Limited privacy notice

Ukcaravans4hire.com Limited, a company registered in England, with company number: 7061010 of 3rd Floor, Parkview House, Woodvale Road, Brighouse, West Yorkshire, HD6 4AB, (referred to as “Ukcaravans4hire.com” "we", "us" or "our" in this privacy notice) is the primary data controller in relation to your personal data. This means that we are responsible for your personal data.

We are part of a wider Group of companies including Forge Holiday Group Ltd, Sykes Cottages Ltd and Forest Holidays Ltd and we sometimes use joint technology services to make data more secure, to make our technology better and quicker or to give you a better service. It doesn’t make a difference to the purposes we use your information for and our Group follow this privacy policy when looking after your data. Where we use these services we are joint data controllers with these companies and we have a binding agreement in place to operate to high standards of data protection.

We collect your personal details including your name, address, email addresses, telephone numbers, title and country of residence. If you enter a competition or interact with us on social media we may collect your social media identifiers. We sometimes check this data using publicly accessible sources used to verify identity.

We have to collect some of this data from you to create and maintain an account for you on our systems. We manage our interactions with you using an account system and we will tell you when information is required for us to provide our services rather than you being able to decide whether to give it to us or not. We collect financial data including transactions we have made with you but we do not generally collect or retain payment card details as this processing is outsourced.

We also collect data from you about other people who are in your travelling party. You are responsible for telling them you have given us their data our use of which is governed by this privacy policy. Where you provide us with information about children you are responsible for gaining the relevant consent from them or their parents/guardians.

We collect data for marketing and website management purposes including details of how you have used our website, your responses to surveys and feedback requests, your marketing preferences and your cookie consents.

We collect technical data including internet protocol (IP) addresses, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website. Some of this data is used for website management and marketing purposes.

When things go wrong and we have to collect debts from you or take other legal action we may get information about other creditors you have and payments you make to them. We will receive this from IVA, bankruptcy or financial advisors as well as your legal representatives.

We may rarely receive data from you about your health or about criminal convictions. You may also give us details of your relations such as spouses. We will only ever take this information from you with your consent or if there is an exemption in law such as the protection of public health in a pandemic.

Where we get your data

Either you give it to us directly on our website or by email, or we collect it automatically through the magic of the internet. Sometimes we get some information from third parties like Google.

Clearly most of what we process is to enable you to take a holiday in a mobile holiday home owned by a supplier. That is because we have a contract with you for facilitating this and the supplier has a contract with you for the rental. We do some other stuff too but this is the main bit.

We like to send you marketing materials. That is because we are fairly proud of our advertising and we think you want to know about your options for your next holiday. We like to think you will like what we send you and it will make you happy. This is an area where you are in full control though – we’ll stop if you ask us to. We just think you’ll be missing out if you do. Click through to get more detail on exactly what we do and how we do it as well as how what we do is all legal and above board. We mean it when we say you will be in control.

We would also like to send you information about the other companies in our Group but we will make clear where we are asking for your permission to do it and we’ll let you decide to just hear from us if you want. When you agree to our marketing you switch on all of the Forge Holiday Group companies but you can switch them all off or one by one – your choice!

We do like to follow the law and sometimes that means your data has to be kept or bundled up and given to people like the tax authorities (mainly to make sure we pay the right level of tax!). There are a few other people we sometimes have to share with so for more information click read more

We don’t have your card details but we do know what you have paid us and when. We have to know this to fulfil our contract with you and with our suppliers

Sometimes there is other stuff that we just have to do. It is the same for every business. This shouldn’t come as a surprise.

This sounds a lot worse than it is. We have teams of people working out how easy it is for you to find things on our website and what people click. What you personally do is not that interesting though (sorry!) it is more about what hundreds or thousands of people do and how they react. It helps us make our website better for you and for us. Technically though this does use your personal data even if we don’t really know who you are. As an example if you click to read the legal language we want to know that because it suggests we might need to explain ourselves better.

It isn’t all about the complaints (but some of it is) and when we deal with your queries we often need to know who you are. Otherwise you get emails addressed to “Sir/Madam” instead of us using your name. Sometimes we need to let the supplier know you have an issue or let you know the supplier has an issue with you so we need to know who you are to get this done.

