1. Who we are

Heronbrook Retreat is a trading name of Adventure Connections. Adventure Connections ("we", "us", "our") operates this website and provides luxury weekend accommodation at Heronbrook Retreat, Templars Way, Bedford, MK44 1PY. We are the controller of the personal information collected through this website.

If you have any questions about this policy or how we handle your data, please contact us at bookings@heronbrookretreat.co.uk.

2. Information we collect

When you submit an enquiry through our website, we collect the information you provide directly:

• Your name and contact details (email address and phone number)
• Details of your enquiry, including your occasion, group size, preferred dates, and any message you send us
• Correspondence and communications between us relating to your enquiry or booking

3. How we use your information

We use the information we collect to:

• Respond to your enquiry and provide you with availability information and a tailored proposal
• Manage and administer your booking, including any pre-arrival arrangements
• Communicate with you about your stay
• Keep records of enquiries and bookings for accounting, administrative, and legal purposes
• Meet our legal, regulatory, and tax obligations

4. Legal basis for processing

We process your personal information on the following legal bases:

Performance of a contract — when we take steps to prepare and fulfil a booking at your request.

Legitimate interests — to respond to enquiries, keep records, and improve our services, provided these interests are not overridden by your rights.

Legal obligation — where we are required to keep records or disclose information by law.

Consent — where you have given us permission, for example if you ask us to send you updates. You can withdraw consent at any time.

5. Sharing your information

We do not sell your personal information. We only share it where necessary:

• With service providers who help us run our business, such as our website hosting, database, and email providers. These providers process data on our behalf under contract.
• With third parties you have asked us to arrange on your behalf (for example chefs, activity hosts, or beauticians), limited to the details needed to provide that service.
• Where required by law, regulation, or legal process.

6. International transfers

Some of our service providers may process information outside the United Kingdom. Where this happens, we take steps to ensure your information receives an adequate level of protection, including the use of standard contractual clauses or providers certified under the UK Extension to the EU-U.S. Data Privacy Framework.

7. How long we keep your information

We keep enquiry and booking records for as long as necessary to fulfil the purposes described in this policy, and in particular for six years after the end of the relevant financial year, so that we can meet our tax, accounting, and legal obligations. Correspondence that does not result in a booking is kept for up to two years, unless we need to keep it longer.

8. Your rights

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to:

• Request a copy of the personal information we hold about you
• Ask us to correct information that is inaccurate or incomplete
• Ask us to delete your information where there is no good reason for us to keep it
• Object to or restrict our processing of your information
• Request that we transfer your information to another organisation
• Withdraw consent where we rely on consent to process your information

9. Security

We take the security of your information seriously and use appropriate technical and organisational measures to protect it, including encrypted connections, access controls, and limiting access to personal information to those who need it.

10. Cookies

Our website uses only essential cookies needed for the site to function. We do not use advertising or tracking cookies. If this changes, we will update this policy and provide a cookie banner where required.

11. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with an updated revision date. This policy was last updated in October 2026.

12. How to contact us or complain

Please contact us at bookings@heronbrookretreat.co.uk if you have any questions or wish to exercise your rights.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection: ico.gov.uk or 0303 123 1113.