Privacy policy

Who is responsible for managing my data?

Head Fen Country Retreat and all websites and brochures operated and/or produced in relation to it are maintained by:

Wyndham Vacation Rentals UK
Sunway House, Raglan Rd
Lowestoft, NR32 2LW

(“they”, “Hoseasons” or “booking agent”)

This is our Privacy Notice and it explains how we collect, use, share and protect your personal data.

We do not collect data direct however we are responsible for the proper management of any personal information submitted to us by our booking agent. We will keep your personal details secure and use the information provided consistently with applicable privacy and data protection laws and the terms of this Privacy Notice.

What information do we collect

We do not accept bookings direct and as such, the information gathered by our booking agent will only be shared with us should you decide to make a booking

If you choose to make a booking through Hoseasons or make queries about a potential booking, they will collect details that you provide in relation to that booking or query. Information held is likely to include your name, contact details, payment details, date of birth, information about people travelling with you, information about your booking and any additional information needed to help meet your specific requirements.

The relevant information is then shared with us to allow the fulfilment of service(s) and/or booking(s) you have requested.

We also collect website usage information and do this using “cookies”. For further information about cookies and how we use them please see our [cookie policy].

How do we use your information

Any information you provide our booking agent may be passed onto us to ensure your experience is beyond satisfactory. This information may be used in a number of ways, for example:

  • to enable us to complete your booking and any services ordered
  • for statistical purposes when we evaluate our range of services;
  • to help personalise repeat visits to our website and lodges;
  • to manage customer service queries; and
  • to help us to provide details or information you may have requested.
On what legal basis will we process your information?

We will always process your personal information on lawful grounds and in particular on the grounds set out below:-

  • Performance of a Contract 

    If you make a booking through our booking agent we will use the details shared with us to provide that booking to you. This information is likely to include your name, date of birth, contact details, information about people travelling with you, information about your booking and any additional information we may need to help meet your specific requirements.

    If you do not provide Hoseasons with the information set out in this paragraph, then we may not be able to provide the service you have agreed to with our booking agent.

  • Legitimate Interest 

    We want to give you the best possible customer experience whilst respecting your privacy.

    We may use your name and contact details to tell you about our own products and services which we think may be of interest to you. You can ask us to stop doing so at any time.

    We may use your name and contact details to ask for your comments on the accommodation and/or services that have been provided.

We may use some of your personal information for statistical purposes when we evaluate our range of services.

We may share your contact information with third party market research companies who may contact you to conduct market research about our products and services.

We may share your email address with our technology providers including Google, Facebook and others (acting as data processors) for them to use on our behalf in connection with the creation of marketing and promotion for us.

They may use this to serve targeted advertising/content to you via their platforms. You can control what advertisements you receive via the privacy settings on the relevant platform.

Data privacy law allows this as part of our legitimate interest in understanding our customers, marketing our services to them and helping us to provide them with the highest levels of service.



We may ask your consent to share your name and contact details with selected third parties companies so that they can tell you about their products and services.

You can withdraw your consent at any time.

Legal obligation
We may also use and disclose your personal data for compliance purposes, as required by any legal or taxation authority and to the extent that we are required to do so by law or regulation.

Who will you share my information with?
n order to provide you with the products and services that we offer we may share your information with third parties who we work with to deliver services or to fulfil your booking.

We may also disclose your personal data without your permission in connection with any legal proceedings or prospective legal proceedings, and in order to establish, exercise or defend our legal right.

How do you manage my information?
All booking information is received through our booking agent, Hoseasons.

We may from time to time appoint other members of our group of companies, or third party service providers, to help us manage efficient systems and services within the business.

We will only transfer your information, if deemed necessary, to service providers who help manage our services, where we are satisfied that lawful and adequate levels of protection are in place to protect the integrity and security of any information being processed and in compliance with applicable privacy laws.

If we transfer your personal data to service providers outside the European Economic Area then we will always use a lawful method to do so, as approved by the European Commission.

Updating my details?
If you would like to change any of your preferences relating to the information we hold please update your user preferences with our booking agent. You can do this by updating your user preferences on their website or sending an email to

Your information is not shared with us until a booking for our properties have been made.

How long will we hold your information for?
We have a system of retention periods in place to ensure that your information is only stored whilst it is required for the relevant purposes or to meet legal requirements. Where your information is no longer required, we will ensure it is disposed of or deleted in a secure manner.

Your rights

You have the right to ask us at any time:

  • to confirm whether we hold any of your personal data;
  • for a copy of any personal data that we hold about you;
  • to correct any inaccuracies in your personal data and to add relevant details where the personal data we hold is incomplete;
  • to delete (to the extent possible) any of your personal data, where we are required by law to do so;
  • to stop processing your personal data, where we are required by law to do so;
  • to let you have a portable copy of the personal data we hold about you, where we are required by law to do so; and
  • to stop processing any of your personal data that we process on the basis of our legitimate interests.

Where we have reached a decision that affects you by processing your personal data automatically then you have the right to speak to someone to discuss that decision.

We do not use your personal data for the purpose of profiling.

Where we process your personal data on the basis that you have given us your consent to do so then you may contact us at any time to withdraw your consent.

If you wish to exercise any of these rights, or wish to object to our use of your personal information, please write to us at the address given below.

Head Fen Country Retreat,
17 Oak Lane,

Or by email to:


Does this notice apply to linked sites?
Our websites may contain links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy policies.



When do you monitor phone calls?
We may from time to time record telephone calls you have with members of our staff for training purposes and to improve the quality of our service.



How do we update this privacy policy?
We keep our privacy notice under regular review and we will place any updates on our webpage.
Who can I contact if I have any questions about this privacy policy?

You can also contact us directly if you have any questions about our privacy notice or information we hold about you.

Please write to us at the address given below.

Head Fen Country Retreat,
17 Oak Lane,

Or by email to:

Or by phone to: 07775 678 289/01353 860 428