third-party service providers who help us operate our business, including:
● Website hosting and website form providers.
● Email and communication service providers.
● Booking and accommodation management platforms.
● Payment processing providers.
● Professional advisers and accounting services.
● Advertising platforms, including Meta, where relevant.
● Wedding or event suppliers where sharing information is necessary for an agreed booking or service.
We share only information reasonably necessary for the relevant purpose.
Where third parties process personal information on our behalf, we take appropriate steps to ensure suitable data protection arrangements are in place.
9. How Long We Keep Your Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including meeting legal, accounting and business record-keeping requirements.
Wedding and general enquiries: Twenty four Months
Booking and payment records: Twenty four Months
Marketing contact information: Retained while we have a valid reason and lawful permission to use it, subject to withdrawal of consent, objections and periodic review.
When personal information is no longer required, we securely delete or anonymise it, unless we are legally required to retain it.
10. Cookies and Website Tracking
Our website may use cookies and similar technologies.
Cookies are small files or pieces of information stored on your device when you visit a website.
They can be used to operate essential website functions, remember preferences, understand website usage or support advertising.
Depending on the technologies actually installed, these may include:
Essential cookies: Required for website operation, security or services requested by visitors. Analytics cookies: Used to understand website traffic and how visitors interact with the website.
Advertising cookies: May be used to measure advertising performance and support relevant advertising.
We will provide information about the cookies and tracking technologies in use on our website.
Where consent is required, we will not use non-essential cookies or tracking technologies until appropriate consent has been obtained.
Visitors will be given appropriate options to manage their cookie preferences.
Website administrator to confirm: The cookies, analytics services, advertising pixels and other tracking technologies currently installed, their purposes, providers and retention periods.
11. International Transfers
Some of our service providers may process or store personal information outside the United Kingdom.
Where international transfers occur, we take appropriate steps to ensure that personal information is protected in accordance with applicable UK data protection requirements.
These may include using recognised adequacy arrangements or appropriate contractual safeguards.
[CONFIRM RELEVANT PROVIDERS, INTERNATIONAL TRANSFERS AND SAFEGUARDS BEFORE PUBLICATION.]
12. Keeping Your Information Secure
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to people and service providers who need it for legitimate business purposes.
Although we take appropriate precautions, no internet transmission or electronic storage system can be guaranteed to be completely secure.
13. Your Data Protection Rights
Under UK data protection law, you may have the right to:
● Request access to personal information we hold about you.
● Ask us to correct inaccurate information.
● Request deletion of information in certain circumstances.
● Ask us to restrict the use of your information.
● Object to certain types of processing.
● Request transfer of your information where applicable.
● Withdraw consent where processing is based on consent.
These rights are subject to applicable legal conditions and exceptions.
To exercise your rights, please contact us at:
Enquiries@oldvicarageatelkesley.co.uk
If you are unhappy with how your personal information has been handled, you may also complain to the Information Commissioner's Office (ICO).
Website: https://ico.org.uk
14. Third-Party Websites
Our website may contain links to third-party websites, including social media platforms, accommodation booking providers or suppliers.
We are not responsible for the privacy practices of websites operated by other organisations. We encourage visitors to read the privacy policies of those websites.
15. Children's Privacy
Our website and wedding enquiry services are intended primarily for adults.
We do not knowingly collect personal information directly from children through our wedding enquiry forms.
Where information about children is necessary for an accommodation or event booking, we will handle it appropriately and only for relevant purposes.
16. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to our services, legal requirements or how we handle personal information.
The latest version will be published on our website with the date of the most recent update.
17. Contact Us
If you have any questions about this Privacy Policy or how we use personal information, please contact:
The Old Vicarage at Elkesley
The Old Vicarage, Park Lane, Elkesley, Retford, Nottinghamshire DN22 8AR
Email: Enquiries@oldvicarageatelkesley.co.uk
Website: www.oldvicarageatelkesley.co.uk