We are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains what personal information we collect, how we use it, and your rights under the UK GDPR and the Data Protection Act 2018.

By using our website (thesanctuaryflorida.com) or providing your personal information to us, you agree to the terms of this Privacy Policy and our Cookies Policy.

1. Who We Are

Your information is held and controlled by The Sanctuary at West Haven, email: thesanctuaryflorida@live.co.uk. For the purposes of UK data protection law, we act as the data controller.

2. What Personal Data We Collect

We may collect personal information when you make an enquiry or booking, complete a form on our website, contact us by email, phone or online, or report an issue with the villa or website. We may collect:

• Identity data: name, address, email address, telephone number
• Booking data: dates, party details, payment confirmations
• Correspondence: emails, messages or notes relating to your stay
• Technical data: IP address, browser type, operating system, pages viewed, referral source
• Cookie data: see our Cookies Policy below
• Any other information you choose to provide

We do not intentionally collect data relating to children unless provided by you as part of a booking.

3. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contract: to manage your booking and provide your accommodation
• Legitimate interests: to respond to enquiries, maintain site security, prevent fraud and improve our services
• Consent: for marketing communications (only if you opt in)
• Legal obligation: where required by law or regulatory authorities

4. How We Use Your Personal Data

We may use your information to manage and confirm your booking, communicate with you before, during and after your stay, send invoices, receipts and payment confirmations, respond to enquiries or complaints, improve our website and customer experience, send marketing emails (only if you have opted in), and maintain security and prevent fraud.

We do not sell your data or share it with third parties for their own marketing.

5. Sharing Your Personal Data

We may share your information with our Management Company (for guest support during your stay), service providers such as website hosts, email providers or payment processors, professional advisers (legal, accounting), and law enforcement or regulatory bodies where required by law. All third parties are required to keep your data secure and use it only for the purposes we specify.

6. International Transfers

As a UK based business, your data may be transferred outside the UK (for example, if our email or hosting providers store data overseas). Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Addendum (IDTA), the UK Extension to the EU US Data Privacy Framework, or approved standard contractual clauses.

7. Data Security

We take appropriate technical and organisational measures to protect your data, including secure, password protected systems, encryption of electronic transactions (SSL), restricted access to personal data and regular security monitoring. However, no method of internet transmission is completely secure.

8. Data Retention

We keep your personal data only for as long as necessary for the purposes it was collected, including booking and financial records for up to 7 years (legal requirement), enquiries for up to 12 months, and marketing data until you withdraw consent. After this, data is securely deleted.

9. Your Rights

Under UK GDPR, you have the right to access your personal data, request correction of inaccurate data, request deletion of your data (the right to be forgotten), restrict or object to processing, withdraw consent (for marketing), request transfer of your data (data portability), and lodge a complaint with the Information Commissioner's Office (ICO). To exercise any of these rights, contact us at thesanctuaryflorida@live.co.uk.

10. Updating Your Information

Please let us know if any personal information we hold about you needs to be corrected or updated.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

12. Third Party Websites

Our website may contain links to other sites. We are not responsible for the privacy practices of third party websites.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact The Sanctuary at West Haven, email: thesanctuaryflorida@live.co.uk.