Privacy Policy

Cae Madog Barn Privacy Notice
Last updated: September 2026

Who we are

Cae Madog Barn is operated by Gemma and Simon Nelson trading as Cae Madog Barn.

Our contact details are:

Cae Madog Barn
Bont Dolgadfan
Llanbrynmair
Powys
SY19 7AP

Email: caemadog1@gmail.com
Telephone: 01650 521761 / 07980 632924

Gemma and Simon Nelson are the data controllers for personal information collected directly by Cae Madog Barn.

Information we collect

We may collect personal information including your name, postal address, email address, telephone number, booking dates, number of guests, names of adult guests, information about pets, booking preferences, correspondence with us, payment status and transaction information.

When you make an online booking, technical information such as your IP address, browser information and information collected through cookies or similar technologies may also be processed.

If you voluntarily provide information about accessibility, health or other requirements so that we can assist with your stay, we will only use that information for that purpose and where we have an appropriate lawful basis to do so.

We do not normally require copies of passports, driving licences or other identity documents.

How we obtain information

We may receive information directly from you when you make an enquiry, make a booking, telephone or email us, complete a form, stay at the property or contact us about your booking.

We may also receive booking information through third-party booking platforms including Airbnb, Vrbo and Booking.com, and through our booking-management provider SuperControl.

If you book through a third-party platform, that platform will also process your information under its own privacy policy.

How we use your information

We use personal information to respond to enquiries, administer bookings, take and record payments, communicate with guests, provide the accommodation and facilities you have booked, manage deposits and refunds, deal with damage or complaints, maintain appropriate business and financial records, prevent fraud or misuse, comply with legal obligations and establish or defend legal claims.

Where appropriate, we may also use limited booking information to request genuine feedback after a stay and to administer our review process.

Our lawful bases

Where information is needed to deal with an enquiry or fulfil a booking, we normally process it because it is necessary to take steps at your request before entering into a contract or to perform our contract with you.

We process some information because we have legal obligations, including accounting, taxation and regulatory requirements.

We may rely on our legitimate interests where necessary to operate and protect our business, manage customer service, prevent fraud, maintain appropriate records, resolve disputes and improve our services, provided those interests do not override your rights.

Where consent is legally required, including for certain cookies or electronic marketing, we will obtain your consent before processing the information for that purpose.

Payments

Online bookings are administered through SuperControl.

Card payments are handled using the payment processor connected to the SuperControl system. Full payment-card details are processed through the relevant secure payment provider, Opayo, and are not intended to be retained by Cae Madog Barn.

SuperControl states that card information entered through its payment pages is handled by its certified payment providers rather than stored or processed by SuperControl itself.  

Payments may also be made by bank transfer.

For bookings made through Airbnb, Vrbo or Booking.com, those platforms may collect payment from you and subsequently pay Cae Madog Barn.

Who we share information with

Where necessary, information may be shared with organisations that help us operate the business, including:

SuperControl and its service providers; the payment processor used for card transactions; Airbnb, Vrbo and Booking.com where applicable; Upfront Reviews where reviews are requested or displayed; our website and hosting providers; professional advisers such as accountants; banks and payment providers; IT and technical service providers; and government, regulatory, law-enforcement or taxation authorities where disclosure is required by law.

We only share information where there is a legitimate reason to do so.

International transfers

Some suppliers or booking platforms may process information outside the United Kingdom.

Where personal information is transferred internationally, we expect the relevant provider to use an appropriate legal mechanism such as UK adequacy regulations, an International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another lawful safeguard.

How long we keep information

Our normal retention period for booking, customer and related business records is seven years from the last relevant contact or transaction.

Information may be retained for longer where this is reasonably necessary for legal proceedings, regulatory requirements or an unresolved dispute.

Information that is no longer required will be deleted, anonymised or securely destroyed where reasonably practicable.

Marketing

We will only send electronic marketing where permitted by UK data-protection and electronic-communications law. Every marketing communication will provide a straightforward method of opting out.

We will not sell your personal information to third parties for marketing.

Cookies

Our website uses cookies and similar technologies. Full information is provided in our separate Cookie Policy.

Non-essential tracking technologies will only be used where consent or another lawful exemption applies.

Your rights

Depending on the circumstances, you may have the right to access your personal information, correct inaccurate information, request deletion, restrict processing, receive certain information in a portable format, object to certain processing and withdraw consent where processing is based on consent.

Requests should be sent to caemadog1@gmail.com 

We may need to verify your identity before acting on a request.

Data-protection complaints

If you believe Cae Madog Barn has collected, used, stored, disclosed or otherwise handled your personal information incorrectly, you can make a data-protection complaint.

Complaints can be submitted by email to caemadog1@gmail.com, by telephone on 01650 521761 / 07980 632924, or in writing to Cae Madog Barn, Bont Dolgadfan, Llanbrynmair, Powys, SY19 7AP.

You do not need to use specific legal terminology.

Please provide enough information for us to understand the concern and identify the relevant booking, correspondence or personal information. We may ask for information reasonably necessary to verify your identity or your authority to act for somebody else.

We will acknowledge receipt of a data-protection complaint within 30 days.

We will investigate the complaint without undue delay, make appropriate enquiries, keep you informed of material progress where necessary and provide an explanation of the outcome without undue delay.

We will keep an appropriate record of the complaint and our response.

If you remain dissatisfied, you may raise the matter with the Information Commissioner’s Office at ico.org.uk or by telephone on 0303 123 1113.

These steps reflect the statutory complaints procedure now required under the Data (Use and Access) Act 2025.  

Changes to this notice

We may update this Privacy Notice where our services, suppliers or legal obligations change. The current version will be published on this website.