This privacy policy tells you what to expect us to do with your personal information when you make a booking with us as a guest in our holiday accommodation.
Contact details
Forglen Estate Ltd, Home Farm Office, Forglen, Turriff, Aberdeenshire, AB53 4JP, Scotland, UK
estatemanager@forglen.co.uk
What information we collect, use, and why
We collect or use the following information to provide short term let goods and services:
- Names, nationality and contact details
- Addresses
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Health information (including dietary requirements, allergies and health conditions)
- Health and safety information
- Photographs or video recordings
- Information relating to compliments or complaints
We also collect or use the following special category information to provide short term let goods and services. This information is subject to additional protection due to its sensitive nature:
- Health information
We collect or use the following information to prevent, detect, investigate or prosecute crimes:
- Video and CCTV recordings of public areas (including indoor and outdoor spaces)
- Video and CCTV recordings of private or staff only areas
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
- Name
- Nationality
- Passport/ID details
- Contact information
- Financial transaction information
Any other personal information required to comply with legal obligations
- Health and safety information
We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:
- Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Payment details
- Account information
- Purchase or service history
- Video recordings of public areas
- Video recordings of private or staff only areas
- Customer or client accounts and records
- Financial transaction information
- Information relating to health and safety
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are:
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We have a legitimate interest in using CCTV for security purposes. The benefit of CCTV is it helps us to detect and prevent crime. It alerts us to unusual activity on the estate that could indicate potential criminal activity.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for legal requirements are:
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We have a legitimate interest in processing personal data so we can investigate and respond to queries and complaints in a timely manner with all relevant information available.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- CCTV footage
- Suppliers and service providers
- Third parties:
- Air BnB when you book our holiday accommodation using Air BnB.
- Stripe when you make an online payment to us.
- SAC Consulting when you make a bank transfer to us.
How long we keep information
- Nationality, passport/ID details for foreign nationals is retained for a minimum of 12 months under The Immigration (Hotel Records) Order 1972.
- Our booking system retains information for 7 years as per the statute of limitations.
- Our correspondence including complaints and compliments are retained for 7 years as per the statue of limitations.
- CCTV is retained for a maximum of 24 hours.
- Financial information is retained for 7 years as per tax regulations.
- Health and safety information is retained for a minimum of 3 years and a maximum of 7 years as per the statute of limitations.
- Marketing records and consent are refreshed every 3 years.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the contact details provided above.
Who we share information with
Data processors
SAC Consulting, UK
This data processor does the following activities for us: SAC Consulting provide accounting, consultancy and legal services.
Beds 24, Germany
This data processor does the following activities for us: Provide our Booking system via our website.
Google, US
This data processor does the following activities for us: cloud services including email and storage.
Stripe, US
This data processor does the following activities for us: online payment services.
Ring LLC, US
This data processor does the following activities for us: CCTV surveillance services.
Others we share personal information with
Professional or legal advisors
Relevant regulatory authorities
External auditors or inspectors
Professional consultants
Emergency services
We may also share your data with external auditors when required for regulatory and legal purposes. Where possible these will be anonymized or pseudonymized.
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Beds24 GmbH
Category of recipient: Processor
Country the personal information is sent to: Germany
How the transfer complies with UK data protection law: EU-UK adequacy decision
Organisation name: Google LLC
Category of recipient: Processor
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: UK Extension to the EU-U.S. Data Privacy Framework
Organisation name: Stripe Inc.
Category of recipient: Processor
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: UK Extension to the EU-U.S. Data Privacy Framework
Organisation name: Ring LLC
Category of recipient: Processor
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: UK Extension to the EU-U.S. Data Privacy Framework
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated 1st April 2026 v1.0