Town End Farm, holiday accommodation in Yorkshire

Luxury Group Stays in the North York Moors

Tel: 01751 417960 Email: relax@townendfarm.org.uk

Privacy Policy

Last updated: 23 September 2026

This privacy policy explains how I & J Partnership, trading as the Long Barn at Town End Farm, collects, uses and protects your personal information.

We are the data controller for the personal information described in this policy.

How to contact us

I & J Partnership
Town End Farm
Appleton-le-Moors
North Yorkshire
YO62 6TF

Email: relax@townendfarm.org.uk
Telephone: 01751 417960
Mobile: 07854 292911 

The information we collect

Depending on how you contact us and use our services, we may collect:

  • Your name, postal address, email address and telephone number.

  • Booking and enquiry information, including requested dates, group size, reason for your stay and correspondence with us.

  • Information about other members of your party provided by the person making the booking, such as names,  numbers of children and bedroom requirements.

  • Information needed to prepare for your stay, such as accessibility requirements, dietary information, dog details and arrangements for celebrations or activities.

  • Payment and transaction information. Card payments are processed through our payment provider, and we do not normally retain complete payment-card details.

  • Records of previous stays, enquiries and communications with us.

  • Marketing preferences, including whether you have agreed to receive our monthly stories and other news.

  • Technical information about visits to our website, such as IP address, device and browser information, pages viewed and how visitors reach our website.

  • Information you provide when interacting with us through social media, review platforms, booking websites or other third-party services.

We may receive information directly from you, from the lead booker for your group, through our website and booking systems, or through a booking or listing platform you have used to contact us.

If you provide information about another person, please make sure they understand that you are sharing it with us and direct them to this privacy policy where appropriate.

How and why we use your information

We use personal information to:

  • Respond to enquiries and provide quotations.

  • Administer bookings, payments, cancellations and changes.

  • Prepare for and manage your stay.

  • Communicate useful arrival, departure and guest information.

  • Provide access to our digital guest guide.

  • Help with bedroom arrangements, accessibility needs, celebrations and other requested arrangements.

  • Maintain financial, tax and business records.

  • Handle questions, feedback, complaints, insurance matters or legal claims.

  • Protect our property, guests, business and computer systems.

  • Improve our accommodation, website, guest information and services.

  • Understand how people find and use our website.

  • Send marketing emails where you have consented or where we are otherwise permitted to do so by law.

  • Recognise returning guests and maintain an appropriate record of previous bookings and enquiries.

Our lawful bases

Under UK data-protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we rely on the following bases.

Contract

We use information when it is necessary to respond to a booking request, enter into a booking contract or provide the stay and services you have booked.

Legal obligation

We keep and use certain information to meet our legal, accounting, tax and regulatory responsibilities.

Legitimate interests

We use information where it is reasonably necessary for running and protecting our business, improving our services, responding to guests, recognising returning guests, maintaining appropriate guest and booking records, measuring website performance and dealing with claims or disputes.

When relying on legitimate interests, we consider the effect on your privacy and do not use your information where our interests are overridden by your rights.

Consent

We rely on consent for activities such as optional email marketing and non-essential website cookies where consent is required. You may withdraw your consent at any time.

Special category information

Information about health, accessibility needs, allergies or dietary requirements may sometimes reveal sensitive personal information. We only use this information when it is necessary to respond to your request or prepare appropriately for your stay. Where required, we will ask for your explicit consent.

Email marketing

We send our monthly stories and other marketing emails only where we have the necessary permission or are otherwise permitted to do so under electronic-marketing law.

You can unsubscribe at any time by using the unsubscribe link in an email or by contacting us at relax@townendfarm.org.uk.

Unsubscribing from marketing will not prevent us from sending information needed to administer an existing enquiry or booking.

We may retain a minimal suppression record after you unsubscribe so that we can respect your preference and avoid adding you to our marketing list again by mistake.

Who we share information with

We use trusted service providers to help us operate the Long Barn and communicate with guests. These may include:

  • SuperControl for booking administration.

  • MailerLite for email newsletters and subscriber management.

  • Touch Stay for our digital guest guide and guest communications.

  • WordPress and 34SP for our website, email and hosting services.

  • Google services used for website analytics, search performance, maps and business information.

  • Opayo, provided by Elavon, for secure payment processing.

  • Our banks, accountants, bookkeepers, insurers, IT providers and professional advisers.

  • Contractors or suppliers where their involvement is requested by you or necessary to provide an agreed service.

  • Government bodies, regulators, law-enforcement agencies or other organisations where disclosure is required by law.

These organisations may act as processors on our behalf or as separate data controllers for their own services.

We do not sell or rent personal information to other organisations.

International transfers

Some of our service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place. These may include UK adequacy regulations, approved contractual safeguards or other measures recognised under UK data-protection law.

How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, accounting and insurance requirements.

Our approach to retention is as follows:

  • Enquiries, booking records and guest correspondence: we retain these for as long as reasonably necessary to manage our relationship with guests and enquirers, recognise returning guests, respond to later contact and deal with questions, complaints, insurance matters or legal claims.

  • Financial and payment records: these are generally retained for up to six years after the relevant transaction or financial period.

  • Marketing information: this is retained until you unsubscribe, withdraw your consent or the information is removed following a periodic review.

  • Unsubscribe and suppression records: these are retained for as long as needed to ensure that your marketing preference continues to be respected.

  • Website analytics: this information is retained according to the settings applied within the relevant analytics and cookie services.

We periodically review older records and delete or anonymise information that is no longer needed.

When deciding how long to retain a record, we consider the date of the last contact, whether an enquiry resulted in a booking, the nature of our relationship with the guest, relevant legal and accounting requirements, and whether there is a reasonable continuing business need for the information.

We may retain information for longer where it relates to an ongoing dispute, complaint, insurance matter or legal claim, or where we are required to do so by law.

Cookies and website analytics

Our website uses cookies and similar technologies. Some are necessary for the website to operate, while others help us understand website use or support additional features.

Non-essential cookies are used only in accordance with the choices made through our cookie-consent tool.

More information is available in our Cookie Policy, including how you can manage your preferences.

Social media and links to other websites

Our website may contain links to other websites and social-media services. We do not control the privacy practices of those organisations.

If you follow an external link or interact with embedded third-party content, you should read the privacy information provided by that service.

Security

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

No internet-based service can be guaranteed to be completely secure, but we regularly consider the measures used to protect the information under our control.

Automated decision-making

We do not use personal information to make solely automated decisions that have legal or similarly significant effects on you.

Your data-protection rights

Depending on the circumstances, you may have the right to:

  • Ask for a copy of the personal information we hold about you.

  • Ask us to correct inaccurate or incomplete information.

  • Ask us to delete your information.

  • Ask us to restrict how we use your information.

  • Object to certain uses of your information, including direct marketing.

  • Ask for certain information to be transferred to you or another organisation.

  • Withdraw consent where we rely on consent.

These rights do not apply in every circumstance, and there may be legal reasons why we cannot fulfil all or part of a request.

You will not normally have to pay a fee to exercise your rights. We may need to ask for information to confirm your identity before responding.

Please send requests to relax@townendfarm.org.uk.

Complaints

If you have concerns about how we use your information, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:

Information Commissioner’s Office
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

Changes to this policy

We may update this privacy policy when our services, systems or legal responsibilities change.

The latest version will always be published on this page, together with the date it was last updated.