Privacy Policy
Last updated: 7 October 2026
Lilypod Retreats Limited (“Lilypod”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, make a booking, contact us, stay with us, subscribe to our communications, or otherwise interact with Lilypod.
Lilypod Retreats Limited is the data controller responsible for your personal information.
Our contact details are:
Lilypod Retreats Limited
Alder Farm
Lewdown
Okehampton
Devon
EX20 4PJ
United Kingdom
Email: kyle@lilypod.uk
1. The personal information we collect
The information we collect depends on how you interact with us.
When you make a booking
We may collect:
your first and last name;
email address;
telephone number;
billing and/or postal address;
booking details, including your chosen accommodation, dates and number of guests;
payment and transaction information;
information needed to communicate with you about your stay;
information you provide in relation to special requirements or accessibility needs;
correspondence between you and Lilypod.
We only ask for information that is reasonably necessary to administer and provide your stay.
When you contact us
If you contact us by email, telephone, website form or another communication method, we may retain the information you provide, including your name, contact details and the contents of your correspondence.
When you subscribe to our marketing
If you choose to receive marketing communications from us, we may collect your name, email address and your marketing preferences.
We use Mailchimp to manage our email marketing communications.
Information collected automatically
When you visit our website, certain technical information may be collected automatically, depending on your browser, device and cookie settings.
This may include:
IP address;
browser and device information;
operating system;
pages visited;
approximate location derived from IP address;
referring website;
information about how you use our website.
Some of this information may be collected through cookies or similar technologies. See our Cookies section below.
2. How we obtain personal information
We normally collect personal information directly from you.
For example, you may provide information when you:
make a booking;
contact us;
complete a form on our website;
subscribe to our mailing list;
communicate with us before, during or after your stay;
request information about Lilypod.
We may also receive information from third parties where you make a booking or enquiry through a third-party booking or accommodation platform.
Where we receive personal information from another organisation, that organisation may have its own privacy policy and may be a separate data controller for the information it processes.
3. How we use your personal information
We use personal information for the following purposes:
To provide and administer your booking
We use your information to:
process and administer your booking;
take and administer payments;
send booking confirmations;
communicate with you about your stay;
provide arrival, access and check-in information;
provide information necessary for your stay;
deal with changes, cancellations and other booking matters;
respond to questions and requests;
provide customer service.
The lawful basis for this processing is generally performance of a contract, because we need the information to enter into and perform our agreement with you.
Some information may also be processed because we have a legal obligation to do so.
To communicate with you
We may use your contact details to respond to enquiries, deal with bookings, provide important information about your stay and deal with customer service matters.
The lawful basis will generally be performance of a contract, legitimate interests, or compliance with a legal obligation, depending on the circumstances.
To administer our business
We may process personal information for purposes such as:
maintaining business and financial records;
accounting and bookkeeping;
complying with tax and legal obligations;
preventing fraud;
maintaining the security of our systems;
dealing with complaints or disputes;
establishing, exercising or defending legal claims.
The lawful basis may be legal obligation, legitimate interests, or another lawful basis applicable to the particular processing.
To improve our website and services
We may use information about how visitors use our website to understand website performance, improve the website and improve the experience we provide.
Where this involves non-essential cookies or similar tracking technologies, we will seek consent where required by law.
4. Marketing communications
We may occasionally send marketing emails about Lilypod, including:
news and updates;
availability;
special offers;
promotions;
competitions;
new experiences or developments at Lilypod.
We will only send electronic marketing communications where permitted by applicable data protection and electronic communications law.
Where we rely on consent, you can withdraw your consent at any time.
You can unsubscribe from our marketing emails by using the unsubscribe link included in our emails or by contacting us.
Where applicable, we may rely on the limited “soft opt-in” rules for existing customers, where the legal requirements for doing so are met.
Our marketing communications are managed through Mailchimp.
We do not sell our customer or mailing-list information to third parties for their own marketing purposes.
5. Our lawful bases for processing
Data protection law requires us to have a lawful basis for processing personal information.
Depending on what we are doing, the lawful basis we rely on may include:
Contract
Where processing is necessary to enter into or perform our contract with you, such as administering your booking and providing your stay.
Legal obligation
Where we need to process information to comply with a legal or regulatory requirement, such as accounting, tax or other legal obligations.
Legitimate interests
Where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.
Examples may include:
administering and improving our business;
maintaining website and information security;
responding to enquiries;
preventing fraud and misuse;
dealing with complaints;
establishing or defending legal claims.
Consent
Where we specifically ask for your consent, such as for certain marketing communications or non-essential cookies.
Where we rely on consent, you can withdraw it at any time.
Withdrawing consent does not affect the lawfulness of processing carried out before you withdrew your consent.
6. Who we share personal information with
We do not sell or rent your personal information.
We may share personal information with trusted organisations where this is necessary to operate Lilypod and provide our services.
Depending on the circumstances, these may include:
booking and accommodation management platforms;
payment service providers;
email marketing providers, including Mailchimp;
website hosting and technical service providers;
website analytics providers, including Google Analytics where enabled;
professional advisers such as accountants, insurers and legal advisers;
IT, security and other service providers who process information on our behalf;
government, regulatory or law-enforcement bodies where we are legally required to do so.