If looking at what you click doesn’t work then sometimes we just ask you directly. You will have volunteered for this so it won’t be done secretly, it will be very obvious to you.

Some of your information (usually contact information) will be shared with suppliers on the basis that it is necessary to fulfil your contract with them.

Other companies in the Forge Holiday Group may receive your personal data either when necessary. Some of these companies may not be based in the EEA.

Our technology is often hosted in the cloud and we use a number of service providers such as Amazon, Microsoft, Mailchimp or Stripe to support our websites and other technology stacks. Generally speaking these companies will be data processors acting entirely on our instructions. Some of these companies will not be in the EEA.

We use external auditors, legal advisors, insurers and banks among others who will sometimes receive your personal information. The services they provide may be based outside the EEA.

This may include law enforcement bodies, the courts, regulators, government and local government bodies and agencies, HMRC and other public bodies.

Where we sell you insurance we will disclose your details to our insurance partner and may need to disclose it to our compliance partner or any organisation (such as the FOS or the FCA) that you may later complain to. These partners are:

ERGO Travel Insurance Services Ltd, Afon House, Worthing Road, Horsham RH12 1TL ergo-travel.co.uk

Towergate Travel, 3000 Hillswood Drive, Hillswood Business Park, Chertsey, Surrey KT16 ORS towergate.co.uk

ITC Compliance Limited, 4 Monarch Court The Brooms, Emersons Green, Bristol, BS167FH – ITCcompliance.co.uk

These include but are not limited to AirBnB, Vrbo, Booking.com, TripAdviser, Expedia and similar companies. They may pass the information on to other advertising partners.

Third parties whom we may choose to sell, transfer, or merge parts of our business or our assets. If a change of ownership happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

Our parent company, Forge, is an international company with subsidiary companies or brands in more than one country. Not all of these countries are in the EEA with some employees based in New Zealand in particular. Additionally a number of our service providers are based in countries outside the EEA and, as you would expect, this includes the USA and other high technology countries.

Where we transfer your data we will either transfer it to a country where there is a ruling in force that says that the level of data protection is adequate in the country the information is transferred to or we will use the standard contract clauses provided by the European Commission and validated by the UK Information Commissioner’s Office to provide protection and we will perform a risk assessment on any international transfer of data where these clauses are used.

If you want to know more about specific safeguards for your data in relation to international transfers please email dpo@ukcaravans4hire.com

We are required to keep some information for longer periods by law and we keep some because it is in our legitimate interests but the information below is most relevant to you.

As a guide, you can expect us to retain enough data to identify you for six years after you last interacted with us or we had a commercial relationship with you. This is mainly because that is when records relating to corporate taxation can be removed. Because holiday letting is a long term proposition and can involve large periods of time between actions such as buying a property we will continue to send you marketing promoting our services for up to four years after your last response although the frequency of communications will decrease with time and you can ask us to stop at any time.

While we have a commercial relationship with you we retain full records, including data from more than six years ago and if we reasonably contemplate there may be litigation or there has been a complaint in relation to your property we may retain information beyond the six year standard.

You have the right to ask us for a copy of the data we hold about you or any part of that data along with some further information about how we process it and keep it safe. We are allowed to ask you for more information about your identity and to ask you to narrow down your request to help us find your data. This right always applies but there are exemptions that mean you may not always receive all of the information we process. You cannot make an access request for someone else’s data without their written authorisation.

This is not a simple right and does not always apply. We have to erase your data if it is no longer needed for the purposes we collected it for or if you withdraw your consent where the processing is based on consent.

For people who have booked a rental through us we will not erase your data at all while the contract is still valid or if money is owed by us or by you. We will also not erase all of your data for six years because of the rules around corporate financial records. We will also not delete your data if there is an ongoing complaint, if there has been a complaint in the last year, or if we reasonably believe there may be legal action taken in relation to the contract by us, you or a third party.

We will not generally erase your data if you have booked a rental through us in the last 12 months.

We will erase your data if we have processed it unlawfully, if you have successfully objected to the processing of your data or if we have a legal obligation to do so.

If your main concern is about marketing communications you may want to tell us to stop sending you marketing communications instead and where this seems to be the reason for an erasure request we will always cease marketing while we discuss this with you.

