Skip to content

Tel: 01579 370784     Follow us on Twitter  Find us on Facebook   Trip Advisor   Wifi available on site

Privacy Statement


Polhilsa Farm is committed to protecting your personal data and handling it responsibly.

This policy covers the personal data that we collect whenever you interact with us, including when you use our website, when you stay with us at Polhilsa or attend an event and when you correspond with us (such as by email or over the phone).  It also covers personal data that we may receive from third parties. 

Personal data Polhilsa Farm collects from you:

We collect personal data from your interactions with us, such as when you engage with our website, stay at Polhilsa or attend an event, or when you email or phone us.

The personal data we collect from you includes:
  • The name and contact details that you provide when you book accommodation or an event.
  • Your payment and address details as necessary to secure bookings and for balance payments.
  • Your marketing preferences, including any consents you have given us.
  • Information about your use of our website as necessary and appropriate.
  • Your communications with us.
  • Information about your attendance at Polhilsa events, if necessary and appropriate.  Photos and video footage of you may be taken at these events

Personal data Polhilsa Farm receives from third parties:

At the present time, Polhilsa Farm receives personal data from third party organisation, such as Online Travel Agents (IE. Holiday Cottages,, Farm Stay UK and Air BnB).  Assurance has been sought that all third party organisations comply with required GDPR. 

Why Polhilsa Farm processes your personal data:

This section explains the reasons why we process your personal data and our legal bases for doing so.


If you’ve opted-in to receive information and offers relating to Polhilsa Farm (for example by ticking a box on our registration form), then we’ll provide this information to you by email, text or phone. 

We also rely on your consent to process information about your use of our website and social media sites, so that we can improve your browsing experience and deliver advertising that is relevant to you.

Wherever we rely on your consent to process personal data, you have a right to withdraw that consent.

Legitimate interests

We process your personal data when necessary to pursue our legitimate interests in the following: 
  • Tailoring our website and communications for you.  
  • Monitoring, improving and protecting our products, content and services.
  • Checking the credit or debit card details you provide (to process your payments and prevent fraudulent transactions)
  • Sending you some types of direct marketing.
  • Responding to your comments or complaints.
  • Preventing, investigating and/or reporting fraud, terrorism, misrepresentation, security incidents or crime.
  • Using incident reports and potential other means to protect the security of other guests and visitors to Polhilsa and to help detect and prevent unlawful activity.
  • Managing legal claims, compliance, regulatory and investigative matters.
You have a right to object to any processing that we undertake for our legitimate interests. Please contact Polhilsa Farm for further information regarding exercising your rights.


We process your personal data when necessary for contractual reasons, such as to administer your stay or event with us and to provide products and services that you have requested.

Legal obligation

We are legally required to process your personal data in cases where we need to:
  • Respond to certain requests by government or law enforcement authorities
  • Comply with local Council requirements.   

Who Polhilsa Farm shares personal data with:

We will share your personal data with the following recipients:
  • Government authorities or law enforcement officials, to assist with their official requests and comply with our legal obligations. 

Personal data transfers outside of the EEA:

Polhilsa Farm does not transfer data outside of the EEA.

How long Polhilsa Farm retains personal data:

We retain personal data about your enquiry or booking for as long as your account remains active, and for a limited period of time afterwards.  Retention periods will therefore vary according to booking lead in times.

We keep a record of registration for 12 months after your stay or event.  Occasionally, data may be held for longer periods to satisfy legal requirements or possibly resolve an issue. 

Your rights to withdraw consent and to object :

Wherever we rely on your consent to process personal data, you always have a right to withdraw that consent.  Please contact Polhilsa Farm for further information regarding your right to withdraw consent or object.

Your other personal data rights:

In addition to your rights to withdraw your consent and to object, you have the right to ask us:
  • For access to information about your personal data or for a copy of your personal data.
  • To correct or delete your personal data.
  • To restrict (i.e. stop any active) processing of your personal data.
  • To provide you with certain personal data in a structured, machine readable format and to transmit that data to another organisation.
These rights may not always apply


When you access our website at we may place and access certain Cookies on your computer. We use Cookies to improve your experience of using our website and we have carefully chosen these Cookies and have taken steps to ensure that your privacy is protected and respected at all times. All Cookies used by our website are used in accordance with current UK and EU Cookie Law.

Before our website places Cookies on your computer, you will be presented with a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling us to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of our website may not function fully or as intended. Our website may place the following Cookies:

Type of Cookie
Analytical/performance cookies

Allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
You can choose to enable or disable Cookies in your internet browser and delete Cookies at any time.

How to contact us and exercise your rights:

The easiest way to stop receiving information from us is by opting out of communications.

We will do our best to assist with any queries you have about your personal data.  You can contact our Data Protection Officer at any time using the contact details below.  When you do so, please provide your full name, your preferred contact information, and a summary of your query.

Data Protection Officer
Polhilsa Farm
PL17 8PP        

If you have unresolved concerns, you also have the right to complain to an EU data protection authority where you live, work or where you believe a breach may have occurred. This is likely to be the Information Commissioner’s Office in the UK.

Last updated 14 May 2018

We suggest that you check back here for updates, as we will update this policy from time to time.