Last updated: 20 October 2026
This notice explains how Trehellas House Hotel & Restaurant uses personal information relating to enquiries, accommodation, restaurant reservations, functions and Trehellas Business accounts.
Who we are and how to contact us
Trehellas House Hotel & Restaurant is responsible for the customer information it collects and uses to run its services. Contact the management team about privacy at enquiries@trehellashouse.co.uk, on 01208 72700, or by post to Trehellas House Hotel & Restaurant, Washaway, Bodmin, Cornwall, PL30 3AD.
Information used for your visit
Depending on your enquiry or booking, information may include your name, contact details, dates of stay or dining, party size, booking preferences, correspondence, invoices and payment records. Our contact form asks for your name, email address, subject and message. Booking providers may request further information needed to arrange your reservation.
Information comes from you, someone arranging a booking on your behalf, or a booking service through which you reserve a stay or table. This includes TableTango for restaurant reservations and Little Hotelier/SiteMinder for accommodation. If you book through Booking.com or Expedia, we receive the information needed to manage your stay.
Please provide only information relevant to your request. Tell us directly about essential allergy or accessibility needs; these can reveal sensitive health information. We will explain any consent needed before recording or sharing those details to arrange your visit. Please do not send card numbers or security codes through our enquiry form or by email.
Trehellas Business accounts and portal messages
Business applications and accounts may contain company and billing addresses, contact names, roles, email addresses, telephone numbers, accommodation needs, requested credit limits and purchase-order requirements. Approved accounts also hold agreed rates and payment terms, digital agreement records where used, charges, payment references and private messages with our staff. We use these records to assess applications, communicate about availability, administer the company relationship and manage agreed services and payments. Do not include payment-card numbers, passwords or unnecessary health information in portal messages.
For company representatives and guests whose booking is arranged by an employer, we rely on our legitimate interests in managing business bookings, communicating with the relevant people and keeping accurate account records. Where you contract with us personally, taking steps towards or performing that contract may apply instead. Accounting obligations have a separate legal-obligation basis. Staff review account approval, credit arrangements and room availability; a portal enquiry or message does not itself confirm a reservation.
Messages are available to the relevant signed-in business account and authorised Trehellas staff. Notification emails contain a link to sign in rather than the conversation text. Company representatives should share only necessary guest details and make this notice available to people whose information they provide. Keep login details private and contact us if an account needs to be closed or its authorised contact changed.
Account details, messages and agreement evidence are retained for as long as needed to manage the account and its bookings, resolve queries or disputes and meet applicable record-keeping obligations. Closing an account does not automatically delete records that must still be kept. Contact us to request access, correction, closure or deletion; we will assess each request and explain any reason for retaining information.
Why information is used
Booking details and correspondence are used to answer reservation requests, arrange and deliver your stay, meal or function, communicate changes and administer payments. The lawful basis is taking steps at your request before a contract, or performing our contract with you.
Financial records are used to meet applicable accounting and tax obligations, on the basis of legal obligation. General enquiries, complaint handling and proportionate fraud prevention or website security rely on legitimate interests: serving customers, resolving problems and protecting the business and its visitors. These interests must be balanced against your rights.
Where processing relies on consent, you can withdraw that consent by contacting us. Withdrawal does not affect earlier lawful processing. A booking or enquiry is not, by itself, consent to promotional emails.
Booking services and other recipients
Relevant information may be handled by staff arranging your visit and service providers supporting reservations, hosting, email, payments and accounting. These include TableTango, Little Hotelier/SiteMinder, Fasthosts, Microsoft for email, Teya for payments, Xero for accounting, MyWorks for the website-to-Xero connection and Cloudflare Turnstile for form security, where those services are used. Public Google reviews are displayed using ReplyOnTheFly. Professional advisers or public authorities may receive information where necessary for advice, disputes or legal obligations.
Booking and payment providers also explain their own processing in their privacy notices. Read these when using their services. Links to Facebook, Google Maps and other external websites take you to services with their own privacy and cookie arrangements.
Processing outside the UK. Our booking, payment and email services may involve international processing. The destinations and safeguards depend on the service used; a provider’s worldwide operations do not mean every guest’s information is sent to every location.
TableTango states that guest data is hosted in London, UK. Where its sub-processors process information abroad, its Data Processing Agreement provides for applicable adequacy arrangements, standard contractual clauses or the UK International Data Transfer Agreement.
SiteMinder’s privacy notice describes international operations, including Australia and US cloud storage, and contractual safeguards for UK and EEA information. Teya’s privacy notice identifies possible processing in the EEA, Brazil, Israel, the USA and South Africa, with applicable transfer safeguards.