You always have the right to require us to make sure that the data we hold about you is accurate. Please let us know if it is not and we will fix it. Where we disagree that it is wrong we will tell you why and give you the opportunity to provide evidence that we have made a mistake.

Where you have objected to our data processing and we are still in discussions or there is a dispute over the accuracy of the data or we have agreed our processing is unlawful but you wish to preserve evidence or you require the data for a legal claim you can ask us to restrict processing such that we can only continue to store it.

Where our basis for processing your data is for the performance of a contract or based on your consent you can ask us to provide your data in a machine readable format for transmission to another data controller.

Where our basis for processing your data is based on legitimate interests you can object at any time and the Data Protection Officer will consider whether the company has an overriding legitimate interest that would mean we would continue to process your data or whether we should stop. You should note that legal claims would generally be regarded as an overriding interest.

This is an absolute right and you can exercise it at any time by getting in touch with us.

If we have made a decision purely by automated means, generally meaning a computer made the decision, you can ask us to have that decision reviewed by a human. We will tell you when a decision has been made by purely automated means.

Where our processing is based on your consent then that consent can be withdrawn at any time. We will tell you when our processing is based on your consent.

Any complaint about our data processing should be sent to the Data Protection Officer in the first instance who will investigate and respond to you directly. The Data Protection Officer acts independently of the management of the company in considering complaints about Data Protection.

You always have the right to complain to the regulator and for customers in the UK this would be the Information Commissioner’s Office whose details can be found at www.ico.org.uk or if you are in the EU you can complain to the Irish Data Protection Commission whose details can be found at www.dataprotection.ie

Both organisations will expect you to have complained to us first and to have given us an opportunity to respond and will generally refer you back to us if you have not. We would also really appreciate the opportunity to try and resolve your complaint first because we would prefer to resolve matters amicably where we can.

Ukcaravans4hire.com Limited, a company registered in England, with company number: 7061010 of 3rd Floor, Parkview House, Woodvale Road, Brighouse, West Yorkshire, HD6 4AB, (referred to as “Ukcaravans4hire.com” "we", "us" or "our" in this privacy notice) is the primary data controller in relation to your personal data. This means that we are responsible for your personal data.

We are part of a wider Group of companies including Forge Holiday Group Ltd, Sykes Cottages Ltd and Forest Holidays Ltd and we sometimes use joint technology services to make data more secure, to make our technology better and quicker or to give you a better service. It doesn’t make a difference to the purposes we use your information for and our Group follow this privacy policy when looking after your data. Where we use these services we are joint data controllers with these companies and we have a binding agreement in place to operate to high standards of data protection.

We collect your personal details including your name, address, email addresses, telephone numbers, title and country of residence. If you enter a competition or interact with us on social media we may collect your social media identifiers. We sometimes check this data using publicly accessible sources used to verify identity.

We have to collect some of this data from you to create and maintain an account for you on our systems. We manage our interactions with you using an account system and we will tell you when information is required for us to provide our services rather than you being able to decide whether to give it to us or not.

We also need some data to maintain our commercial relationship with you. Because you are earning money and we are earning money we have to keep records for people like HMRC. That also means the data you give us has to be accurate. We are in a long term commercial relationship with you and our records have to be right.

We are required to pass some details about you directly to the tax authorities. This will include your NI or VAT number as well as evidence of your identity. This is because of a law that came into force in 2024 and we have to collect it so we require you to provide it for us to do business with you.

We collect financial data including transactions we have made with you but we do not generally collect or retain payment card details as this processing is outsourced.

We also collect data from you about other people who may be contacts for your management of your mobile holiday home. You are responsible for telling them you have given us their data our use of which is governed by this privacy policy. We collect data for marketing and website management purposes including details of how you have used our website, your responses to surveys and feedback requests, your marketing preferences and your cookie consents.

We collect technical data including internet protocol (IP) addresses, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website. Some of this data is used for website management and marketing purposes.

When things go wrong and we have to collect debts from you or take other legal action we may get information about other creditors you have and payments you make to them. We will receive this from IVA, bankruptcy or financial advisors as well as your legal representatives

We may rarely receive data from you about your health or about criminal convictions. You may also give us details of your relations such as spouses. We will only ever take this information from you with your consent or if there is an exemption in law such as the protection of public health in a pandemic.

