1. Who We Are

Old Vyne Ventures Ltd is a company registered in England and Wales.

Registered Company Number: 16628680
Registered Office Address: 28 Tynemouth Street, London, SW6 2QT
Email: ali@oldvyne.com
Telephone: +44 7906 422108

For the purposes of UK data protection law, Old Vyne Ventures Ltd is a Data Processor when managing guest bookings and communications. The property owners we work with are the Data Controllers, and we process guest data on their behalf. 

2. The Personal Information We Collect

Identity and Contact Information:
• Full name
• Email address
• Telephone number
• Postal address

Booking Information:
• Property booked
• Dates of stay
• Number of guests
• Special requests or preferences
• Communications relating to your booking

Payment Information:
• Payment confirmation details
• Transaction references

We do not store full card or bank account details. Payments are processed securely via third-party payment providers or direct bank transfer.

3. How We Use Your Personal Information

We use your information to:
• Manage and administer property bookings
• Communicate with you about your reservation
• Provide information to the relevant property owner
• Comply with legal and tax obligations
• Handle complaints or disputes

We do not sell personal data to third parties.

4. Our Lawful Bases for Processing

Contract:
We process your personal information on behalf of the property owners that we work with, to enter into and fulfil a booking contract for your stay. This contract is between you, the guest, and the property owner.

Legal Obligation:
We retain certain booking and financial records to comply with UK tax and accounting laws.

Legitimate Interests:
We may process limited information to prevent fraud, protect our business, and resolve disputes.

Consent (if applicable):
If we send marketing communications, we will only do so where you have provided consent. You may withdraw consent at any time.

5. Data Controller Arrangements

We work with the following property owners:
• Middleton Castle
• Ferniehirst Castle
• Domaine de la Vène (France)

For bookings, Old Vyne Ventures Ltd are acting on behalf of the relevant property owner, with the property owner being the Controller of the data.

Old Vyne Ventures Ltd manages booking administration and guest communications prior to arrival, on behalf of the property owner.  The property owner manages guest data during the stay and for on-site operational purposes.

You may contact either party to exercise your data protection rights, but the data is controlled by the property owner.

6. Where We Obtain Personal Information

We collect personal information:
• Directly from you
• From the property owner where you initially contacted them
• From secure payment processors

7. International Transfers

Where a booking relates to Domaine de la Vène (France), your personal information will be shared with that property.

France is covered by UK adequacy regulations, meaning it provides an equivalent level of data protection to the UK.

We ensure appropriate safeguards are in place for any international transfers.

8. How Long We Keep Your Information

We retain booking and financial records for 6 years following the end of the financial year in which the booking took place to comply with UK tax and accounting obligations.

Basic contact details may be retained for up to 2 years for administrative reference, unless a longer retention period is required by law.

After these periods, personal data is anonymised.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:
• Password-protected systems
• Restricted access to authorised personnel only
• Secure cloud storage providers
• Encrypted communications where appropriate
• Use of secure payment processors

10. Your Data Protection Rights

Under UK data protection law, you have the right to:
• Request access to your personal information
• Request correction of inaccurate data
• Request deletion of your personal data (where applicable)
• Request restriction of processing
• Object to processing
• Request transfer of your data to another organisation
• Withdraw consent (where consent is relied upon)

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

We will respond within one month.

11. Automated Decision-Making

We do not use automated decision-making or profiling that produces legal or similarly significant effects.

12. Cookies (If Applicable)

If you use our website, basic technical cookies may be used to ensure proper functionality. Any non-essential cookies will only be used with your consent.

13. How to Complain

If you have concerns about how we handle your personal data, please contact us first.

If you remain dissatisfied, you may complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk