Privacy Policy

Welcome to Pods @ Broadway ("we," "our," or "us"). We are a family-run glamping business operated by PODS@BROADWAY LIMITED (company number 10703856) at Broadway Country House, Laugharne, Carmarthenshire, SA33 4NU.

We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, store and share your personal data when you visit our website, make a booking or otherwise interact with us. It also tells you about your privacy rights under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025 (DUAA), and how the law protects you.

Data Controller: PODS@BROADWAY LIMITED (company number 10703856), trading as Pods @ Broadway
Contact address: Pods @ Broadway, Broadway Country House, Broadway, Laugharne, Carmarthenshire, SA33 4NU
Email: info@podsatbroadway.co.uk
Phone: 01994 427 969

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data — first name, last name.
• Contact Data — email address, telephone number, postal address.
• Transaction Data — details about payments to and from you, booking dates, pod type, and other details of accommodation you have purchased from us.
• Technical Data — internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access this website.
• Usage Data — information about how you use our website, including pages visited, time spent on pages and navigation paths.
• Marketing and Communications Data — your preferences in receiving marketing from us and your communication preferences.

We do not collect any Special Category Data (e.g. details about your race, ethnicity, religious beliefs, sexual orientation, health data, or criminal convictions).

We collect personal data through:

• Direct interactions — when you make a booking, buy a gift voucher, fill in our contact form, subscribe to our newsletter, or contact us by phone, email or post. If you buy a gift voucher for someone else, you also give us that person's name and email address so we can send them the voucher.
• Automated technologies — as you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns through cookies and similar technologies. See Section 7 (Cookies) for more detail.
• Third parties — we receive booking and Transaction Data from our booking engine provider (eviivo) and our payment processor (Stripe) when you reserve a stay or buy a gift voucher.

Under the UK GDPR, we must have a valid legal reason ("lawful basis") to process your personal data. We rely on the following bases:

Purpose	Lawful Basis
Processing your booking and payment	Performance of a contract with you
Responding to your enquiries via the contact form	Legitimate interest (responding to customer queries)
Sending marketing emails / newsletters	Consent (you can withdraw at any time)
Collecting website analytics	Consent (via cookie preferences)
Using essential cookies for website functionality	Legitimate interest (ensuring the website operates correctly)
Complying with legal or regulatory obligations	Legal obligation

We use your personal data for the following purposes:

• To register and process your booking, which is taken and paid for through our eviivo booking engine, and to process gift voucher and extras payments via Stripe.
• To manage our relationship with you, including sending booking confirmations and pre-arrival information.
• To respond to your enquiries submitted through our contact form or by email/phone.
• To send you marketing communications where you have opted in (e.g. our newsletter with seasonal offers and local event guides). You can unsubscribe at any time by clicking the unsubscribe link in any email.
• To administer and improve our website, including troubleshooting, data analysis, testing and statistical purposes.
• To comply with legal obligations (e.g. tax and accounting records).

We share your personal data with the following third parties only as necessary:

• eviivo (our booking engine) — when you click "Book Now" anywhere on this website you are taken to book.podsatbroadway.co.uk, our branded booking page hosted by eviivo Limited on the direct-book.com platform. Everything you enter there is collected by eviivo: your name, email address, telephone number, billing address, arrival and departure dates, pod choice, number of guests, any special requests or accessibility needs you tell us about, and your payment card details. eviivo passes your reservation details back to us so we can prepare for your stay, and processes that data both on our behalf under our contract with them and, for the operation of its own booking platform, as a controller in its own right. This is the largest single transfer of your personal data on this website. See eviivo's Privacy Policy.
• Stripe — our payment processor for gift vouchers and optional extras bought through this website. Your payment card details are collected and processed directly by Stripe. We do not store your full card details on our systems. Stripe acts as an independent data controller for payment data. See Stripe's Privacy Policy.
• Netlify — hosts this website and processes Technical Data (including your IP address) in its server logs. Netlify also receives and stores contact form submissions — your name, email address, phone number and message — through Netlify Forms, and forwards them to us by email. See Netlify's Privacy Notice.
• Resend — sends our transactional and marketing email (booking and gift voucher confirmations, enquiry replies, post-stay review invitations and the newsletter). Resend receives your name and email address and the content of those messages. See Resend's Privacy Policy.
• Sentry — our error-monitoring service. If something goes wrong on the site, Sentry records a technical report which may incidentally include your IP address, browser details and the page you were on. We do not send Sentry your booking or payment data. See Sentry's Privacy Policy.
• Our database provider — enquiries, gift voucher records and newsletter sign-ups are stored in a managed PostgreSQL database operated by a third-party infrastructure provider on our behalf. They do not use your data for their own purposes.
• Google Analytics — we use Google Analytics to understand how visitors use our website; this only runs if you opt in via our cookie banner or "Cookie Preferences" in the footer, and you can withdraw consent at any time. This data is anonymised. See Google's Privacy Policy.
• Google Maps — our contact page embeds a Google Map to show our location, which loads only if you choose to. Google may collect data through this embed. See Google's Privacy Policy.

