Privacy Policy

1. Who we are

In The Stix Boutique Retreat & Spa (“In The Stix”, “we”, “us” or “our”) is committed to protecting and respecting your privacy.

We understand that when you share your personal information with us, you want to know that it will be treated responsibly, stored securely and only used for legitimate purposes.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, who we may share it with and the rights you have in relation to your information.

For the purposes of applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is:

Rutland Glamping UK LLP trading as In The Stix Boutique Retreat & Spa

Registered address: Brook Farm, Wood Lane, Greetham, Rutland, LE15 7SN

Website: https://inthestix.co.uk

Contact email: hello@inthestix.co.uk

2. Information we collect

We may collect and process the following types of personal information when you visit our website, contact us, make a booking or use our facilities and services.

Personal and contact information Full name *Email address *Telephone number *Home or billing address

Booking and guest information Booking dates and accommodation preferences Number of guests and relevant guest details Booking history and additional purchases Special requests or information you voluntarily provide to help us prepare for your stay Communications between you and our team

Payment information

Payment confirmations and transaction details
Billing information
Details of purchases and refunds

Payments are processed securely through third-party payment providers such as Stripe. We do not routinely receive or store your full payment card details.

Spa and wellness information

If you book one of our spa experiences or treatments, you may choose or be asked to provide relevant information such as allergies, sensitivities, accessibility requirements or other information necessary to help us provide a safe and appropriate experience.

Where this information amounts to special category personal data, we will only process it where we have an appropriate lawful basis and an applicable condition under data protection law.

Website and technical information

When you visit our website, we may collect:

IP address
Browser type and version
Device information
Website pages visited
Time spent on pages
Referral sources and website interaction information

This information helps us understand how visitors use our website and improve the experience.

3. How we collect your information

We collect personal information in several ways:

Directly from you

When you make an accommodation or spa booking.
When you complete an enquiry or contact form.
When you contact us by telephone, email or social media.
When you subscribe to our newsletter or marketing communications.
When you attend an event or purchase additional services.

Through third-party booking and payment systems

We use third-party service providers to help manage bookings and payments, including:

SuperSaaS for relevant spa and experience bookings.
Stripe for payment processing.
Other booking or ticketing platforms where applicable.

These providers may process personal information on our behalf or as separate data controllers, depending on the service they provide.

Automatically through our website

We may collect technical information through cookies and similar technologies, subject to your cookie preferences and applicable legal requirements.

4. How we use your information

We use your personal information for the following purposes:

Managing bookings and reservations

Processing and confirming accommodation and spa bookings.
Sending booking confirmations and important updates.
Managing payments, deposits, cancellations and refunds.
Responding to questions and special requests.
Providing the services you have booked.

Providing a safe and enjoyable experience

Preparing for your arrival.
Responding to accessibility requirements.
Understanding relevant allergies or sensitivities where necessary.
Improving our guest experience and customer service.

Communicating with you

Responding to enquiries.
Providing important information about your booking or stay.
Sending service-related messages.
Dealing with complaints, feedback or customer support requests.

Marketing and promotions

With your permission, or where we are legally permitted to do so, we may contact you about:

Special accommodation offers.
Spa days and wellness experiences.
Retreats and events.
Seasonal offers and promotions.
News and updates from In The Stix.

You can unsubscribe from marketing communications at any time.

Improving our website and business

Analysing website traffic and visitor behaviour.
Understanding which services and experiences are popular.
Improving our website, facilities and services.
Monitoring website performance and security.

5. Our lawful basis for processing your information

We will only process your personal information where we have a valid legal basis to do so.

These may include:

Contractual necessity

Where we need your information to fulfil a booking, process a payment, provide accommodation or deliver a service you have requested.

Legal obligations

Where we are required to retain or disclose information to comply with applicable laws, accounting requirements, tax obligations or other legal duties.

Legitimate interests

Where processing is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms.

Examples include improving our services, managing our business, responding to enquiries and protecting our website and facilities.

Consent

Where you have given us permission to use your information for a specific purpose, such as receiving marketing emails or processing certain sensitive information.

You can withdraw your consent at any time.

6. Marketing communications

We would love to keep in touch and let you know about what’s happening at In The Stix.

We may send you information about our accommodation, spa experiences, retreats, events and special offers where we have your consent or another lawful permission to do so.

We use Mailchimp to manage and deliver some of our email marketing communications.

Mailchimp may collect information about whether emails are opened and which links are clicked. We use this information to understand engagement and improve our communications, subject to applicable privacy requirements.

