Privacy Policy

1. Who is responsible

The operator below is responsible for personal information processed for the Caravans To Hire website and owner advertising service. Contact us here for privacy questions or to exercise your data protection rights.

Business name: Caravans To Hire
Contact address: Caravans To Hire
Email: contact@caravanstohire.co.uk
Website hosted by: Nexar Web Services

2. Information we handle

Account information: your name, display name, email address, account identifiers and securely hashed password. Account details can be updated through My Account.
Caravan and lodge adverts: titles, descriptions, park and location details, prices, capacities, features, photographs, ownership, original uploader and saved/published status.
Membership and billing: products, additional-caravan quantities, subscription status and dates, order references, coupon use, billing address, payment status and gateway references. The payment provider may supply limited payment-method information, such as card type and last digits; our caravan forms do not collect full card numbers or card security codes.
Booking requests and conversations: guest name and email address, caravan and owner identifiers, requested dates, guest and dog counts, messages, message times, read status and notification delivery status. Private email links and essential browser cookies allow guests to access their conversations.
Support and security: messages you send us and information needed to investigate account problems, misuse or disputes. Hosting and security services may log IP addresses, browser details, request times and errors.

Most information comes from you. Payment and subscription services supply transaction/status updates. Account or billing fields are needed to provide the corresponding service; without required information we may be unable to create an account, publish an advert or process membership.

3. Why we use it

Purpose	Information	Lawful basis
Run your account, membership and adverts	Account, listing and subscription details	Contract, including steps you ask us to take before purchase
Keep payment and accounting records	Orders, invoices and transaction references	Contract and applicable legal obligations
Answer questions and protect the service	Correspondence and relevant security records	Our legitimate interests in support, security and resolving disputes, balanced against your rights
Optional marketing or consent-based tracking, if introduced	The information explained at the point you choose to opt in	Consent where required; optional choices will be separate from membership

The current owner service does not include a marketing mailing list or advertising tracking. We will update this notice and provide any required choices before introducing a new use.

4. What other people can see

Publishing an advert makes its caravan description, photographs, park/location, facilities and guide prices available to visitors and potentially search engines. Do not include private contact details, guest information, documents or precise pitch information in public text or photographs unless you intend to share it. Images can contain embedded location data; remove this before uploading.

Administrators can see the owner and original uploader for managing adverts. Your account email, password and billing address are not included in the public caravan card by the owner editor. Removing an advert hides it from the catalogue, but copies previously made by search engines or other people may persist outside our control.

5. Service providers and sharing

Authorised staff and service providers may access information needed for website hosting, backups, security, email delivery, technical support, account administration and payments. Payment providers may also process data for their own fraud-prevention and legal responsibilities under their own privacy notices. We may disclose relevant information to professional advisers or authorities where necessary for legal obligations or claims.

We do not sell personal information. After email confirmation, the guest’s name, email, requested stay details and messages are shared with the caravan owner handling that request. Owners respond through their account, and each new message is included in an email notification to the other participant. Email delivery providers process these notifications. Conversations are not public. The accommodation owner is responsible for their use of guest information when discussing and arranging a holiday.

If a provider processes personal data outside the UK, we must identify the relevant destination and safeguard, such as adequacy regulations or appropriate contractual safeguards. Contact us for information about the safeguards applying to your data.

6. How long information is kept

Account and advert information is kept while needed to provide your account and listing service. An expired membership pauses visibility; it does not automatically delete your account or saved adverts. A binned advert and its uploaded photographs may remain in the administration system until permanently removed.

When you request account closure or deletion, we review what can be removed and what must be retained for outstanding payments, legal/accounting obligations, complaints or claims. We retain only relevant records for those purposes and remove or anonymise them when no longer needed. Support and security records are reviewed according to the issue, risk and any ongoing investigation. Backup copies are removed through the provider’s retention cycle rather than immediately from every backup.

Unconfirmed booking requests are removed after 7 days. Confirmed conversations are scheduled for removal 24 months after both the latest activity and the requested departure date. Cleanup runs through the website’s scheduled tasks. Copies already delivered by email remain subject to the recipient’s mailbox retention. Authorised administrators can handle conversation export and deletion through WordPress privacy tools.

You can ask us which retention period applies to a particular record and request deletion where your rights allow.

7. Your choices and rights

Depending on the circumstances, you can request access to your information, correction, deletion, restriction, portability or object to processing based on legitimate interests. Where we rely on consent, you can withdraw it without affecting earlier lawful use. Some requests are subject to legal exceptions.

Use My Account to update available account details. For other requests, contact us above. We may need to verify your identity and normally respond within one month, with any lawful extension explained. Account deletion and stopping subscription renewals are separate actions; tell us if you need both.

You can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would also welcome the chance to resolve your concern directly.

8. Security, children and automated checks

Access to private account information is restricted to the account holder and authorised administrators or providers. No website can guarantee complete security, so keep your password private and report suspected misuse.

Owner accounts are intended for people aged 18 or over. We do not ask for children’s personal details for membership.

Your caravan allowance is calculated automatically from subscription status and purchased quantities. This can pause adverts outside the allowance. Contact us if a payment or allowance appears wrong so a person can review it. The current service does not use automated advertising profiles or make credit decisions.

9. Cookies and updates

See our Cookie Policy for sign-in and basket technologies. We will update this notice when the service or its data uses change and give additional notice where required. The date above identifies this version.

10. Caravan and lodge addresses and Google Maps

The holiday park and destination supplied by the owner appear publicly on the advert. The map searches these details and may point to the park entrance rather than the exact pitch. Confirm arrival directions directly with the owner.

Google Maps is embedded automatically on caravan and lodge adverts. Your browser connects to Google when the map loads, sending the map search location, IP address and browser information. Google may use cookies or other storage, with purposes and retention depending on its service and your settings. See the Google Privacy Policy and Google cookie information.

The website’s analytics and advertising cookie choices do not control this map embed. You can manage Google cookies and storage through your browser or Google settings. Open in Google Maps takes you directly to Google, where its own settings apply.