Where another organisation processes personal information on our behalf, we take reasonable steps to ensure that appropriate contractual and security arrangements are in place.
Some organisations may process information as independent data controllers and will have their own privacy policies.
7. International transfers
Some of the organisations we use may process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that your information receives an appropriate level of protection.
This may include relying on a UK adequacy regulation or other lawful transfer mechanism and appropriate safeguards where required.
For example, some technology and email service providers may operate or use infrastructure outside the UK.
8. How long we keep your personal information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, tax, insurance and reporting requirements.
Different types of information may therefore be retained for different periods.
For example:
Booking and transaction records may be retained for the period required for accounting, tax, legal, insurance and business-record purposes.
Customer correspondence may be retained for as long as reasonably necessary to deal with the enquiry, booking, complaint or potential dispute.
Marketing information is retained while you remain subscribed or otherwise where we are lawfully permitted to retain and use it.
Consent and unsubscribe records may be retained where necessary to demonstrate that marketing requirements have been complied with and to ensure that we do not send unwanted marketing.
Website and analytics information is retained in accordance with the retention settings of the relevant service and our own requirements.
When personal information is no longer required, we will securely delete it or anonymise it where appropriate.
9. Cookies and similar technologies
Our website uses cookies and similar technologies.
Some cookies are necessary for the website to operate properly. Other cookies may be used for purposes such as analytics, performance and marketing.
Where the law requires consent for a cookie or similar technology, we will ask for your consent before using it.
You can manage your cookie preferences through our website’s cookie controls, where available.
You can also control or delete cookies through your browser settings. However, disabling certain cookies may affect how parts of the website function.
Our website may use services such as Google Analytics to help us understand how visitors use our website.
The exact cookies and technologies in use may change from time to time as we update our website and services.
10. Email marketing and tracking
Our marketing emails are sent using Mailchimp.
Mailchimp may use technologies such as tracking pixels to provide information about email delivery and engagement, depending on the configuration of our account and the type of email being sent.
You can unsubscribe from our marketing communications at any time using the unsubscribe link in the email.
11. Your data protection rights
Depending on the circumstances and the lawful basis for processing, you may have rights under UK data protection law.
These may include:
The right to be informed
You have the right to clear information about how and why we use your personal information. This Privacy Policy provides that information.
The right of access
You can ask for a copy of the personal information we hold about you.
The right to rectification
You can ask us to correct inaccurate or incomplete personal information.
The right to erasure
In certain circumstances, you can ask us to delete your personal information.
This right is not absolute and does not apply where we have a lawful reason to continue processing the information.
The right to restrict processing
In certain circumstances, you can ask us to restrict how we use your personal information.
The right to data portability
In certain circumstances, you can ask to receive personal information you have provided to us in a structured, commonly used and machine-readable format, or ask us to transmit it to another organisation.
The right to object
You may have the right to object to certain processing, including processing based on legitimate interests.
You have an absolute right to object to the use of your personal information for direct marketing.
Rights relating to automated decision-making and profiling
You may have rights relating to certain forms of automated decision-making and profiling where these have legal or similarly significant effects.
We do not currently make decisions about our guests based solely on automated processing that produce legal or similarly significant effects.
12. Withdrawing consent
Where we rely on your consent to process personal information, you can withdraw that consent at any time.
For marketing emails, the easiest way to withdraw consent is to use the unsubscribe link in the email.
For other matters, you can contact us using the details below.
Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.
13. How to exercise your rights
If you wish to exercise any of your data protection rights, please contact us:
Email: kyle@lilypod.uk
Post:
Lilypod Retreats Limited
Alder Farm
Lewdown
Okehampton
Devon
EX20 4PJ
United Kingdom
We may need to ask for information to verify your identity before responding to certain requests.
We will normally respond to a valid request without undue delay and, in any event, within the applicable legal time limit.
14. Keeping your information secure
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
These measures include appropriate access controls and security measures for the systems and services we use.
However, no transmission or storage system can be guaranteed to be completely secure.
15. Children’s information
Lilypod is an adults-only accommodation business and our bookings are restricted to guests aged 18 and over.
We do not knowingly collect personal information from children for the purpose of making bookings or providing accommodation.
If you believe that a child has provided personal information to us, please contact us so that we can consider whether the information should be removed.
16. Third-party websites
Our website may contain links to third-party websites, including booking platforms, tourism organisations, social media platforms and other websites that may be useful to our guests.
Once you leave our website, those organisations operate under their own privacy policies and terms.
We are not responsible for the privacy practices or content of third-party websites.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, the services we use, our website, or applicable data protection law.
When we make significant changes, we will update the “Last updated” date at the top of this page.
We recommend checking this page occasionally to ensure that you are aware of any changes.
18. Complaints
If you have concerns about how we have handled your personal information, please contact us first using the details above. We will do our best to resolve your concern.
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).
Information about making a complaint is available from the ICO’s website.
19. Contact us
If you have any questions about this Privacy Policy or how Lilypod uses your personal information, please contact:
Lilypod Retreats Limited
Alder Farm
Lewdown
Okehampton
Devon
EX20 4PJ
United Kingdom
Email: kyle@lilypod.uk
Last updated: 7 October 2026