Privacy Policy

Findhorn Bay Holiday Park CIC

Last updated: 24 October 2026

Findhorn Bay Holiday Park CIC is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, make a booking, stay at the park, use our facilities or contact us.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and applicable privacy and electronic communications legislation.

1. Who we are

The organisation responsible for your personal information is:

Findhorn Bay Holiday Park CIC
Company number: SC881723
Registered office: 567 The Park, Findhorn, Forres, Scotland, IV36 3SH

For privacy enquiries, data protection requests or questions about this policy, please contact:

Email: reception@findhornbayhp.com

Postal address:

Findhorn Bay Holiday Park
The Park
Findhorn
IV36 3TY
Scotland

In this policy, “we”, “us” and “our” refer to Findhorn Bay Holiday Park CIC.

2. Personal information we collect

The information we collect depends on how you interact with us. It may include:

Contact details: Name, postal address, email address and telephone number.
Booking information: Booking reference, arrival and departure dates, accommodation or pitch type, party size, booking history and special requests.
Guest and vehicle information: Number of guests, vehicle registration details where required, and information about accompanying pets.
Payment information: Transaction references, payment status, refunds and relevant billing details. Card payments may be handled by an external payment provider.
Communications: Emails, telephone enquiries, complaints, feedback and messages sent to us through social media or other channels.
Website and device information: IP address, browser type, device information, website activity, cookie identifiers and similar technical information where collected.
Marketing preferences: Whether you have agreed to receive marketing communications, your preferences and records of unsubscribing.
CCTV footage: Images of people and vehicles captured by our site security cameras in monitored areas.
Guest Wi-Fi information: Technical connection information that may be collected when you use our guest Wi-Fi, depending on the system and its configuration.
Safety and incident information: Information relating to accidents, complaints, damage, security incidents or other matters requiring investigation.

We aim to collect only the information reasonably necessary for the purposes described in this policy.

3. How we collect personal information

We may collect information when you:

Make a booking through our website or directly with the park.
Book through a third-party booking platform or travel agent.
Make a reservation or enquiry by telephone, email or in person at reception.
Pay for accommodation, a pitch or other services.
Stay at the park or use its facilities.
Connect to guest Wi-Fi.
Visit our website or interact with its cookies and tracking technologies.
Subscribe to our email marketing.
Contact us with feedback, a complaint or a safety concern.

Our booking provider is Gemapark. Where a third-party booking platform provides your information to us, we may use it to administer your reservation and communicate with you about your stay.

4. How we use your information

We use personal information for the following purposes.

Bookings and guest services

To process reservations, manage accommodation and pitches, communicate booking details, administer arrivals and departures, handle changes and cancellations, and provide services during your stay.

Payments and financial administration

To process payments and refunds, maintain financial records, reconcile transactions, prevent fraud and meet our accounting and tax obligations.

Customer service

To answer enquiries, manage complaints, respond to feedback and resolve issues relating to your booking or stay.

Site safety and security

To protect guests, staff and property, operate CCTV, investigate incidents, manage security concerns and assist emergency services or law enforcement where appropriate.

Website operation and improvement

To maintain and secure our website, understand how visitors use it, assess website performance and improve our online services.

Analytics and advertising

We use Google Analytics to understand how visitors use our website and assess website performance. If advertising tracking technologies are enabled, they may also be used to measure marketing campaigns or support relevant advertising.

Non-essential cookies and tracking technologies will be used only where the required consent has been obtained.

Guest Wi-Fi

To provide and maintain internet access, troubleshoot technical problems and protect the security and integrity of the network. Any monitoring or logging will depend on the configuration of the service and will be limited to legitimate and necessary purposes.

Email marketing

To send information about offers, accommodation, events and news relating to Findhorn Bay Holiday Park where we are legally permitted to do so.

Legal obligations and disputes

To comply with applicable law, maintain required records, respond to lawful requests and establish, exercise or defend legal claims.

5. Our lawful bases for processing

We rely on one or more of the following lawful bases under data protection law, depending on the purpose:

Contract: To take steps towards a booking and fulfil our contractual obligations to you.
Legal obligation: To comply with legal requirements, including relevant accounting and tax obligations.
Legitimate interests: To operate and administer the park, provide customer service, maintain appropriate security, improve our services and manage disputes. We consider your rights and interests before relying on this basis.
Consent: Where you have agreed to a particular use of your information, such as email marketing where consent is required, or non-essential website cookies and tracking technologies.

You can withdraw consent at any time where we rely on consent. This does not affect processing carried out lawfully before consent was withdrawn.

Where information is necessary to fulfil a booking or comply with a legal obligation, failure to provide it may mean that we cannot complete the booking or provide the relevant service.

6. Bookings and third-party providers

We use Gemapark as our booking provider to help manage reservations.

Depending on the service, our third-party providers may include:

Gemapark and other booking platforms.
Wix, our website platform and hosting provider.
Payment processing providers.
Xero accounting software.
Guest Wi-Fi and IT service providers.
Google Analytics and other analytics or advertising providers, where enabled.
Accountants, auditors, insurers and professional advisers.

These providers may process personal information on our behalf or act as separate controllers for their own purposes. Their responsibilities depend on the service and arrangement in place.

Where a provider processes information on our behalf, we take appropriate steps to ensure that suitable data protection and security arrangements are in place.

You should also review the privacy information provided by third-party services you use to make a booking or payment.

7. Payments

We accept payments through online payment facilities and at reception.

Payments may be processed by external payment providers. We may receive information such as transaction references, payment status, amounts paid and refund details to administer your booking and maintain our accounts.

We do not intend to retain full payment card details ourselves where these are handled securely by our payment provider.

