Privacy Policy

1. Who is responsible for your data

[COMPANY NAME] Ltd (trading as VanHols), a company registered in England and Wales, company number [NUMBER], registered office [REGISTERED OFFICE ADDRESS] is the data controller for personal data processed through VanHols. Contact: [support email – to be confirmed]. [ICO registration number: to be added.]

2. What we collect

• Account details: name, email, phone number, password (stored securely, hashed).
• Booking details: dates, caravan, number of guests and pets, messages with Owners, reviews.
• Payment details: handled by our payment provider [e.g. Stripe]. We don't store full card numbers.
• Owner details: caravan and park information (including your park's postcode, which is never shown to guests), proof of ownership/permission to let, bank details for payouts, and identity checks.
• Makeover enquiries: if you ask for a caravan makeover quote, your name, email, phone number (if given), park and area, the rooms you want doing, your photos, listing link and message.
• Technical data: IP address, device and browser type, and usage data, including via cookies (see our Cookie Policy).

3. How we use it and our lawful bases

4. Who we share it with

• The other side of your booking: Guests' names, guest numbers and arrival details go to the Owner; Owners' contact details and pitch number go to the Guest after booking.
• Service providers acting for us: payment processing, hosting, email and customer support tools, under contract.
• Postcode lookup: when you type your park's postcode in the listing form, it is checked with postcodes.io, a free public UK postcode service, to find its location and the nearest VanHols area. Only the postcode is sent, nothing else about you.
• Static Caravan Kitchen Painters: if you send a makeover enquiry from our caravan makeover page and tick the consent box, we share it with Static Caravan Kitchen Painters (a business run by Jack Stokes, who also runs VanHols) so they can contact you with a quote. They use it only for that and for any work you then agree with them. Makeover photos are stored by our website host, Cloudflare, behind private, hard-to-guess links, and are deleted automatically after 90 days. The enquiry itself (your details, the rooms you ticked, links to your photos and your message) is emailed to Static Caravan Kitchen Painters through Web3Forms, an email delivery service.
• Authorities where the law requires it, for example HMRC or the police.

We never sell your personal data.

5. International transfers

Some providers may process data outside the UK. When they do, we use safeguards approved under UK law, such as the UK International Data Transfer Agreement or adequacy regulations.

6. How long we keep it

Account data is kept while your account is open. Booking and payment records are kept for [6] years for tax and legal reasons. Marketing preferences are kept until you withdraw consent. Photos sent with a makeover enquiry are deleted from our website host automatically after 90 days; the enquiry email is kept by Static Caravan Kitchen Painters for as long as they need it to quote and do any work you agree. [Retention schedule to be confirmed.]

7. Your rights

Under UK GDPR you can ask to access, correct or delete your data, restrict or object to how we use it, and receive a copy in a portable format. You can withdraw consent at any time. Email [support email – to be confirmed] and we'll reply within one month.

You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

8. Security

We use encryption in transit (HTTPS), access controls and reputable providers to protect your data. No system is completely secure, so please use a strong, unique password.

9. Children

VanHols is not for under-18s to book. Guests may include children's ages in a booking; we only use this to check the caravan suits the group.