Where we get your data

Either you give it to us directly on our website or by email, or we collect it automatically through the magic of the internet. Sometimes we get some information from third parties like Google.

Clearly most of what we process is to enable you to rent out your mobile holiday home to holidaymakers that come to our website. That is because we have a contract with you for facilitating this and the holidaymaker has a contract with you for the rental. We do some other stuff too but this is the main bit.

Sometimes we might provide you with advice or information about regulation, law changes or partners who can make your business activities run more smoothly. Just to be clear this isn’t marketing even where it is commercial – it is part of our service to you.

We like to send you marketing materials. That is because we are fairly proud of our advertising and we think you want to know about your options to further develop your relationship with us. We like to think you will like what we send you and it will make you happy. This is an area where you are in full control though – we’ll stop if you ask us to. We just think you’ll be missing out if you do. Click through to get more detail on exactly what we do and how we do it as well as how what we do is all legal and above board. We mean it when we say you will be in control.

We would also like to send you information about the other companies in our Group but we will make clear where we are asking for your permission to do it and we’ll let you decide to just hear from us if you want. When you agree to our marketing you switch on all of the Forge Holiday Group companies but you can switch them all off or one by one – your choice!

We do like to follow the law and sometimes that means your data has to be kept or bundled up and given to people like the tax authorities (mainly to make sure we pay the right level of tax!). There are a few other people we sometimes have to share with so for more information click read more

We don’t have your card details but we do know what you have paid us and when. We might also have your bank details. We have to know this to fulfil our contract with you and with our suppliers.

Sometimes there is other stuff that we just have to do. It is the same for every business. This shouldn’t come as a surprise.

This sounds a lot worse than it is. We have teams of people working out how easy it is for you to find things on our website and what people click. What you personally do is not that interesting though (sorry!) it is more about what hundreds or thousands of people do and how they react. It helps us make our website better for you and for us. Technically though this does use your personal data even if we don’t really know who you are. As an example if you click to read the legal language we want to know that because it suggests we might need to explain ourselves better.

It isn’t all about the complaints (but some of it is) and when we deal with your queries we often need to know who you are. Otherwise you get emails addressed to “Sir/Madam” instead of us using your name. Sometimes we need to let the holidaymaker know you have an issue or let you know the holidaymaker has an issue with you so we need to know who you are to get this done.

If looking at what you click doesn’t work then sometimes we just ask you directly. You will have volunteered for this so it won’t be done secretly, it will be very obvious to you.

Other companies in the Forge Holiday Group may receive your personal data either when necessary. Some of these companies may not be based in the EEA.

Our technology is often hosted in the cloud and we use a number of service providers such as Amazon, Microsoft, Mailchimp or Stripe to support our websites and other technology stacks. Generally speaking these companies will be data processors acting entirely on our instructions. Some of these companies will not be in the EEA.

we use external auditors, legal advisors, insurers and banks among others who will sometimes receive your personal information. The services they provide may be based outside the EEA.

This may include law enforcement bodies, the courts, regulators, government and local government bodies and agencies, HMRC and other public bodies.

Where we sell you insurance we will disclose your details to our insurance partner and may need to disclose it to our compliance partner or any organisation (such as the FOS or the FCA) that you may later complain to. These partners are:

ERGO Travel Insurance Services Ltd, Afon House, Worthing Road, Horsham RH12 1TL ergo-travel.co.uk

Towergate Travel, 3000 Hillswood Drive, Hillswood Business Park, Chertsey, Surrey KT16 ORS towergate.co.uk

ITC Compliance Limited, 4 Monarch Court The Brooms, Emersons Green, Bristol, BS167FH – ITCcompliance.co.uk

These include but are not limited to AirBnB, Vrbo, Booking.com, TripAdviser, Expedia and similar companies. They may pass the information on to other advertising partners.

Third parties whom we may choose to sell, transfer, or merge parts of our business or our assets. If a change of ownership happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

Our parent company, Forge, is an international company with subsidiary companies or brands in more than one country. Not all of these countries are in the EEA with some employees based in New Zealand in particular. Additionally a number of our service providers are based in countries outside the EEA and, as you would expect, this includes the USA and other high technology countries.

