Privacy Policy

Griffon Forest – Privacy Policy

Last updated: September 2026

At Griffon Forest Holiday Lodges, we take your privacy seriously. This policy explains what personal information we collect, how we use and protect it, and your rights.

We handle personal information in accordance with UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

Who we are

Griffon Forest Holiday Lodges is operated by:

Sandburn York Ltd, trading as Griffon Forest and Sandburn Hall
Flaxton, York, North Yorkshire, YO60 7RG
Company Number: 01691631
ICO Registration Number: ZB920733

Email: stay@griffonforest.co.uk
Telephone: 01904 468787

What information we collect

When you make an enquiry, booking or stay with us, we may collect:

• Your name, address, telephone number, email address and booking details.
• Details of other guests, vehicles and dogs included in your booking.
• Payment and transaction information.
• Booking history and preferences.
• Emails, messages, feedback, reviews and details of any complaints, accidents, incidents or damage.
• Marketing preferences and technical information from our website, including IP address and cookie information.

You may also choose to provide information about accessibility requirements, allergies, dietary requirements or medical needs. We only collect information that we reasonably need.

How we use your information

We may use your information to:

• Respond to enquiries and manage your booking, payments, cancellations and refunds.
• Send information about your booking and stay.
• Provide requested services and customer support.
• Improve our lodges, facilities and guest experience.
• Deal with complaints, accidents, damage or insurance matters.
• Protect our guests, employees, property and systems.
• Maintain financial and business records, prevent fraud and meet our legal obligations.
• Send marketing and special offers where permitted by law.

We will only use your information where we have a lawful reason to do so. This will normally be because it is necessary to provide your booking, meet a legal obligation, support our legitimate business interests or because you have given us your consent.

Health and accessibility information is treated with additional care and will only be used or shared where necessary to assist with your stay, deal with an emergency or meet our legal responsibilities.

Marketing and Cookies

We may send you news and offers about Griffon Forest and Sandburn Hall where UK law allows us to do so.

We may use your previous booking history to make these communications more relevant; for example, guests who have stayed with a dog may receive dog-friendly offers.

You can unsubscribe at any time using the link in our emails or by contacting us. We may retain your email address on a suppression list to ensure we respect your choice.

Our website uses cookies to help it and our booking system work correctly, understand how our website is used and improve our marketing.

Where consent is required, we will ask for your permission. You can manage your choices through our website cookie settings. Further information is available in our Cookie Policy.

Who we share your information with

We do not sell your personal information.

Where necessary, we may share information with trusted organisations including:

• Booking, customer management, payment and banking providers.
• Website, IT and email providers.
• Holiday booking agents.
• Accountants, insurers and professional advisers.
• Contractors providing services connected with your stay.
• Businesses on the Sandburn Estate where needed to provide a service you have requested.
• Emergency services, police, government authorities, courts or regulators where necessary or legally required.

Companies processing information on our behalf are required to keep it secure and use it only for the agreed purpose.

Some service providers may process information outside the UK. Where this happens, we require appropriate safeguards in accordance with UK data protection law.

How long we keep your information

We only keep information for as long as reasonably necessary.

Financial and booking records will generally be kept for up to six years where required for accounting, tax or legal purposes. Information relating to accidents, complaints, insurance claims or legal matters may be kept for longer where necessary.

Marketing information will normally be kept while you remain subscribed or while we are legally permitted to contact you.

When information is no longer required, it will be securely deleted or anonymised.

Keeping your information secure

We take appropriate steps to protect your personal information from loss, misuse or unauthorised access. This includes secure systems, password protection, secure payment services and restricting access to employees who need the information as part of their role.

Your rights

Under UK data protection law, you may have the right to:

• Ask what personal information we hold about you.
• Correct inaccurate information.
• Ask us to delete or restrict the use of information in certain circumstances.
• Object to certain uses of your information, including direct marketing.
• Ask us to transfer certain information.
• Withdraw your consent where we rely on consent.

To exercise any of these rights, contact stay@griffonforest.co.uk. We may need to confirm your identity before responding.

Making a complaint

If you have concerns about how we use your personal information, please contact us first:

stay@griffonforest.co.uk
Griffon Forest, Flaxton, York, North Yorkshire, YO60 7RG

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

Information about other guests

If you make a booking on behalf of other people, please make them aware of this Privacy Policy and ensure you have their permission to provide their information to us, particularly any health or accessibility information.