You can unsubscribe at any time by clicking the unsubscribe link at the bottom of our emails.

We will not sell your personal information or pass your details to other businesses for their own marketing purposes without your permission.

We respect your privacy and only share personal information where necessary to operate our business, provide our services or meet our legal obligations.

We may share relevant information with trusted third-party providers, including:

SuperSaaS: to manage relevant bookings and reservations.
Stripe: to process payments and refunds.
Mailchimp: to manage email marketing communications.
Website hosting and technical providers: to maintain and operate our website.
Analytics providers: to help us understand website performance and visitor behaviour.
Professional advisers: including accountants, insurers and legal advisers where necessary.
Regulatory authorities: where we are legally required to provide information.

These organisations may only use your information in accordance with their applicable responsibilities and contractual arrangements.

We do not sell, rent or trade your personal information.

8. How long we keep your information

We only retain personal information for as long as reasonably necessary for the purposes for which it was collected.

Retention periods will depend on the type of information and the reason we hold it.

For example:

Booking and financial records may be retained for the periods required by tax and accounting legislation.
Enquiry information may be retained for a reasonable period to manage and follow up on your enquiry.
Marketing information will be retained until you unsubscribe or withdraw your consent, subject to any necessary suppression records.
Spa and wellness information will only be retained for as long as necessary for the relevant service, safety and legal purposes.

When information is no longer required, we will securely delete it or anonymise it.

9. Cookies and website tracking

Our website may use cookies and similar technologies to improve your browsing experience and understand how visitors use our website.

Cookies are small text files stored on your device when you visit a website.

They may be used for the following purposes:

Essential cookies

These are necessary for the website to function properly, including security and basic website functionality.

Analytics and performance cookies

These help us understand how visitors use our website, which pages are popular and how we can improve the website.

Marketing and advertising cookies

Where used, these may help us understand the effectiveness of advertising campaigns and provide more relevant marketing.

Non-essential cookies will only be used where the required consent has been obtained.

You can manage your cookie preferences through the cookie settings available on our website. You can also manage cookies through your browser settings.

Please be aware that disabling certain cookies may affect some website functionality.

10. Keeping your information secure

We take appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure.

Access to personal information is restricted to those who need it for legitimate business purposes.

Where we use third-party providers, we take reasonable steps to ensure they have appropriate security measures and contractual protections in place.

However, no method of transmitting information over the internet or storing electronic information can be guaranteed to be completely secure.

11. International transfers of information

Some of the third-party providers we use may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place in accordance with applicable UK data protection legislation.

These safeguards may include UK adequacy regulations, the UK International Data Transfer Agreement or other legally recognised transfer mechanisms.

You can contact us if you would like further information about international transfers and the safeguards we use.

12. Your rights

Under applicable data protection legislation, you have a number of rights concerning your personal information.

These include:

The right to access

You can request a copy of the personal information we hold about you.

The right to rectification

You can ask us to correct information that is inaccurate or incomplete.

The right to erasure

You can ask us to delete your personal information in certain circumstances.

The right to restrict processing

You can ask us to restrict how we use your information in certain circumstances.

The right to data portability

You may request certain personal information in a structured, commonly used and machine-readable format.

The right to object

You can object to certain types of processing, including processing based on our legitimate interests.

You have an absolute right to object to your personal information being used for direct marketing.

The right to withdraw consent

Where we rely on your consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the details in section 1.

We may need to verify your identity before responding to certain requests.

We will normally respond within one month, subject to any lawful extension.

13. Third-party websites

Our website may contain links to external websites, booking platforms or third-party services.

These websites operate independently of In The Stix and may have their own privacy policies and practices.

We are not responsible for the privacy practices or content of external websites. We recommend reading their privacy policies before providing personal information.

14. Children’s information

Our accommodation and experiences may be enjoyed by families.

Where we collect personal information relating to children as part of a booking, we expect this information to be provided by a parent, guardian or responsible adult.

We only collect information about children where it is necessary for managing a booking, providing our services or meeting our legal obligations.

We do not knowingly use children’s personal information for direct marketing.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, booking systems, services or applicable legislation.

Any updates will be published on our website, with the latest revision date shown at the top of this policy.

We encourage you to review this page periodically.

16. Contact us or make a complaint

If you have any questions about this Privacy Policy, how we use your personal information or wish to exercise your data protection rights, please contact us:

In The Stix Boutique Retreat & Spa