Where we transfer your data we will either transfer it to a country where there is a ruling in force that says that the level of data protection is adequate in the country the information is transferred to or we will use the standard contract clauses provided by the European Commission and validated by the UK Information Commissioner’s Office to provide protection and we will perform a risk assessment on any international transfer of data where these clauses are used.

If you want to know more about specific safeguards for your data in relation to international transfers please email dpo@ukcaravans4hire.com

We are required to keep some information for longer periods by law and we keep some because it is in our legitimate interests but the information below is most relevant to you. As a guide, you can expect us to retain enough data to identify you for six years after you last interacted with us or we had a commercial relationship with you. This is mainly because that is when records relating to corporate taxation can be removed.

Because holiday letting is a long term proposition and can involve large periods of time between actions such as buying a property we will continue to send you marketing promoting our services for up to four years after your last response although the frequency of communications will decrease with time and you can ask us to stop at any time.

While we have a commercial relationship with you we retain full records, including data from more than six years ago and if we reasonably contemplate there may be litigation or there has been a complaint in relation to your property we may retain information beyond the six year standard.

You have the right to ask us for a copy of the data we hold about you or any part of that data along with some further information about how we process it and keep it safe. We are allowed to ask you for more information about your identity and to ask you to narrow down your request to help us find your data. This right always applies but there are exemptions that mean you may not always receive all of the information we process. If your mobile holiday home is owned by a company (for example if you have set one up) then that company has no right to make an access request – it only applies to people. You cannot make an access request for someone else’s data without their written authorisation.

This is not a simple right and does not always apply. We have to erase your data if it is no longer needed for the purposes we collected it for or if you withdraw your consent where the processing is based on consent. For mobile holiday home suppliers we will not erase your data at all while we have a contract with you or if money is owed by us or by you. We will also not erase all of your data for six years because of the rules around corporate financial records. We will also not delete your data if there is an ongoing complaint, if there has been a complaint in the last year, or if we reasonably believe there may be legal action taken in relation to the contract by us, you or a third party.

We will erase your data if we have processed it unlawfully, if you have successfully objected to the processing of your data or if we have a legal obligation to do so. If your main concern is about marketing communications you may want to tell us to stop sending you marketing communications instead and where this seems to be the reason for an erasure request we will always cease marketing while we discuss this with you.

You always have the right to require us to make sure that the data we hold about you is accurate. Please let us know if it is not and we will fix it. Where we disagree that it is wrong we will tell you why and give you the opportunity to provide evidence that we have made a mistake.

Where you have objected to our data processing and we are still in discussions or there is a dispute over the accuracy of the data or we have agreed our processing is unlawful but you wish to preserve evidence or you require the data for a legal claim you can ask us to restrict processing such that we can only continue to store it.

Where our basis for processing your data is for the performance of a contract or based on your consent you can ask us to provide your data in a machine readable format for transmission to another data controller.

Where our basis for processing your data is based on legitimate interests you can object at any time and the Data Protection Officer will consider whether the company has an overriding legitimate interest that would mean we would continue to process your data or whether we should stop. You should note that legal claims would generally be regarded as an overriding interest.

This is an absolute right and you can exercise it at any time by getting in touch with us.

If we have made a decision purely by automated means, generally meaning a computer made the decision, you can ask us to have that decision reviewed by a human. We will tell you when a decision has been made by purely automated means.

Where our processing is based on your consent then that consent can be withdrawn at any time. We will tell you when our processing is based on your consent.

Any complaint about our data processing should be sent to the Data Protection Officer in the first instance who will investigate and respond to you directly. The Data Protection Officer acts independently of the management of the company in considering complaints about Data Protection.

You always have the right to complain to the regulator and for suppliers based in the UK this would be the Information Commissioner’s Office whose details can be found at www.ico.org.uk or if you are in the EU you can complain to the Irish Data Protection Commission whose details can be found at www.dataprotection.ie

Both organisations will expect you to have complained to us first and to have given us an opportunity to respond and will generally refer you back to us if you have not. We would also really appreciate the opportunity to try and resolve your complaint first because we would prefer to resolve matters amicably where we can.