8. Website cookies, analytics and advertising

Our Wix website uses Google Analytics to help us understand website usage and performance. Our website may also use cookies and similar technologies to support website functionality and, if enabled, measure advertising performance.

These technologies may include:

Essential cookies: Needed for website security, functionality or services you request.
Analytics technologies: Used to understand how visitors use the website and measure performance.
Advertising technologies: Used, where enabled, to measure marketing effectiveness or support relevant advertising.

The specific cookies, tracking technologies and third-party providers depend on the configuration of our website.

Where required by law, we will obtain your consent before using non-essential cookies or similar tracking technologies. Our cookie controls should allow you to accept or reject non-essential technologies and change your preferences.

For more information, please consult the website's cookie notice and settings.

9. Email marketing

We may send you email updates about accommodation, special offers, events and news relating to Findhorn Bay Holiday Park.

We will only send marketing emails where we have an appropriate legal basis and have complied with applicable electronic marketing rules. Where consent is required, we will obtain it before sending marketing emails.

You can unsubscribe at any time by using the unsubscribe link in a marketing email or by contacting reception@findhornbayhp.com.

Unsubscribing from marketing will not prevent us from sending essential messages relating to an existing booking, payment, cancellation, safety matter or service you have requested.

We may retain a limited record of your marketing preferences or unsubscribe request so that we can respect your choice.

10. CCTV and site security

CCTV operates at the park in designated monitored areas.

We use CCTV to help protect guests, staff and property, support site security, prevent or investigate incidents and assist lawful investigations.

CCTV footage may capture images of guests, staff, visitors and vehicles. Access to footage is restricted to senior staff.

Footage is retained for one year and then securely deleted or overwritten, unless it is required for an ongoing investigation, a legal obligation or the establishment, exercise or defence of a legal claim.

CCTV notices are displayed in relevant monitored areas. If you have questions about CCTV or wish to make a request relating to footage, please contact reception@findhornbayhp.com.

11. Guest Wi-Fi

We provide guest Wi-Fi for visitors to the park.

Depending on the system used, the Wi-Fi provider may process technical information such as device or network identifiers, connection times, IP addresses and diagnostic information to provide the service, maintain network security and troubleshoot faults.

The information collected, any monitoring undertaken and the retention period depend on the actual Wi-Fi system and provider arrangements.

Where a third-party provider processes personal information, its privacy terms may also apply.

12. Who we share personal information with

We do not sell your personal information.

We may share information with trusted providers and other organisations where necessary for the purposes described in this policy. These may include:

Gemapark and other booking or reservation system providers.
Payment processors and banks.
Wix and website functionality providers.
Xero and other accounting or financial software providers.
Google Analytics and other analytics or advertising providers, where enabled.
Guest Wi-Fi and IT service providers.
Accountants, auditors, insurers and professional advisers.
Emergency services, law enforcement, regulators or other authorities where legally required or necessary to protect people or property.

We share only information that is reasonably necessary for the relevant purpose.

13. International transfers

Some of our service providers may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection law and that appropriate safeguards are in place where required.

Further details about relevant transfers and safeguards can be requested using the contact details in Section 1.

14. How long we retain information

We keep personal information only for as long as necessary for the purposes for which it was collected, including legal, accounting, security and reporting requirements.

Booking and accounting records: We retain booking and accounting records for seven years to support financial administration, meet applicable record-keeping obligations and deal with relevant queries or disputes. This period applies to the relevant records and does not automatically mean that every item of personal information must be retained for seven years.

CCTV footage: Footage is retained for one year, unless it is required for an ongoing investigation, legal obligation or legal claim.

Enquiries and correspondence: Retained for as long as reasonably necessary to deal with the enquiry and maintain appropriate business records.

Marketing information: Retained while needed for permitted marketing purposes, with records of marketing preferences or unsubscribes retained where necessary to respect your choices.

Website analytics, cookies and Wi-Fi logs: Retention depends on the relevant system settings, provider arrangements and purpose.

When personal information is no longer required, we will securely delete it or anonymise it where appropriate.

15. How we protect your information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access is restricted to individuals who need the information for legitimate business purposes. CCTV access is restricted to senior staff. We also take reasonable steps to ensure that third-party service providers maintain appropriate security arrangements.

No electronic storage or transmission method can be guaranteed to be completely secure.

16. Your data protection rights

Subject to applicable legal conditions, you may have the right to:

Access the personal information we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of information in certain circumstances.
Restriction of processing in certain circumstances.
Object to processing based on legitimate interests and to direct marketing.
Data portability for certain information where the legal conditions apply.
Withdraw consent where processing relies on your consent.

You can exercise your rights by emailing reception@findhornbayhp.com or writing to the postal address in Section 1.

We may need to verify your identity before responding. We will respond within the period required by law. Some rights are subject to exceptions, including where we must retain information to comply with a legal obligation or deal with a legal claim.

17. Children's information

A booking may include information about children, such as the number of children staying at the park or details necessary to administer the reservation.

We ask adults making bookings to provide only information about children that is reasonably necessary for the booking, guest services or safety purposes.

We do not knowingly use children's information for unrelated marketing purposes.

18. Third-party websites and social media

Our website or communications may link to third-party websites and social media services.

Those services operate under their own privacy policies, and we are not responsible for their privacy practices or content. Please review the relevant policies before providing personal information to them.

19. Changes to this policy

We may update this Privacy Policy to reflect changes to our services, systems, business practices or legal requirements.

The latest version will be published on our website, with the date of the most recent update shown at the beginning of the policy.

20. Complaints and further information

If you have any questions or concerns about how we handle your personal information, please contact us using the details in Section 1.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: https://ico.org.uk/

You are not required to contact us before raising a complaint with the ICO.

Findhorn Bay Holiday Park CIC
Company number SC881723
Privacy Policy — Last updated 24 October 2026