Microsoft publishes information about data locations and international transfer safeguards for its business cloud services. Fasthosts describes its processing in its privacy notice. Contact us for information about the arrangements applicable to your records or to request details of relevant safeguards.
How long information is needed
Retention depends on the purpose: enquiries for the time needed to respond and handle follow-up; booking records for the reservation, customer service and any relevant dispute period; financial records for applicable tax and accounting requirements. Information may need to be retained longer for an unresolved complaint or legal claim. Contact us for the retention criteria applying to a particular record.
Restaurant booking records: TableTango’s published agreement provides for anonymising personal information on individual bookings after 24 months, and deleting text/email logs and unused waitlist or feedback records after 24 months. Some payment references and marketing-permission evidence can remain where needed. These are TableTango’s measures; they do not delete copies held separately by us or another provider.
Website email logs: our FluentSMTP dashboard is configured to keep email logs for 60 days. Logs help us check whether enquiries were sent and troubleshoot failures; they can include message content and contact details. This setting does not delete the corresponding emails from our Microsoft mailbox or any booking or accounting records.
Website information and cookies
Website hosting and security services may process technical information such as IP addresses, browser details and access logs. Cookies or similar storage support account sign-in, security and choices you make on the website. TableTango restaurant bookings open through a booking link. Our Little Hotelier/SiteMinder room-booking window loads when you choose to open it; that service has its own privacy and cookie controls.
Use the Analytics cookies button on public website pages to accept or reject optional Google Analytics and to change your choice. Optional Analytics remains off until you accept. Browser settings can also restrict cookies, although blocking necessary storage may affect sign-in or bookings. Browser settings do not replace consent where it is required.
Contact-form security: Cloudflare Turnstile
We use Cloudflare Turnstile to distinguish human visitors from automated bots and protect our enquiry and business-application forms against spam and abuse. It processes technical signals such as IP address, browser/user-agent information, TLS fingerprint and the website origin. Our lawful basis for this security processing is our legitimate interest in protecting our website, customers and communications. Turnstile is separate from optional Google Analytics.
Cloudflare processes signals on our behalf to provide this protection and also acts as a controller when using signals to improve its bot-detection service. Its Turnstile Privacy Addendum and privacy policy explain its processing, rights information and international arrangements. Contact us using the details above about our use of this service. If a security check prevents a genuine enquiry, please call or email us instead.
Your rights
Depending on the circumstances, you can request access to your information, correction, deletion, restriction of processing or transfer of information to another provider. These rights have conditions and exceptions, including where records must be retained by law.
You can object to processing based on legitimate interests. You can object to use of your information for direct marketing at any time. Contact the management team using the details above. We may need to verify your identity before responding.
You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/ or on 0303 123 1113. You do not have to contact us first.
Changes to this notice
We will update this page when our services or information practices change. If a change materially affects how your information is used, further information will be provided where required.
Optional Google Analytics
When you accept analytics cookies on our main website, Google Analytics receives technical and usage information, such as pages visited, referring website and browser/device details, to help us understand visits and improve the website. Google processes technical network information, including your IP address, when handling requests. We do not intentionally send names, email addresses, payment details or business-account records to Analytics. Tracking is excluded from our private account and payment pages and for signed-in users.
Analytics is optional and relies on your consent. The Google tag is blocked until you accept. Advertising storage and personalisation are disabled by this integration. Our main-site Analytics cookies are configured to expire after 180 days; your accept/reject choice is stored in this browser for 180 days. Use the Analytics cookies button to change your choice at any time. Rejecting after accepting stops this integration and removes its main-site Analytics cookies; it does not erase data already processed. Booking providers have separate cookie controls. Google processing may take place outside the UK; see Google’s privacy policy for its processing and safeguards. You can contact us about your information using the details above.
Optional Google reviews widget
Our Google reviews slider is provided by ReplyOnTheFly. It stays off until you choose Load Google reviews. Loading it connects your browser to ReplyOnTheFly and may load Google resources, sharing technical information such as your IP address and browser details; cookies or similar storage may be used. We rely on your consent for loading this optional widget and for any non-exempt storage it uses. Leaving it off does not prevent enquiries or bookings.
Your choice is kept in session storage in this browser under trehellas_review_consent_v1 for the current browsing session. Use Turn off review widget in the reviews section to withdraw this choice and reload the page without the widget. This prevents it loading again in that session; it does not erase data already processed or provider cookies outside our control. See ReplyOnTheFly privacy information and Google privacy information. Website referral measurement provided by the reviews plugin is disabled by this integration.