Last updated: 19 June 2026
Gildings Barns 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 www.gildingsbarns.co.uk, contact us or enquire about our venue and services.
1. Who we are
For the purposes of UK data protection law, Gildings Barns is the data controller responsible for the personal information described in this policy.
Our contact details are:
Gildings Barns
Partridge Lane
Newdigate
Dorking
Surrey
RH5 5BN
Email: gildingsbarns@outlook.com
Telephone: 07847 186582
2. Personal information we collect
We may collect the following types of personal information:
* your name;
* your email address;
* your telephone number;
* information included in messages or enquiries;
* information about the type of event or venue hire you are interested in;
* your preferred event or viewing dates;
* expected guest numbers;
* information about how you heard about us;
* records of our correspondence with you;
* booking, payment and invoicing information where you become a customer;
* technical information about your use of the website, such as your IP address, browser type, device information and pages visited; and
* cookie preferences and information collected through cookies or similar technologies.
Please do not provide sensitive personal information through the website unless it is relevant and necessary for your enquiry.
3. How we collect personal information
We may collect personal information:
* when you complete an enquiry or contact form;
* when you contact us by email, telephone or social media;
* when you request a viewing, brochure or further information;
* when you make or discuss a venue booking;
* when you visit or attend an event at the venue;
* when you interact with our website; and
* from third parties where appropriate, such as event organisers, wedding planners, suppliers or someone making an enquiry on your behalf.
4. How we use your information and our lawful bases
UK data protection law requires us to identify a lawful basis for each way we use personal information. The ICO recommends that privacy notices clearly connect each purpose with the relevant lawful basis.
Responding to enquiries
We use your name, contact details and enquiry information to:
* respond to questions;
* provide information about the venue;
* arrange venue viewings;
* prepare quotations; and
* discuss potential bookings.
Our lawful basis is taking steps at your request before entering into a contract and, where appropriate, our legitimate interests in responding to enquiries and operating our business.
Managing bookings and providing services
Where you make a booking, we may use your personal information to:
* manage your booking;
* communicate with you about your event;
* coordinate event arrangements;
* process deposits and payments;
* issue invoices and receipts; and
* provide the agreed venue services.
Our lawful basis is performance of a contract with you.
Business administration and legal obligations
We may use personal information to:
* maintain accounting and tax records;
* manage disputes or complaints;
* establish, exercise or defend legal claims;
* prevent fraud or misuse; and
* comply with legal and regulatory requirements.
Our lawful bases are legal obligation and our legitimate interests in protecting and administering our business.
Website operation and security
We may process technical information to:
* operate and maintain the website;
* diagnose technical problems;
* prevent malicious activity;
* maintain website security; and
* understand general website performance.
Our lawful basis is our legitimate interests in maintaining a secure and effective website.
Analytics and non-essential cookies
Where analytics, advertising or other non-essential cookies are used, we will normally rely on your consent.
You can give, refuse or withdraw consent through the website’s cookie controls.
Marketing
We will only send direct electronic marketing where we have an appropriate lawful basis and have complied with the Privacy and Electronic Communications Regulations.
Where consent is required, you may withdraw it at any time by contacting us or using the unsubscribe facility included in the message.
We will not automatically add you to a marketing list simply because you submitted a general venue enquiry, unless the law permits this and you have been clearly informed.
5. Cookies
Cookies are small files placed on your device when you visit a website.
The website may use:
* strictly necessary cookies, required for the website to function;
* preference cookies, used to remember choices;
* analytics cookies, used to understand how visitors use the website; and
* third-party cookies, which may be set by embedded maps, videos, social media services or other external content.
Further details about the cookies used by the website should be provided in a separate Cookie Policy or through the website’s cookie consent manager.
6. Who we share personal information with
We may share personal information where necessary with:
* website hosting and maintenance providers;
* email and communications providers;
* contact-form and spam-prevention providers;
* IT and security providers;
* payment processors and banks;
* accountants, insurers and professional advisers;
* venue staff and contractors involved in managing an event;
* wedding planners or event coordinators acting on your behalf;
* relevant third-party suppliers, where you have asked us to make an introduction or where sharing is necessary for your event;
* government bodies, regulators, courts or law-enforcement authorities where required by law; and
* prospective purchasers or advisers in connection with a sale or restructuring of the business.
We only share information that is reasonably necessary for the relevant purpose.
Third-party suppliers that you contract with independently will normally be responsible for their own use of your personal information.
7. How long we retain personal information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
As a general guide:
* unsuccessful or general enquiries may be retained for up to 24 months after the last meaningful contact;
* viewing and quotation records may be retained for up to 24 months;
* booking and event correspondence may be retained for up to six years after the event or the end of the contract;
* invoices, payment records and accounting information may normally be retained for at least six years, in accordance with applicable tax and accounting requirements;
* complaint or dispute records may be retained for up to six years after the matter is concluded, or longer where legal proceedings require it;
* marketing information will be retained until you unsubscribe or withdraw your consent, subject to retaining a minimal suppression record where necessary; and
* technical logs and analytics information will be retained in accordance with the settings of the relevant website or analytics service.
The ICO expects organisations to provide retention periods or meaningful criteria explaining how those periods are determined.
9. How we protect your information
We take reasonable technical and organisational measures to protect personal information from:
* unauthorised access;
* accidental loss;
* misuse;
* alteration;
* disclosure; and
* destruction.
These measures may include access controls, secure passwords, software updates, encrypted connections, backups and limiting access to people who genuinely need the information.
No website, email service or internet transmission can be guaranteed to be completely secure.
10. Your data protection rights
Depending on the circumstances, you may have the right to:
* ask for access to the personal information we hold about you;
* ask us to correct inaccurate or incomplete information;
* ask us to delete your information;
* ask us to restrict how your information is used;
* object to certain uses of your information;
* receive certain information in a portable format;
* withdraw consent where processing is based on consent; and
* complain about how your information has been handled.
These rights are not absolute and may be subject to legal exceptions.
To exercise a right, contact us using the details at the beginning of this policy. We may need to ask for information to verify your identity.
We will normally respond without undue delay and within one month.
11. Complaints
Please contact us first if you have concerns about how we use your personal information, so that we have an opportunity to investigate and resolve the matter.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
12. Third-party websites
The website may contain links to external websites, including social media platforms, maps, search services and supplier websites.
Those websites operate under their own privacy policies. We are not responsible for how third parties collect or use personal information after you leave our website.
13. Children’s information
This website and our venue enquiry services are not directed specifically at children.
We do not knowingly collect personal information directly from children through the website. Any information relating to children that is necessary for an event should normally be provided by a parent, guardian or responsible adult.
14. Automated decision-making
We do not currently use personal information collected through this website to make solely automated decisions that produce legal or similarly significant effects.
15. Changes to this policy
We may update this privacy policy from time to time to reflect changes to:
* the website;
* our services;
* the systems and suppliers we use; or
* applicable data protection law.
The latest version will be published on this page and identified by the date shown at the top.
16. Contact us
Questions, requests or complaints about this privacy policy should be sent to:
Gildings Barns
Partridge Lane
Newdigate
Dorking
Surrey
RH5 5BN
Email: gildingsbarns@outlook.com
Telephone: 07847 186582