Birchwood House Tel. 01803 551323

Tel. 01803 551323

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Privacy Policy

This privacy policy sets out how the Birchwood (“we”) use and protect any information that you give us either on the telephone, upon registration or when you use this website. We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement. We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 17th May 2018.

What we collect

We may collect the following information:

contact information including email address.
special dietary requirements and allergies.
demographic information such as postcode, preferences and interests.
other information relevant to customer surveys and/or offers.
we may keep a record of any correspondence if you should contact us.
details of the resources you access and of your visits to our website
We also work closely with third parties (including for example, Online Travel Agents) and may receive information about you from them.

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:-

to administer a booking or reservation
send you emails or call you in relation to your stay
to improve our products and services.
internal record keeping.
to send you marketing & promotional emails, should you opt in to this service.


We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie does not give us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies, if you prefer. This may prevent you from taking full advantage of the website.

the different categories of cookies

Cookies can be a ‘Session Cookie’, or a ‘Persistent Cookie’

Session Cookie

Session Cookies are operational only for the duration that you are accessing a website. Once you close your browser, the cookie is deleted. These types of cookies are normally used for ensuring security when you connect to the webpage, or to save things you do for that session, such as items you add to a shopping basket.

Persistent Cookie

Persistent Cookies remain stored in your device until they expire (some cookies have an expiration date), or until you delete them. These types of cookies are usually used to capture your behaviour when you access a website, such as how long you spend on a page, which pages you have viewed, as well as your preferences for marketing and advertising.

The different types of cookies

We uses cookies in a range of ways to improve your experience on our website, including:

Essential Cookies

‘Essential Cookies’ for what we regard as the essential functions of our website, such as ensuring the security of the webpage you are visiting and enabling functionality that allows you to move around and use the website


These are cookies that can remember who you are, and your preferences that you have chosen, for example, language and appearance of the webpage, which may depend on the browser you are using. This type of cookie, also remembers your cookie preferences.

Analytical and Performance Cookies

‘Performance Cookies’ monitor how many people visit the website, how long people spend viewing the website, and which pages are visited for the longest period. This is not an exhaustive list, but an indication of the purposes of Performance Cookies. Analytical Cookies then analyse this activity further.

Marketing and Advertising Cookies

These cookies collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Our Company sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

This list is not an exhaustive list, and the type of data will depend on specific websites, and the purpose of the Cookie:

Websites you visited and browsing history
The type of device you are using
Software and hardware on your device
A unique id
A session Id
A session start and end time
Specific pages you have looked at
Date you visited the website
Expiry data of the cookie
Passwords and user names
Your preferences
IP address

There are a few ways in which you can give Consent for using Cookies that need your consent. You can click the box or boxes that pop up to allow us to use them when you first visit our website, and periodically when you continue to use our website.

You can choose your preferences by enabling and disabling cookies within the browser you are using, for example, within Google Chrome, Safari or Mozilla Fire Fox. To withdraw consent for cookies

You can go into your browser settings and change the Cookie choices you have made. You may need to remove the persistent cookie text files that have an expiry date in the future. Deselect or reselect alternative choices, with tick boxes, where those options exist.

Some of the most common browsers with instructions on how to manage cookie choices:

Google Chrome
Apple Safari
Microsoft Internet Explorer
Mozilla FireFox
Microsoft Edge

Links to other websites

Our website contains links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Credit Card Details

If you make a reservation with us via our website, you will be asked to enter your credit/debit card during the booking process. This takes place on a secure server hosted by our partner 'Freetobook' who is PCI-DSS Level 1 compliant. Card details processed on 'Freetobook' Limited (our website) or directly with us on our property management system are encrypted and fully tokenised and are not held beyond the scope of the booking duration. The card details may be accessed by us via a secure encrypted link to charge for a deposit, a pre authorisation or for use in the event of cancellation/no show. We do not store your credit/debit card details locally. You can read 'Freetobook' privacy policy here.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:-

if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by using the unsubscribe link on any marketing email, or emailing us at

upon registration decline marketing.

We may disclose your personal information to third parties:-

we may pass your information to our third party service providers ('Freetobook') for the purposes of completing reservations and providing services to you,

if we are under a duty to comply with any legal obligation to disclose or share your personal data,

to protect the rights, property and safety of our customers or others, or to enforce our terms of use for the site,

for the purposes of fraud protection and credit risk reduction this may include exchanging information with other companies and organisations,

to the prospective buyer of the business or assets in the event that we sell

Email marketing messages may contain tracking beacons/tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data.

We do not pass information to any other third party for marketing purposes.

Access or Complaints

You have the right to request a copy of the information we hold about you, and request that your personal data be deleted from our systems. Our security procedures mean that we may request proof of identity before we are able to disclose any information to you.

To the extent that we have a legal obligation to hold your Information, for example the requirement to hold invoice information for up to 7 years and the requirement to provide guest registration information to the local health & safety or police authorities, the minimum information required shall be held until that legal requirement expires.

If you wish to make any complaint you may contact us by letter, telephone, fax, or email. We do not require complaints to be made in writing. Wherever possible, complaints will be dealt with promptly, and you will receive a response within 30 working days.

Our contact details are as follows:

Birchwood House, 33 St Andrews Road, Paignton, Devon, TQ4 6HA - Tel. 01803 551323

E mail: -

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