We respect your privacy and are committed to protecting your personal information (“personal data”). This policy sets out how we collect, use and look after your data when you use our services. It also explains your rights and how to exercise them.
Company details
Holidaymaker App Ltd
Suite 2, Stowey House
Bridport Road, Poundbury
Dorset DT1 3SB
Company Registered in the UK – 12699003
VAT No. 354643686
Contact: info@holidaymakerapp.co.uk
1. Your rights and how to complain
If you are concerned about how your data is handled, you can contact us directly. You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk
We aim to keep your personal data accurate and up to date. Please let us know if your details change.
2. How we collect personal data
We collect data in the following ways:
- When you contact us, make an enquiry, or enter into a contract
- When you fill in a form, respond to a survey or attend an event
- When you sign into a guest app, use a display screen, or interact with the platform
- When you browse our websites or use our partner or client apps
- When you subscribe to our newsletters or request updates
We may also receive data from partners (e.g. booking providers, attractions, or PMS systems) where you’ve consented to share your data.
3. The types of personal data we collect
Communication Data
What you send us via forms, email, messaging or phone.
Used for: responding to your queries, record keeping, and legal protection
Lawful basis: legitimate interest
Customer Data
Your name, contact details, business or venue details, and purchase history.
Used for: setting up and delivering services, payments, account management
Lawful basis: contract performance
User and Technical Data
Your interactions with our websites, apps and tools (IP address, device info, browser, time zones, pages visited, app screens viewed).
Used for: analytics, security, performance monitoring and platform development
Lawful basis: legitimate interest
Marketing Data
Your communication preferences and marketing opt-ins.
Used for: sending relevant communications and understanding user preferences
Lawful basis: consent or legitimate interest
4. Use of data in AI and automation
We use automated tools and AI-based technology to improve how we operate. This includes:
- Personalising app content and notifications
- Supporting enquiries via HeyGuest AI chat
- Analysing guest journeys and usage patterns
- Recommending offers, events or upgrades based on behaviour or stage of stay
These systems help us enhance user experience but do not make significant decisions without human oversight.
We do not carry out any fully automated decision-making that has legal or similarly significant effects on individuals.
5. Segmentation and personalisation
Where clients enable segmentation, we may group users by:
- Booking status (e.g. pre-stay, during, post-stay)
- Source (e.g. OTA bookings, direct, returning guest)
- Login type (e.g. homeowner, staff, member)
- Location or device type
This helps us tailor content, offers and in-app experiences to match your journey. You can manage your preferences in-app or by contacting us.
Some personalisation may involve profiling, such as grouping users by visit behaviour, booking method, or app activity. You can object to profiling at any time by contacting info@holidaymakerapp.co.uk.
6. Marketing communications
We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you.
We may then use your personal data to send you marketing communications from us if you have:
- Requested information
- Purchased goods or services from us
- Entered a competition or signed up to an event
- Downloaded a Holidaymaker-powered guest app
- Engaged with our website or platform and not opted out of marketing
In some cases, we may contact you under the lawful basis of legitimate interest, where the content is directly relevant to your role, venue type or prior engagement with Holidaymaker.
You can opt out of marketing at any time by using the unsubscribe link or emailing info@holidaymakerapp.co.uk.
We will only share your personal data with third parties for marketing if you have explicitly consented.
7. Legitimate interest and how we use it
We process certain personal data under legitimate interest, as allowed under UK GDPR. This includes:
- Understanding platform usage to improve performance
- Personalising in-app content for better guest experience
- Communicating relevant news, offers or platform updates to existing clients
- Contacting individuals about products and services that are relevant to their business or role
- Preventing misuse and securing the platform
We always balance our interests with your rights and expectations, and you can object to this processing at any time.
8. Sensitive Data
We do not collect sensitive data (e.g. health, race, religion) unless specifically required and with your explicit consent.
