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Introduction

Caswell House ("we", "us", "our") is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have over it, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Caswell House is the data controller for the personal data described in this policy.
Caswell House
Caswell Lane
Brize Norton
Oxfordshire
OX183NJ

How to Contact Us
• General Manager & Privacy Contact: Kirsten Jones
• Telephone: 01993 701064
• Email: kirsten@caswellhouse.co.uk

Caswell House has not appointed a statutory Data Protection Officer (DPO), as this is not currently a legal requirement for our size and type of processing. Kirsten Jones is our nominated contact for all privacy queries.

What Personal Data We Collect

Depending on how you interact with us, we may collect:
• Contact details: name, address, email, telephone number
• Booking and event details: dates, guest numbers, supplier information
• Payment information (processed via our payment provider - see Section 7)
• Website usage data (see Section 9, Cookies)

Special category data: where relevant to your event, we may also collect dietary requirements, allergies, or accessibility/medical needs for you or your guests, so that we can plan your event safely. This is "special category data" under Article 9 of UK GDPR and we only collect it with your explicit consent, and only for the purpose of delivering your event safely.

 Our Lawful Basis for Processing

We rely on the following lawful bases, depending on the purpose:
• Contract - to plan and deliver a booked event or service
• Legitimate interests - to respond to enquiries and improve our services
• Consent - for marketing communications and for special category data (e.g. dietary or medical information)
• Legal obligation - where we must retain or disclose data to comply with the law

How We Use Your Information

• To respond to your enquiry and provide quotes
• To plan, deliver, and manage your booked event
• To process payments
• To meet health & safety obligations (e.g. catering for allergies)
• To send you marketing communications, only where you have given explicit consent — you can withdraw this at any time

We will never sell your personal data, and we will not share it with third parties except as set out in Section 7.

How Long We Keep Your Information

Seven years, in line with financial record-keeping obligations. 

Sharing Your Information

We may share your information with trusted third parties who help us deliver our services, including:
• Indulging Ltd T/a Caswell Kitchen
• Sonas Wedding Venue Software
• Innstyle
• Stripe
• Dojo
• Mailchimp

Where any of these providers store or process data outside the UK or European Economic Area, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement or Standard Contractual Clauses.
We do not share your data with third parties for their own marketing purposes.

Keeping Your Information Secure

We have put in place appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure, including restricted access to records, secure storage, and staff awareness of data protection obligations. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

Cookies and Website Usage

Our website may use cookies or similar technologies to understand how visitors use the site and to improve it. Where we use analytics or tracking tools, we will ask for your consent in line with the Privacy and Electronic Communications Regulations (PECR), via a cookie banner on our website. You can control or delete cookies through your browser settings at any time.

Data Breaches

If we become aware of a personal data breach that poses a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours, where required. Where a breach is likely to result in a high risk to you, we will also notify you directly and without undue delay.

Your Rights

Under UK GDPR, you have the right to:
• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request erasure of your data, in certain circumstances
• Request that we restrict our processing of your data
• Request a portable copy of your data, in certain circumstances
• Object to processing based on legitimate interests or for direct marketing
• Withdraw consent at any time, where processing is based on consent
To exercise any of these rights, please contact us using the details in Section 2. We will respond within one month, as required by law.

Making a Complaint

If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

Changes to This Policy

We may update this policy from time to time to reflect changes in law or our practices. Material changes affecting how we use special category data will be actively communicated to clients with upcoming bookings. We recommend checking this page periodically.





 


Privacy policy

“Cookies” are small pieces of information between a web server and a web browser, which enable the server to collect information from the browser. The Caswell House website uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this.

GA makes use of cookies, details of which can be found on Google’s developer guides. Our website uses the analytics.js implementation of GA.

Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.

You can view the Google Privacy Policy here.


 


COOKIE policy

Caswell House is committed to minimising our impact on the environment and implements the following strategy to achieve this.



Efficiency

Caswell House:

  • uses environmentally responsible products with an emphasis on renewable energy suppliers, including a wood pellet, biomass boiler, solar panel electricity and air-source heat pump
  • using a reed bed filtration system. At Caswell House all water is taken directly from our own natural water spring
  • encourages responsible procurement and promotes the use of local suppliers wherever possible
  • ensures all renovations are undertaken using sustainable and environmentally responsible materials wherever possible
  • implements a close-down procedure to ensure lights and equipment are switched off when spaces and buildings are not in use
  • uses LED or low energy lighting throughout all spaces
  • continues to monitor energy & water consumption and reduce when possible
  • provides a fully equipped venue; from a fully equipped kitchen and beautiful furniture, to onsite accommodation and licensed ceremony rooms, we ensure every element of an event can be catered for to reduce attendee travel and unnecessary supplier deliveries
 

Waste Reduction

Caswell House:

  • ensures any waste is recycled where possible including cardboard and glass
  • encourages the use of re-using décor items whenever possible
  • retains and reuses packaging such as bags and boxes
  • minimises the use of single-use items
  • organises the disposal of all event waste to ensure effective waste management and recycling
 

Supplier Sustainability

Caswell House….

  • promotes environmental best practice to suppliers to encourage a shared responsibility to protecting the environment
  • recommends the use of local suppliers to reduce the effects of travel and CO2 emissions
  • provides locally sourced products where possible
  • reduces use of individually packaged food & drink items where possible
 

Working Ethically

Caswell House….

  • promotes environmental awareness amongst employees and encourages them to work in an environmentally responsible manner with the commitment to enable them to do so
  • complies with all relevant regulatory requirements and environmental legislation

Environmental Policy

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