Hen Ffermdy Guest Privacy Notice

June 2026

Name:  Sue & Adrian Thornberry

Address:  Llangloffan Isaf, Castlemorris, Pembrokeshire, SA62 5ET

Phone No. 07967818824

Email:  henffermdy@gmail.com

ICO Registration No. 00014337675

Privacy

We respect your privacy and are committed to protecting your personal information. The information that you give us is for operational purposes, stored securely and will never be sold or traded with anyone else. 

This document sits alongside the Website Privacy Policy.

What Information We Collect

We collect personal data to process your bookings, fulfil legal obligations, manage property security, and ensure a comfortable stay:

  • Booking Details: Name, email, address, and telephone number.

  • Guest Registration (UK, Irish, & Commonwealth Citizens): Full name and nationality for all guests over the age of 16.

  • Guest Registration (International Guests): Full name, nationality, passport or identity card document number, place of issue, and details of their next destination upon departure.

  • Payment Information: Payment card details, billing address, and transaction logs.

  • Preferences: Dietary restrictions, accessibility needs, and specific arrival requests.

  • Marketing Data: Email addresses, names, and communication preferences for marketing campaigns.

  • Smart Camera Footage: Video recordings and live feeds captured by our security and operational cameras.

How We Collect It

We gather this information directly from you or through automated integrations when you:

  • Book directly via our website, phone, or email.

  • Book via Booking.com, which securely shares your details and reservation data automatically with our central booking system.

  • Pay via our in-person chip-and-pin card terminal, via a secure payment link sent to your email, or via a BACS bank transfer.

  • Opt into our newsletter or mailing list.

  • Enter the physical areas monitored by our smart cameras.

Smart Cameras & Security

We operate a limited smart camera system on our premises for safety and operational efficiency:

  • Cameras:  Several cameras are located around the property strictly for security, the safety of our guests and provide alerts for guest arrivals.

  • Data Retention & Audio: Video footage captured by the Ring system is securely stored in the cloud and automatically deleted on a rolling basis after 180 days. 

Guest Wi-Fi

We provide complimentary Wi-Fi for our guests.

Access requires a universal, shared password.

No Data Collection: Our Wi-Fi network does not capture, track, log, or store any personal data, browsing history, or device information from your connection.

Who We Share Your Data With (Our System Providers)

We do not sell your personal data. We only share it with trusted third-party providers essential to running our business operations:

  • Booking & Operations: We use a property management platform and central channel manager to aggregate, capture, and store your reservation details from direct bookings and online travel agents.

  • Online Payments: Online booking payments are securely processed through the property management platform. We do not store full payment card details ourselves.

  • For face-to-face card transactions (including Apple Pay and Google Pay) and digital payment links sent via email are securely handled by a third party payment processor.

  • Our mailing list is hosted by an email marketing automation platform that transfers data outside the UK

Why We Use Your Data & Our Legal Basis

Contract Performance: We require your data to administer your booking, confirm details, and process room payments.

Legal Obligations: We must retain guest registration information and financial records for mandatory health, safety, and tax compliance.

Legitimate Interests: We operate smart cameras to maintain a safe environment and ensure smooth breakfast operations.

Consent: We will only send you marketing emails or newsletters through Mailchimp if you have explicitly given us permission to do so. You can opt out at any time.

Data Retention

Financial Records: Booking invoices, payment logs, and BACS remittance data are held for 7 years to satisfy tax reporting regulations.

Marketing Lists: Your contact data remains securely inside Mailchimp until you click "unsubscribe" or ask to be deleted.

Camera Video: Deleted automatically on a short rolling cycle as managed by our smart software provider.

Immigration & Guest Records: In compliance with the Immigration (Hotel Records) Order 1972, guest registration books, passport details, and destination logs are stored securely and retained for at exactly 12 months. These records are kept confidential and are open to inspection strictly by a police constable or an authorized government official.

Your Rights

Under data protection laws, you have the right to access, rectify, or completely delete the personal information we hold about you (including requesting access to smart camera footage of yourself). You can also withdraw your marketing consent instantly via the link in any email we send.