Privacy policy

Privacy Policy

Last updated: 12 October 2026

1.About us

This policy explains how Comfort Season Ltd uses personal information when you enquire about or book a stay at The Minstrels through comfortseason.co.uk, and when we communicate with you about your stay.

Comfort Season Ltd is the data controller for this information. The company is registered in England and Wales, United Kingdom, under company number 17031028. Its registered office is 25 Birch Drive, Bradwell Village, Burford, England, OX18 4XH.

For questions about this policy or your personal information, contact comfortseasonltd@gmail.com.

2. Information we collect

We collect information you provide through our booking form, contact form or correspondence. This may include your name, email address, telephone number, address, country, arrival and departure dates, guest numbers, expected arrival time and any messages or requests you send us.

We also receive information about payments, refunds and payment status. Our booking and payment providers may collect technical information, such as IP addresses, device information and cookie identifiers, as described in their privacy notices.

If you book through another booking platform, we may receive the reservation and contact information that the platform shares with us.

Information marked as required in the booking form is needed to process your reservation. Other fields are optional. Please avoid including sensitive personal information in optional notes unless it is necessary for your request.

3. How and why we use your information

We use your information to respond to booking enquiries, process and manage reservations, communicate arrival instructions, arrange your stay, process payments and refunds, respond to problems and maintain accounting records.

We rely on the performance of our contract with you, or steps you request before entering into that contract, to manage booking enquiries, reservations and stays.

We rely on legal obligations where we must retain accounting or tax records or provide information to authorities.

Where appropriate, we rely on our legitimate interests in handling complaints and protecting our legal rights, provided those interests are not overridden by your rights and interests.

4. Who receives your information

We use Smoobu to operate our booking system and manage reservations. Smoobu processes guest information on our behalf under its data processing agreement.

We use Stripe to process payments and refunds. Stripe processes payment and transaction information and may also use information for its own legal, security and fraud-prevention purposes.

Relevant information may also be handled by our email and website service providers, professional advisers, banks or authorities where necessary for the purposes described in this policy.

Further information about our booking and payment providers is available at:

Smoobu privacy information: https://www.smoobu.com/en/privacy-policy/

Smoobu data processing agreement: https://www.smoobu.com/en/terms/

Stripe privacy information: https://stripe.com/gb/privacy

5. International processing

Using our service providers may involve processing personal information outside the United Kingdom.

Where required, international transfers must be covered by applicable safeguards. These may include UK adequacy arrangements or standard contractual clauses supplemented by the UK International Data Transfer Addendum, depending on the provider and transfer.

You can contact us for further information about the safeguards relevant to your information. Stripe also explains its international processing and transfer safeguards in its privacy information.

6. How long we retain information

We retain booking and correspondence information for as long as necessary to manage your enquiry or stay and resolve related complaints or disputes.

Records required for accounting and tax purposes are retained for the applicable statutory period. Relevant records may also be retained where necessary to establish, exercise or defend legal claims.

Retention depends on the purpose of the record, applicable legal requirements and whether an enquiry, complaint or dispute remains unresolved. Information that is no longer needed will be securely deleted or anonymised.

Providers such as Stripe may retain information for their own legal and regulatory purposes, as explained in their privacy notices.

7. Your rights

Depending on the circumstances, you may have the right to access your personal information, correct inaccurate information, request deletion, restrict processing or receive certain information in a portable format.

You also have the right to object to processing based on legitimate interests. Whether we can fulfil a request depends on the applicable legal conditions and any obligations requiring us to retain the information.

To exercise your rights, email comfortseasonltd@gmail.com. We may need to verify your identity before providing information or acting on your request.

If you are concerned about our use of your information, please contact us. You can also complain to the UK Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.

8. Cookies and similar technologies

Our website, booking system and payment services may use cookies or similar technologies to provide their functions and support security. Provider privacy and cookie notices explain their use of these technologies.

Any additional analytics or advertising tools used on our website must be described in the relevant privacy or cookie information, with any consent choices required by applicable law.

9. Changes to this policy



We will update this policy when our use of personal information changes. The date at the top shows when it was last updated..