Privacy Policy

Westfield Farms Privacy Policy 

The Data Controller (the organisation  responsible for looking after your data) is Westfield Farms, Elgin, Moray, IV30 8XL.  

We are very grateful for the trust you place in us  to arrange your holiday, and to use personal information responsibly. We are always committed to protecting your information and we believe you have a right to know how we will use it. This policy sets out the data protection principles we follow. 

This policy covers our dealings with guests – people who have booked or are looking for a holiday through us.  

We will update our Privacy Policy as data protection law or business practice changes.  This version of the policy is effective from 27th January 2026. 

Your rights 

We will generally use your data either on the basis of your consent, or based on a contract between us when you book with us. You have the right to withdraw your consent at any time.  

If you withdraw your consent by opting out of our newsletters, we will stop processing your data as requested. Bear in mind if you have a stay booked and you have not yet travelled, we’ll still need to hold onto your data so we can process the booking. That’s because the contract between us is the basis for using your data (rather than consent).  

You have the right to receive a copy of your personal data and have the right to request that we correct or remove your data, when there remains no legal basis for keeping it. Please note that when these rights are exercised, we will conduct identification checks in order to ensure your privacy is safeguarded. You will need to contact us by email or post, to exercise these rights.

 Personal information we collect 

In order to provide you with the best possible service, we collect the following information: 

Identification: name, title, date of birth, age/age range, gender. 

Contact details: postal addresses, phone numbers, email addresses. 

Bookings: name of property booked, holiday start and end date, cost of holiday, amounts paid, names of other people booked on the same holiday (names, gender, age range). 

Marketing preferences: whether you wish to receive email marketing information from us. 

Payment: all payments are processed through either our secure payment processor, Holiday Rent Payment, or paid by you directly through BACS.  We do not hold or process any payment details.  

Browsing: historical searches, how you use our website and mobile apps, website experience user survey responses, the devices and IP addresses you use to access our services (operating system, browser, …). We collect this information so that we can continuously improve our website and our service to you. 

Holiday experience: any feedback you leave in response to customer satisfaction emails 

Communication:  emails, competition entries, your interaction with our marketing (clicking links in our marketing emails, for example – we track this to help ensure our communications are relevant and interesting). 

How we use your personal information 

We use your personal information to: 

  • Manage your booking 
  • Understand how to improve our services, and provide the best information and offers, for example 
  • Detect and prevent fraud or abuse of our services Communicate with you, including for example, responding to your emails, messages on social media, handling customer service matters and so on 
  • With your permission, send you relevant marketing information such as details of competitions, special offers and properties we think will be of interest to you 
  • Manage competitions, promotions and special offers in which you participate 
  • Make sure our servers and websites are operating correctly 

          How we collect personal information 

          We receive personal information from: 

          • You, as you provide it to us (e.g. when booking, leaving a review or enquiring about letting a property) 
          • Your use of our websites 
          • Third party providers who advertise our properties 
          • Your interaction with our marketing activities (provided you have not unsubscribed) 
          • Third party review services  

          Legal basis of processing 

          There are several grounds on which we will store and use your data. As follows: 

          Consent: for certain types of processing (e.g. marketing activities), we rely on your consent to use your data. You may withdraw your consent at any time (see “Your rights”, above). 

          Contract: much of the time, our use of your data will be because of the contract between us – that is, in relation to your booking. We will usually retain relevant data for up to six years from the date the contract completes – e.g. the last day of your holiday. 

          Legal obligations: we are under certain binding legal obligations, such as accounting to the government for tax and making financial records available for audit. In such cases, we are typically obliged to retain data for up to seven years from the date of the transaction. 

          Legitimate interests: we use data to manage our operations and  to make business process improvements. Rest assured, our legitimate interests will never override your right to privacy 

          How we share your personal information 

          If you permit us to send you marketing information, we may share your data with companies that provide specialist marketing platforms. These companies are under strict obligations to protect your privacy and comply with your marketing preferences. Our marketing partner companies are: 

          • Coolstays 
          • Supercontrol 
          • Air BnB 

          Security of your data 

          We protect your data with various technological measures. We also regularly test and evaluate the security of our systems, updating safeguards as appropriate. Our staff are trained in the importance of security and privacy and we treat breaches of confidentiality and privacy as disciplinary matters. 

          Payment service providers 

          In order to ensure your transactions are as secure as possible, we hand over payment card processing to the following suppliers: 

          • Holiday Rent Payment 

          Internet advertising 

          We do NOT allow third party advertisers to place cookies on our websites. 

          Complaints 

          If you have any concerns or complaints relating to data protection, please contact us directly and we will do our best to rectify as soon as possible.  

          What are cookies:

          We and our business partners collect information about your use of our website through cookies. Cookies are information files stored on your computer, tablet or smartphone that help websites remember who you are and information about your visit. Cookies can help to display the information on a website in a way that matches your interests. Most major websites use cookies.

          What cookies are used on this Website:

          The cookies we and our business partners use on this website are broadly grouped into the following categories:

          Analytics – We use analytics cookies to helps us understand how users engage with our website. An example is counting the number of different people coming to our website or using a particular feature, rather than the total number of times the site or feature is used. Without this cookie, if you visited the website once each week for three weeks we would count you as three separate users. We would find it difficult to analyse how well our website was performing and improve it without these cookies.

          We use

          • Persistent cookies – these are cookies that are stored until an expiry date set by the website or in your browser.

          The different owners of cookies on our websites

          Some of the cookies on our websites have been set by third parties. These cookies include those where:

          • we show third-party content, such as YouTube videos

          • a third party is providing a service, such as analysing the pages that visitors to our sites view or

          Third parties are responsible for any cookies they set. They are used to allow that third party to provide a service to us, for example analytics. For more information on these cookies and how to disable them, please see:

          1. Internet Advertising Bureau website at http://www.youronlinechoices.com/ where you will be able to opt-out of receiving Interest-Based Advertising cookies from some of the third parties listed below; and/or
          2. the third party’s individual privacy policy listed below:

          How to turn off cookies

          You can turn off cookies in your browser settings. If you do turn them off, it is important to remember that you may not be able to use the services on our websites. You can find out more about turning off cookies at the independent website allaboutcookies.org

          Please note that we can’t always control third party cookies stored on your machine from our website and where this is the case you will need to visit the relevant third party’s website directly to manage cookies stored on your machine by them. Please see our “Third Party Cookies” section below.

          Persistent Cookies Type of cookies More Info.
          Google AnalyticsGoogle provides anonymised data about the visits made to our website.
          Social SharingGoogle also store cookies which allow the “Google +” social sharing functionality.          		 Privacy Policy
          Session Cookies Type of cookies
          Account Logins There are no session cookies used on this site Privacy Policy

          Privacy Policy
          We do not collect any personal information on this website.

          If you want to know more about how cookies work and how to manage or delete them, visit the World Wide Web Consortium’s website.

          We may update this policy from time to time so you may want to check it each time you visit our website.
          09 Jan 2026