Privacy policy
We take the security of your data just as seriously as the safety and enjoyment of your holiday. Increasingly we all give out lots of information when interacting and engaging with any service so this policy sets out what we collect, your rights and how your data is used in respect of your relationship with us as a customer or a potential customer.
This privacy policy describes the policies of Woolacombe Bay Holiday Village Ltd, Woolacombe, Devon EX34 7AH, United Kingdom of Great Britain and Northern Ireland (the), email:
Please see below for more detail on how we use and manage your personal data. Changes may be made to this notice and changes will be published and dated at the bottom of this page.
Introducing who are we
Woolacombe Bay Holiday Parks is a trading name of Woolacombe Bay Holiday Village Ltd which owns and operates three holiday parks at Woolacombe in Devon providing self-catering accommodation holidays, camping and touring pitches and a range of leisure and entertainment facilities for customers to use during the course of their booked holiday. You can find out more about us on this website.
The data controller of the personal data referred to in this privacy policy is Woolacombe Bay Holiday Village Ltd, a limited liability company with registered company number UK01853817.
Information we collect
We will collect and process the following personal information about you:
- Title
- Name
- Address
- Telephone number(s)
- Email address
- Gender
- Age and date of birth including children
- Vehicle(s) registration you bring onto our property
- Booking reference number
- Customer reference number
- Payment information (we do not keep full card details)
- Online identification such as IP address, cookies and social media account identifiers
- Marketing communication preferences
- Proof of identity or residence
- Special requests or assistance requirements
- Medical and health information
- Photography, CCTV and ANPR
- Audio
We ask only for what we need and make sure you know why we need it as detailed below in this privacy policy. In return we ask you to always give us accurate information and tell us as soon as possible if there are any changes to your personal information such as a new address.
When you book a holiday with us, you will be required to provide us with some or all of the information above. If you search for a holiday but do not complete the booking, we will use your information to check in with you as to whether you need any assistance and whether you would like to complete your booking. For more information about how we do this (and how to prevent this if you wish to do so), please see our cookies policy.
When you are travelling with others or booking a holiday for someone else, you will need to give us personal data about them when making the booking, for example their name and age. It is your responsibility to ensure that anyone who you have provided personal data about is aware and happy that you have done so and is aware of how we use and process their information. This service is not intended to be used by children under 18 years of age, we only process information about children with the consent of the parents or legal guardians.
We do not actively seek to collect sensitive personal information about you or your party members as part of the booking process. If in order to improve your accessibility, safety and enjoyment of your holiday you may choose to make us away of any special requests including medical conditions, mobility needs, religious or dietary requirements and we will store these on our systems for these purposes. They will not be used for any other reason including targeted advertising. If you book certain activities on the holiday parks, use the spa or gym, or for the use of a private outdoor hot tub provided with your accommodation, we will ask for information about all participants' health including existing conditions which are relevant to the activity to ensure you can use them safely and who to contact in an emergency. You may also be required to provide us with information to support a refund claim using our Holiday Safeguard Scheme cover if you need to cancel your holiday for certain 'qualifying reasons'. If you object to providing this information we will not be able to allow you to use these facilities even when pre-purchased and non-refundable, or be able to process your cancellation in which case you should take out alternative holiday protection cover with a third party.
How we collect your information
We collect and receive information about you in the following manner when you:
- Make a booking or enquiry
- Sign up to receive email newsletters
- Interact with this website
- Engage with us on social media
- Use our help/chat/FAQ service
- Email us or write to us
- Call us we may record audio
- Contact us about a holiday you have booked, plan to book or have taken
- Complete a questionnaire or survey we send you about our products
- Leave reviews or feedback on our services
- Complete any disclaimers ie taking part in activities, going to the spa, using the gym or hot tubs
- Give any third party permission to share any informaion they hold about you
- Register an accident or incident that occurs on our property
- Access our holiday parks and facilities where we have CCTV and ANPR in operation
- Otherwise submit personal information directly to us
When you use this website, even if you don’t make a booking, we will automatically collect certain information such as your IP address, the date and time you accessed the service, the hardware, software or internet browser you use and information about your visit, including pages you viewed and interaction information. If you are using a mobile device, we may collect data that identifies your mobile device, location details and any specific settings.
How we use your information
We will use the information that we collect about you for the following purposes:
- Marketing and promotions
- Targeted advertising
- Creating a customer/user account
- Managing your customer/user account
- Managing your booking or other purchases
- Testimonials
- Customer feedback collection
- Enforcing terms and conditions
- Processing payment
- Support
- Administrative information
- Site protection
- Dispute resolution
Customer account: The information that you provide when you set up an account on our service allows us to provide you with services including the ability to manage your bookings, personal information, marketing communication preferences and access to special offers.
Holiday bookings: We need certain information about you, so we can fulfil our obligations contained in the contract that you enter into with us when you make a booking. If we do not collect this information then we cannot make a booking for you.