We may also share your data with our accountants, professional advisers, or with law enforcement and regulators where we are legally required to do so.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions, except where they act as independent data controllers (e.g. Stripe for payment processing, and eviivo in respect of its own booking platform).

A cookie is a small file placed on your device when you visit a website. We use the following types of cookies:

• Strictly Necessary Cookies — required for the website to function (e.g. remembering your cookie preferences). These do not require your consent.
• Analytics Cookies — help us understand how visitors interact with our website by collecting and reporting information anonymously. These are off until you give consent, and you can withdraw consent at any time.
• Marketing Cookies — used to track visitors across websites to display relevant advertisements. These are only set if you give consent.

When you first visit our website, a cookie banner lets you review and adjust your cookie settings — analytics cookies stay off until you opt in, and you can change your choice at any time by clicking "Cookie Preferences" in the footer of our website.

You can also set your browser to refuse all or some cookies, or to alert you when cookies are being set. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for:

• Booking, gift voucher and transaction records — retained for 6 years after your stay (or, for a gift voucher, after it is redeemed or expires) to comply with tax, accounting and legal obligations (HMRC requirements).
• Contact form enquiries — retained for 12 months after your enquiry has been resolved, then securely deleted.
• Newsletter subscribers — retained until you unsubscribe. We will remove your email address promptly upon request.
• Cookie consent preferences — stored in your browser's local storage and persist until you clear your browser data or change your preferences.
• Website analytics data — anonymised analytics data is retained for up to 26 months in Google Analytics.

When we no longer need your personal data, we will securely delete or anonymise it.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. These include:

• Encryption in transit (HTTPS/TLS) for all data transmitted between your browser and our website.
• Payment card data is processed directly by Stripe using PCI-DSS compliant systems — we never see or store your full card details.
• Access to personal data is limited to those who have a business need to know.
• We have procedures in place to deal with any suspected personal data breach and will notify you and the Information Commissioner's Office (ICO) where we are legally required to do so.

Some of our third-party service providers (such as Stripe, Google, Netlify, Resend and Sentry) are based outside the United Kingdom or may process your data outside it. eviivo Limited, which operates our booking engine, is a UK-registered company. Where data is transferred outside the UK, we ensure that appropriate safeguards are in place as required by the UK GDPR, such as the UK International Data Transfer Addendum to the Standard Contractual Clauses (SCCs), or the service provider being certified under an approved transfer mechanism such as the UK Extension to the EU–US Data Privacy Framework.

Under the UK GDPR, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you (a "subject access request").
• Right to rectification — you can ask us to correct any inaccurate or incomplete data we hold about you.
• Right to erasure — you can ask us to delete your personal data where there is no compelling reason for us to continue processing it.
• Right to restrict processing — you can ask us to suspend the processing of your personal data in certain circumstances.
• Right to data portability — you can request that we transfer your personal data to you or a third party in a structured, commonly used, machine-readable format (e.g. CSV).
• Right to object — you can object to our processing of your personal data where we are relying on a legitimate interest.
• Right to withdraw consent — where we rely on consent to process your data (e.g. marketing emails, analytics cookies), you can withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.

To exercise any of these rights, please contact us at info@podsatbroadway.co.uk. We will respond to your request within one month. There is no fee for making a request, but we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

If you are unhappy with how we have handled your personal data, you have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

• Website: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113

We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Our website is not intended for children under 16, and we do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16 without verification of parental consent, we will take steps to delete that information.

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.