9. App-specific information
Holidaymaker-powered Apps
When you use an app powered by Holidaymaker (e.g. a park app), we may collect:
- Anonymous usage data (e.g. screen views, routes taken, buttons clicked)
- Booking-related information such as number of guests, pets, accommodation type, or stay duration – based on your manual login or booking reference
We do not collect or store any personally identifiable information (PII) for analytics purposes. All usage data is anonymised and aggregated. For example, we may know that four guests with a dog stayed for five nights and used the route planner – but we do not associate this data with your name, email, or other personal identifiers.
This anonymised data is used to understand trends, improve app performance, and help venues tailor the guest experience.
Seeview Displays App (Fire TV, Android TV)
We do not collect any personal or technical data via the Seeview app. It simply renders content already managed via the Holidaymaker CMS. No data is transmitted or stored.
10. Cookies and analytics
We use cookies and analytics tools to understand how visitors use our website. This includes:
- Pages visited
- Entry and exit behaviour
- Device and browser details
- Traffic source (e.g. referral link)
These cookies do not directly identify you unless you provide personal data elsewhere on our website (e.g. via a form).
You may see a cookie banner when visiting our websites, which allows you to manage your preferences or reject non-essential cookies. You can also control cookies through your browser settings at any time.
We do not use cookies to track individuals across unrelated websites, and we do not serve interest-based advertising from third parties on our platform.
This cookie information is provided within this privacy policy and is not published separately.
11. Disclosures of your data
We may share your personal data with:
- Booking and integration partners (e.g. RMS, GemaPark, CampManager)
- Email or cloud service providers (e.g. Mailchimp, Dropbox, Microsoft)
- Professional advisers or insurers
- Regulatory bodies, where legally required
All partners are contractually bound to protect your data.
12. International transfers
Some tools we use are based outside the UK or EEA. Where this is the case, we ensure:
- The destination has adequate protection (e.g. UK adequacy regulations)
- We have valid contractual safeguards in place (e.g. SCCs)
- You are informed and can request further details if needed
13. Data security and retention
We use secure systems and limited access controls to protect your data. We retain personal data only as long as necessary for:
- Contract delivery and communication
- Business or legal requirements
- Platform and app usage analysis (in anonymised form where possible)
Where possible, we retain data according to the following guidelines:
- Booking and customer data: up to 7 years (for legal and tax purposes)
- Community and event sign-ups: for as long as your profile is active or until you unsubscribe
- App analytics data: anonymised after 12 months
We have procedures in place to detect and respond to any suspected personal data breach. If a breach occurs that poses a risk to your rights and freedoms, we will notify you and the ICO as required by law.
14. Your rights
You have the right to:
- Access your data
- Correct inaccurate data
- Request erasure
- Object to or restrict processing
- Request data transfer (portability)
- Withdraw consent at any time
To exercise your rights, email: info@holidaymakerapp.co.uk
If you make a request to access or update your data, we may ask you to verify your identity. This is to ensure that your personal data is not disclosed to anyone who has no right to receive it.
We do not knowingly collect data relating to children.
You will not be charged to access your data unless your request is excessive or unfounded.
15. XP Community and event participation
If you register for the Holidaymaker XP Community or attend an event hosted or co-hosted by Holidaymaker, we may collect and process:
- Your name, email, job title, organisation, and sector
- Your preferences or interests, where provided
- Attendance records and engagement activity (e.g. content downloads or session participation)
- Submissions for directory listings, speaker opportunities or contributed content
This data may be used to:
- Manage your access to community content and event materials
- Tailor event communications and follow-ups
- Understand engagement and improve future events or community features
We may segment community participants by role (e.g. client, partner, contributor) or sector for the purposes of sending relevant content or updates under legitimate interest.
You may update your preferences or opt out of community communications at any time by contacting info@holidaymakerapp.co.uk.
16. Links to other websites
We may include links to partner, client or third-party websites. We are not responsible for the privacy practices of those websites and recommend reviewing their privacy policies separately.
17. Changes to this privacy policy
We may update this privacy policy from time to time. If we make any significant changes, we will notify users via the platform or email (where appropriate). We recommend reviewing this policy occasionally to stay informed.