Corner Cottage Estate — Privacy Notice

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Last updated: 9 October 2026

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 Who is responsible for your information?

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Mrs Jenny Shuck, a sole trader trading as Corner Cottage Estate, is the data controller responsible for the personal information described in this notice.

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You can contact us at cornercottageestate@gmail.com, on 01245 420112, or by post at Corner Cottage Estate Campsite, Margaretting Road, Writtle, Chelmsford, Essex, CM1 3PJ.

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Information we collect and why

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When you enquire, book or stay, we may collect your name, email address, telephone number, postal address, vehicle registration, membership number, stay dates, guest numbers, pitch and service requirements, correspondence and relevant booking notes. We also record booking status, payments, billing information and electricity readings linked to your booking.

 

We normally receive this information from you, or from someone arranging a booking on your behalf. Please provide other people's information only where you are entitled to do so. Contact and stay details are needed to arrange and administer a booking; without them we may be unable to provide the requested service.

 

We use this information to answer enquiries, manage bookings, allocate pitches, provide arrival and access instructions, operate campsite services, calculate charges, process payments and resolve questions or complaints. Guest Wi-Fi and access systems may also process technical connection and access-event information to provide and secure those services.

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Our lawful bases are:

 

•  Contract:  taking steps you request before a booking and providing the services you book, including related billing and communications.

•  Legal obligation:  keeping accounting records and complying with applicable legal requirements.

• Legitimate interests:  administering and securing the campsite, maintaining accurate records, troubleshooting services, preventing misuse and resolving disputes, while considering your rights and reasonable expectations.

• Consent:  optional website cookies and any other processing for which we specifically request consent. Consent can be withdrawn without affecting the lawfulness of earlier processing.

 

 

Who receives information?

 

Authorised campsite staff use information needed for their work. Our service providers include Google for email and the booking dashboard; Wix for our website; Stripe for online payments; Brevo for booking emails; The SMS Works for text messages; and UniFi systems for guest Wi-Fi, access and security. Cookie Consent & GDPR by Tornado provides the website's consent banner. Providers receive information relevant to the services they supply; payment providers may also have their own legal and fraud-prevention responsibilities.

 

Relevant information may also be shared with professional advisers, insurers or public authorities where necessary for accounting, a claim, a legal obligation or a lawful request.

 

Some providers operate internationally and information may be processed outside the UK. Their published privacy and data-processing terms describe their transfer arrangements, including recognised adequacy arrangements or standard contractual clauses with UK safeguards where applicable. For example, Stripe describes processing in the United States and India and its use of these safeguards. You can contact us for information about a particular transfer and how to obtain the relevant safeguards. Further information is available in https://policies.google.com/privacy , https://support.wix.com/en/article/wixs-data-processing-agreement-for-wix-users and https://stripe.com/gb/privacy .

 

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AI assistance for email enquiries

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We are introducing an AI-assisted service to help identify and prepare campsite booking enquiries for staff review. When enabled, incoming message text, sender and subject details, and relevant earlier messages from the same conversation are sent to OpenAI through its API to classify the enquiry and extract proposed booking details. Messages may be analysed even if they do not become booking requests. We rely on our legitimate interests in efficiently managing campsite enquiries, with limits and human review to protect your interests.

 

Staff check and complete proposed details before approving a booking. The AI does not itself accept, reject or confirm bookings. The service has read-only Gmail access: it cannot send, delete, archive or mark emails as read. It does not download or interpret attachments, although attachment names may be shown to staff.

 

We do not use Google email data to train or improve general-purpose AI models, and optional API data sharing with OpenAI is disabled. Our use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including its Limited Use requirements.

 

We disable storage of API responses. OpenAI may nevertheless retain message content in security and abuse-monitoring logs for up to 30 days, with longer retention where required by law or reasonably necessary to protect its services or others from harm. This is separate from the retention periods for our own enquiry and booking records.

 

You can contact us by telephone to discuss an enquiry or contact us about an objection to AI-assisted processing. Staff can handle enquiries manually.
 

 

 Access photographs, video and planned number-plate recognition

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UniFi access/security photographs and videos are used for gate access and site security. These images may identify drivers, passengers and other people near the entrance. Our legitimate interests are controlling access and protecting people and property.

We also plan to introduce automatic number-plate recognition for those purposes. It is not described here as already active. The planned system will process vehicle registrations and associated access or arrival/departure events, and may link authorised vehicles to bookings. We will provide updated information about its operation and plate-event retention before it starts, alongside appropriate entrance signage.

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 How long we keep information

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We keep information for as long as it is needed for the purposes above. We have adopted a monthly manual retention review and are applying the following schedule to existing records. These are review points, rather than a promise that every copy is deleted automatically on a fixed date:

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• Enquiries that do not become bookings: review for removal after 12 months from closure or the last substantive contact, or sooner where no continuing need exists.

• Non-financial booking details and ordinary correspondence: review for removal after two years from the end of the stay or settled cancellation.

• Accounting records and necessary supporting evidence: normally at least five years after the 31 January Self Assessment submission deadline for the relevant tax year, with longer retention where an applicable exception or ongoing enquiry requires it.

• Future AI review excerpts and duplicate material: review for removal within 90 days after the request is approved, rejected or otherwise closed, once necessary booking and audit information is preserved. Original emails follow the enquiry or booking correspondence rules above.

• Our routine system backups: review at 90 days, preserving only copies still needed for recovery or a documented outstanding matter. Providers may have separate backup and legal retention arrangements.

• UniFi access photographs and videos: the current system retention setting is 60 days. Relevant evidence of an incident may be preserved separately while the incident, claim or investigation remains unresolved.

 

Active bookings and unresolved payments, complaints, tax enquiries or legal matters may require relevant records to be kept longer. Any extension should have a documented reason and further review date. We remove or anonymise information when it is no longer needed. Where useful, we can retain genuinely anonymised statistics without keeping unnecessary guest identities.

 

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 Website cookies

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Our Wix website uses cookies and similar technologies to support site operation. Essential technologies support functions such as security and remembering necessary settings. Optional categories may include functionality, analytics or advertising, depending on the features in use.

Our Cookie Consent & GDPR banner provides choices to accept or decline optional cookies. You can reopen the cookie preferences control to change your choice. You can also manage cookies through your browser; blocking essential cookies may affect site features. A cookie choice does not constitute consent to unrelated processing of booking information.

 

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 Your rights and complaints

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Depending on the circumstances, you can request access to your information, correction, deletion, restricted processing or a portable copy. These rights have legal exceptions, including where records must be kept by law.

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You have the right to object to processing based on legitimate interests.  Contact us using the details above to exercise your rights or raise a concern. Where processing relies on consent, you can withdraw it; website cookie choices can be changed through the cookie preferences control.

 

You can also complain to the Information Commissioner's Office at [ico.org.uk/make-a-complaint](https://ico.org.uk/make-a-complaint/) or on 0303 123 1113.

 

 

 Changes to this notice

 

We will update this notice when our practices change and show the revised date above.