Privacy Policy

This Privacy Policy explains how GR Leisure Management Limited collects, uses, and protects your personal data when you use our website, make a booking, or otherwise interact with us.

We are committed to handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

GR Leisure Management Limited
23 Lower Brook Street, Ipswich, IP4 1AQ
Email: enquiries@groupretreats.co.uk
Phone: +44 1473 597 897

We act as a data controller in relation to personal data processed through our website, booking systems, and customer communications.

The Types of Data We Collect

Depending on how you interact with us, we may collect:

• Identity Data: name, title
• Contact Data: email address, telephone number, address
• Booking Data: reservation details, stay dates, guest information, preferences
• Financial Data: transaction information (payments are processed securely via third parties)
• Technical Data: IP address, browser type, device identifiers
• Usage Data: how you use our website and services
• Marketing Data: preferences for receiving communications

How We Collect Your Data

• Direct interactions (enquiries, bookings, emails, calls)
• Online forms and customer portals
• Booking platforms and property management systems
• Cookies and tracking technologies
• Third-party integrations and partners

How We Use Your Data

We use your personal data to:

• Administer and fulfil bookings
• Communicate with you regarding your stay or enquiry
• Process payments and manage financial transactions
• Provide customer support and resolve issues
• Improve our website, services, and user experience
• Send marketing communications where permitted by law
• Comply with legal and regulatory obligations

Legal Basis for Processing

• Contract: to provide services you request
• Legitimate Interests: to operate and improve our business
• Consent: where required for marketing
• Legal Obligation: compliance with applicable laws

Sharing of Your Data

We may share your data with:

• Property owners or operators where necessary to deliver your booking
• Payment processors, including Stripe
• Property management systems, including Hostaway
• CRM and communication platforms, including HubSpot
• Analytics and advertising providers, including Google (GA4) and Meta
• Professional advisers, insurers, and regulators where required

Where properties are owner-operated, relevant guest information may be shared to enable delivery of the stay. Not all properties require this level of sharing.

International Transfers

Some of our service providers operate outside the UK. Where personal data is transferred internationally, we ensure appropriate safeguards are in place, including the use of standard contractual clauses or equivalent protections.

Data Retention

We retain personal data only as long as necessary:

• Booking and financial records: up to 7 years
• Enquiry data: up to 60 months
• Marketing data: until you opt out or request deletion

Marketing Communications

We may send marketing communications where permitted under applicable law. You may opt out at any time by using the unsubscribe link in communications or contacting us directly.

Cookies and Tracking

We use cookies and similar technologies to:

• Enable website functionality
• Analyse traffic and usage (including Google Analytics 4)
• Support marketing and remarketing (including HubSpot and Meta)

You can manage your cookie preferences through your browser settings and any consent tools presented on our website.

Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.

Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Restrict or object to processing
• Request data portability
• Withdraw consent where applicable

Requests can be made via enquiries@groupretreats.co.uk.

Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website.

Complaints

If you are not satisfied with how we handle your data, you can contact the Information Commissioner’s Office (ICO):
www.ico.org.uk