GLEBE HOUSE
Glebe House Privacy Policy
Last updated 21 September 2026
This privacy policy explains how VCG Property Ltd, trading as Glebe House, collects and uses personal information when you visit our website, make an enquiry or booking, stay at Glebe House, subscribe to our emails or otherwise contact us.
We aim to use personal information fairly, lawfully and only for the purposes described below.
Who is responsible for your information
VCG Property Ltd, trading as Glebe House, is the data controller for the personal information covered by this policy.
Privacy enquiries: [email protected]
Information we collect
Depending on how you deal with us, we may collect:
• your name, email address, telephone number and postal address;
• booking and stay details, including dates, party size, guest names where needed, preferences and correspondence;
• information you provide in an enquiry, message, feedback or review;
• payment and transaction information. Payments may be processed by a payment provider such as Stripe, and we do not normally receive your full payment card details;
• your email address and marketing preferences when you join our mailing list;
• technical information about your use of the website, such as IP address, device or browser information, cookies and similar technologies; and
• information relevant to accessibility, dietary or other particular requirements where you choose to tell us and it is needed to support your stay.
How we receive information
We usually receive personal information directly from you. We may also receive booking information from someone arranging a stay for your group, or from a booking platform or channel management provider, including services such as Airbnb, Booking.com and Vrbo. Those organisations process information under their own privacy policies before sharing relevant booking details with us.
How and why we use information
We use personal information for the following purposes and lawful bases:
Bookings enquiries and stays
We use contact, booking, payment and stay information to respond to enquiries, take and manage bookings, provide arrival and access information, deliver your stay, take payment, manage changes or cancellations, resolve problems and communicate about the service. We do this where necessary to enter into or perform a contract with you.
Business administration legal duties and security
We use information to keep financial and booking records, prevent or investigate fraud, protect guests and the property, handle complaints and legal claims, obtain professional advice, and comply with tax, accounting and other legal requirements. We rely on legal obligations and our legitimate interests in operating and protecting the business.
Improving Glebe House and our website
We may use enquiries, feedback, reviews and limited website usage information to understand how people find and use our services and to improve the guest experience. We rely on our legitimate interests, unless consent is required for a particular cookie or technology.
Email updates and offers
If you subscribe through our website, we use your email address to send occasional news, last minute availability, seasonal offers and ideas for gathering in Wiltshire. We rely on your consent. You can withdraw consent at any time by using the unsubscribe link in an email or contacting us. Withdrawing consent does not affect earlier lawful use of your information.
Who we share information with
We share personal information only where needed with trusted organisations that help us run Glebe House, including:
• Lodgify and other website, booking and channel management providers;
• booking platforms used for your reservation, such as Airbnb, Booking.com or Vrbo;
• MailerLite, which hosts our mailing list and sends our marketing emails;
• Stripe or another payment provider used to process payments;
• technology, hosting, communications, security and review widget providers;
• cleaners, property support providers or contractors where limited information is needed to prepare for or support your stay;
• accountants, insurers, legal advisers and other professional advisers; and
• public authorities, regulators, courts or law enforcement bodies where disclosure is required or permitted by law.
We do not sell personal information.
International transfers
Some of our service providers may store or process personal information outside the United Kingdom. Where this happens, we expect the provider to use a legally recognised safeguard, such as an adequacy regulation or approved contractual protections, where required by data protection law.
How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, tax, accounting, safety and dispute requirements. In general:
• booking, payment and accounting records are normally kept for six years after the end of the relevant financial year;
• enquiry records that do not result in a booking are normally kept for up to two years, unless there is a reason to keep them longer;
• mailing list information is kept until you unsubscribe or we decide it is no longer useful, with limited suppression information retained where necessary to respect your opt out; and
• website and security records are kept in line with the relevant provider's retention settings and only for as long as needed.
Cookies and website technology
Our website and embedded services may use cookies or similar technologies needed for the website, booking functions, forms, security and user preferences. If optional analytics or advertising technologies are used, we will provide information and request consent where the law requires it. You can also control cookies through your browser, although blocking necessary cookies may affect how the website works.
Your rights
Depending on the circumstances, you may have the right to:
• ask for a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information or restrict how it is used;
• object to certain uses, including direct marketing;
• receive certain information in a portable format; and
• withdraw consent where we rely on consent.
These rights are not absolute and may not apply in every situation. To exercise a right, email [email protected]. We may need to confirm your identity before responding.
Complaints
Please contact us first if you have a concern about how we use your information. You also have the right to complain to the Information Commissioner's Office, the United Kingdom data protection regulator, at ico.org.uk or by telephone on 0303 123 1113.
Other websites
Our website may link to websites operated by other organisations. Their privacy policies apply when you visit those websites, and we are not responsible for their content or privacy practices.
Changes to this policy
We may update this policy when our services, suppliers or legal obligations change. The latest version will be published on our website with its updated date.
VCG Property Ltd trading as Glebe House