Communication in relation to your holiday: We will use the contact information you have previously shared with us to communicate with you in relation to your holiday bookings and to provide you with information relevant to your holiday. For example, pre-arrival information, helpful information about things to do on the holiday parks and in the area, any safety alerts, administrative messages about your holiday and emails to remind you to complete party members and vehicle registration information. We will also use this to send you messages about applicable relevant special offers and promotions prior to, during and up to a month after your holiday which are directly related to the booking you made. Consent is automatically granted for these administrative messages and cannot be withdrawn unless you cancel your booking in line with our terms and conditions of booking, if you do not consent to the use of your information in this way then do not make a booking.
Customer services: You can contact us at any time with general queries, questions about your booking or to report an issue whilst using our service. This can be done through any of our communcation channels or social media accounts. We will use the information that you have provided to help us answer any questions and respond to your query, along with any future queries that you may have. If you contact us by telephone, your call may be recorded for quality control and training purposes.
Personalisation and marketing: We will use information we hold about you, such as bookings you made with us previously, to enable us to show you the products and services we think you will like on our service and communicate these with you including recommended holidays and special offers, so for example we will save your searches to tailor future searches you make to your needs. If you would like to turn off this functionality you can do so on our cookies policy page. We also use the Facebook look-a-like audiences tool which enables us to find other potential customers with similar demographic profiles to serve them targeted advertising. Where you make a booking with us, search for a holiday online which you did not book or subscribed to our email newsletter and you have opted in to receive marketing by email and/or text message, we may contact you through these channels with information and offers about other products we offer that are similar to those you have already booked or enquired about and based on the information we hold on you. We may also use your contact details to contact you by phone or post if you have not opted out with details of holidays and products that we think may be of interest to you. You can manage your marketing communication preferences in My Account.
Using our service: We may use information you share with us to help improve the functionality, quality and performance of our service. This includes analysing your visits to this website and how you move around different parts of it to understand how it is used so we can improve the user experience. We may also use it for troubleshooting, data analysis, testing, research and for statistical and survey purposes by us, all of which helps us to provide the best outcomes we can to everyone using our service. Sometimes we may send information about users of this service in aggregate or anonymised form to third parties for them to provide analytics services to us; this is expmalined below in "How we share your information".
If we want to use your information for any other purpose, we will ask you for consent and will use your information only on receiving your consent and then, only for the purpose(s) for which grant consent unless we are required to do otherwise by law.
How we process your information
Our legal basis for collecting and using the personal data described above depends on the personal data concerned and the specific context in which we collect it. However, we will normally collect personal data from you under the following legal bases:
Performance of the contract: If we have obligations when we both agree to engage in a holiday contract, we will use your information to perform our obligations to you. For example, if you make an online booking on our service, we will use the information that you provide us with when making the booking to complete and administer the holiday.
Consent: You will be asked to consent to us providing you with marketing information and if you give us this consent, we will rely on this when contacting you with marketing information by email and text message, although please note that in limited circumstances we are allowed to send marketing information to you without your consent (please see section above "Communication in relation to your holiday"). You can opt out of receiving marketing communications from us at any time by contacting us, by using the link at the bottom of each email that we send to you or by logging in to My Account and changing your contact preferences.
Legitimate interest: We will use your information for our own legitimate interests, for example, to provide you with the best suitable content on our serivce, to improve and promote our products and for our own administrative purposes, including creating and maintaining business records of our relationship with you.
Legal requirements: We will have in some cases a legal obligation to collect personal data from you (for example, for us to comply with tax laws which require us to collect and retain records of products and services that we sell) or where we need the personal data to protect your vital interests. We may also use your information including IP address to protect you and us from fraudulant and other illegal activities, including monitoring access to our service and interactions with our employees, suppliers and representatives. We use CCTV and ANPR on our property to protect our customers, premises, assets and employees from crime, and to ensure health and safety at all times, in our facilities and general holiday park areas which record images for security. These activities are carried out on the basis of legitimate interest.
How we store your information
All information we hold about you is stored on secure servers and all payment transactions are encrypted. We do not keep your card details and we are PCI-DSS compliant, the standard required of businesses to take card payments. Only authorised personnel are permitted to access personal data in the course of their work. Whilst we do our best to protect your personal data, no information transferred over the internet can be guaranteed to be completely secure and you provide your information at your own risk.
When your credit card details are sumbitted as part of the purchase process, we store the last 4 digits and an authorisation token.
