Privacy notice
Last updated: 4 October 2026. This notice covers booking enquiries, guest information forms and stays at The Millbank Retreat, including direct bookings and guest administration for Airbnb and Booking.com reservations.
Who is responsible
Dale Shaughnessy, trading as The Millbank Retreat, is responsible for the guest information described here. Address: The Millbank Retreat, 47 Mill Bank Estate, Llandegfan, Menai Bridge, Anglesey, LL59 5RD. Contact: themillbankretreat@gmail.com.
Information we use
We receive information from you and, where relevant, your booking platform: name, email, optional telephone number, booking reference, platform, arrival and departure dates, guest and dog counts, hot-tub, sofa-bed, cot and EV preferences, guest-form answers, accepted terms, correspondence, and payment/refund records. EV billing may include charger usage and a usage screenshot. Damage claims may include photographs and other supporting evidence. Please provide setup preferences without unnecessary medical details.
Google holds form responses, spreadsheets, calendar entries and related email records. Stripe handles card information and payments; our booking script receives payment identifiers, status, amounts and payer contact details, rather than full card numbers. Hosting and security providers may process IP addresses, browser/device information and technical logs.
Why we use it
We use booking and contact information to respond to your request, agree and administer your stay, arrange selected extras, send confirmations and staff instructions, process payments, refunds and cancellations, and bill EV usage. Our legal basis is taking steps at your request before a contract and performing the booking contract.
We retain necessary financial records to meet tax and accounting obligations. We also have legitimate interests in preventing fraud and spam, protecting our website, handling complaints and evidencing or defending claims. We balance these purposes against your privacy rights. Booking approval is reviewed by the owner; submitting a request or completing a security check does not itself confirm a booking.
Who receives it
Relevant stay dates and setup instructions are shared with our cleaner and hot-tub technician so they can prepare the property. Google provides forms, spreadsheets, calendars and email services; Stripe processes payments; Cloudflare hosts the booking page and provides Turnstile security checks. Calendar connections with Airbnb and Booking.com support availability management. Booking platforms also handle information under their own privacy notices. Information may be shared with accountants, insurers, professional advisers or authorities where necessary for their role or required by law. We do not use this booking process to sign you up for marketing.
Providers, international processing and browser technology
Our providers may process information outside the UK. Their applicable terms describe processing locations and safeguards, such as adequacy arrangements or approved contractual safeguards. Contact us if you would like information about the arrangements relevant to your booking.
The booking page uses Cloudflare Turnstile to distinguish legitimate requests from automated abuse, and Google Fonts to display typefaces. Loading these services sends technical information to their providers. Payment and form pages may use their own cookies or similar technology; this notice is not a statement that those services are cookie-free.
How long information is kept
We retain enquiries and booking information while needed to handle the request or stay and any related refunds, complaints, disputes or legal claims. Once these purposes no longer require identifying information, it is deleted or anonymised. The period depends on whether the enquiry becomes a booking and whether an unresolved issue requires the records. Deletion is managed manually across relevant records; the booking system does not automatically erase information after a fixed interval.
Necessary self-employment tax records are normally kept for at least five years after the 31 January submission deadline for the relevant tax year, and longer where an enquiry or other legal requirement applies. This does not mean every guest-form detail needs to be retained for that period.
Your rights and complaints
Depending on the information and legal basis, you may request access, correction, deletion, restriction or portability, or object to processing based on legitimate interests. Some information must be retained for legal obligations or claims. Email us to exercise your rights; we may need to verify your identity. You can complain to the Information Commissioner's Office, including if you are unhappy with our response.
Without the contact and stay information needed to arrange a booking, we may be unable to proceed. A telephone number is optional on the direct-booking request form.