The data that we collect from you may be transferred to and stored at a destination outside the UK or EEA (European Economic Area), including where we may transfer your data to our marketing agencies and advertising platforms so that they can assist us with providing our services to you. Where your information is transferred to another country, we will take steps to ensure that the information receives the same level of protection as if it remained within the UK, including by entering into data transfer agreements or by relying on certification schemes and supplementary measures. You have the right to request details of the mechanism under which your data is transferred outside of the UK and EEA; for this information please contact us at
How we share your information
We do not sell your personal data to third parties and we will not transfer your personal information to any third party without seeking your consent, except in limited circumstances as described below:
- Ad services ie Google, Facebook, Bing etc
- Marketing agencies contracted to us
- Analytics, data insights and market research agencies
- Payment service providers
- Data collection and processing
- IT service providers who operate our business systems
We require such third parties to use the personal information we transfer to them only for the purpose for which it was transferred and not to retain it for longer than is required for fulfilling the said purpose.
We may also disclose your personal information for the following: (i) to comply with applicable law, regulation, court order or other legal process including with HM Revenue & Customs and the DWP; (ii) to enforce your agreements with us, including this privacy policy; or (iii) to respond to claims that your use of the service violates any third-party rights. If the service or our company is merged with or acquired by another company, your information will be one of the assets that is transferred to the new owner.
Retention of your information
We will retain your personal information with us for minimum of 7 years due to UK Health & Safety legislation and UK crime prevention legistation or for as long as we need it to fulfill the purposes for which it was collected as detailed in this privacy policy. We may need to retain certain information for longer periods such as record-keeping and/or reporting in accordance with applicable English Law or for other legitimate reasons like enforcement of legal rights, fraud prevention, etc. Residual anonymous information and aggregate information, neither of which identifies you (directly or indirectly), may be stored indefinitely.
Your rights
Depending on prevailing applicable English Law, you may have a right to access and rectify or erase your personal data or receive a copy of your personal data, restrict or object to the active processing of your data, ask us to share (port) your personal information to another entity, withdraw any consent you provided to us to process your data, a right to lodge a complaint with a statutory authority and such other rights as may be relevant under applicable laws. To exercise these rights, you can write to us at
You may opt-out of direct marketing communications or the profiling we carry out for marketing purposes by writing to us at
Do note that if you do not allow us to collect or process the required personal information or withdraw the consent to process the same for the required purposes, you may not be able to access or use the services for which your information was sought and you will not be able to access property owned by Woolacombe Bay Holiday Village Ltd including this website and physical holiday park locations.
Cookies
To learn more about how we use these and your choices in relation to these tracking technologies, please refer to our cookies policy.
Log files allow us to record visitors' use of the service which we use to make changes to the layout of the website and to the information in it, based on the way that visitors move around it. Log files do not contain any personal information about you or information about which other websites you have visited.
Security
The security of your information is important to us and we will use reasonable security measures to prevent the loss, misuse or unauthorised alteration of your information under our control. However, given the inherent risks, we cannot guarantee absolute security and consequently, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk.
The security of your data also depends on you; where we have given you or where you have chosen a password for access to certain parts of our service, you are responsible for keeping this password confidential. If we send you any of the information stated above, you should also take appropriate security measures to help protect your personal data from accidental loss and from unauthorised access, use, alteration and disclosure.
We use reasonable care to ensure that it does not create, replicate or transfer any computer viruses. However, viruses unfortunately exist, they are not always easy to identify and new and previously unknown viruses are continually being created and transferred. Accordingly, no guarantee can be given that this website and any software, email or program from Woolacombe Bay Holiday Village Ltd is virus free. Users and recipients are advised to take their own precautions as Woolacombe Bay Holiday Village Ltd accepts no liability in this regard.
Third party links and use of your information
Our service contains links to other websites that are not operated by us. This privacy policy does not address the privacy policy and other practices of any third parties, including any third party operating any website or service that may be accessible via a link on the service. We strongly advise you to review the privacy policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Accuracy
We take reasonable care to make sure that the information appearing on the service is accurate and up-to-date. However, errors and omissions do occur and the information may not be complete or up-to-date. Therefore you should not take the accuracy of the information for granted. Any specific facts should be checked directly with Woolacombe Bay Holiday Village Ltd.
None of the material contained in this service (nor any omission from it) can be relied upon as a statement or representation of fact, and does not and will not form part of any contract. The materials contained in this service are provided for general information purposes only and do not constitute legal or other professional advice. Woolacombe Bay Holiday Village Ltd does not accept any responsibility for any loss, which may arise from reliance on information contained in this site.
Permission is given for the downloading and temporary storage of one or more of these pages for the purpose of viewing on a personal computer.
Contacting us about this privacy policy
If you have any queries or concerns about the processing of your information that is available with us, you may write to us at Data Protection, Woolacombe Bay Holiday Parks, Woolacombe EX34 7AH, email:
For independent advice about data protection, privacy and data-sharing issues, you can contact the Information Commissioner's Office.
Changes to this privacy policy
We may modify this privacy policy at any time without any prior notice to you and will post the revised privacy policy here, we therefore recommend that you periodically review this page. Updates may be in response to changing legal, business or technical developments. For your information this privacy policy was last updated on 3 January 2024.
