Privacy Policy

Last updated: 23 September 2026

1. About Us

Black Water River is operated by River Black Water Holiday Lets Ltd, a company registered in Scotland under company number SC841430.

Our contact address is:

River Black Water Holiday Lets Ltd
Owl View
Inchbae
Garve
Scotland
IV23 2PG

Website: www.blackwaterholidaylets.co.uk

Email: admin@blackwaterholidaylets.co.uk

In this Privacy Policy, references to “Black Water River”, “we”, “us” or “our” mean River Black Water Holiday Lets Ltd.

We are committed to protecting your privacy and handling your personal information responsibly, fairly and securely.

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 personal information.

2. Information We May Collect

We may collect personal information when you visit our website, contact us, make an enquiry, make a reservation, stay at one of our properties, use our facilities or otherwise communicate with us.

This information may include:

your name;
home or billing address;
email address;
telephone number;
details of the people travelling with you;
arrival and departure dates;
accommodation and booking preferences;
payment and transaction information;
correspondence between you and Black Water River;
special requests that you choose to provide to us;
vehicle registration details where relevant to parking or security;
information relating to pets accompanying you;
feedback and reviews;
IP address and basic information about the device or browser used to access our website;
information collected through cookies and similar technologies;
CCTV images where CCTV operates around our premises; and
any other information you choose to provide to us.

We only ask for information that is reasonably necessary to provide our accommodation and associated services.

3. Information About Other Guests

If you make a booking on behalf of other people, you may provide us with information about those guests.

By doing so, you should ensure that they are aware that their information may be provided to us and used in accordance with this Privacy Policy.

We ask that you do not provide us with more information about another person than is necessary for their stay.

4. How We Use Your Information

We may use your personal information to:

process and administer accommodation bookings;
take and manage payments;
communicate with you before, during and after your stay;
provide check-in information, directions and other guest information;
respond to enquiries and requests;
provide services and facilities associated with your stay;
manage cancellations, amendments, refunds and complaints;
maintain appropriate business, financial and accounting records;
comply with legal and regulatory requirements;
protect our guests, staff, property and business;
prevent and investigate fraud, damage, theft or other unlawful activity;
operate and improve our website;
understand how visitors use our website;
improve our accommodation and guest services;
respond to reviews and feedback; and
send marketing communications where we are permitted to do so.

We will not sell your personal information to third parties.

5. Our Legal Reasons for Using Your Information

Under UK data-protection law, we must have a lawful reason for processing your personal information.

Depending upon the circumstances, we may rely upon the following lawful bases.

Contract

We need to process certain information in order to take steps at your request before entering into a booking and to fulfil our accommodation contract with you.

For example, we need your name, contact details and booking information in order to reserve your accommodation and communicate with you about your stay.

Legal Obligation

We may need to process and retain information in order to comply with legal obligations, including taxation, accounting, licensing, law-enforcement and other regulatory requirements.

Legitimate Interests

We may process information where this is reasonably necessary for the legitimate interests of our business or our guests and where those interests are not overridden by your rights.

Examples include:

managing and improving our business;
protecting our property;
preventing fraud;
maintaining security;
dealing with complaints;
responding to enquiries; and
understanding how our website and services are used.

Consent

In some circumstances we may rely upon your consent, for example for certain forms of electronic marketing or where consent is required for particular website cookies.

Where we rely upon consent, you may withdraw that consent at any time.

6. Special Category Information

Occasionally a guest may voluntarily provide information that could be regarded as sensitive or “special category” personal information.

For example, you may tell us about a disability, allergy, medical requirement or accessibility need so that we can help make your stay more suitable.

We will only use this information where there is an appropriate legal basis for doing so and will limit its use to what is reasonably necessary.

Please do not provide sensitive information unless it is relevant to your booking or stay.

7. Reservations and Payments

When you make a booking, your information may be processed through our website, booking software, payment provider or a third-party booking service.

Payment card information may be handled directly by an authorised payment-processing provider rather than being stored by Black Water River.

We only receive and retain the information necessary to confirm and administer the transaction.

If you book through a third-party platform such as an online travel agent, that organisation will also process your personal information under its own privacy policy.

8. Wix and Our Website

Our website is operated using Wix.

Wix may process certain information on our behalf in order to host and operate the website and provide functions such as forms, bookings, website security, analytics and other website services.

Some Wix services or other technology providers may process information using servers located outside the United Kingdom.

Where personal information is transferred internationally, we will rely upon appropriate legal safeguards where required by UK data-protection law.

9. Cookies

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that help websites operate, remember preferences and provide information about how the website is being used.

Some cookies are necessary for the website to function properly.

Other cookies may be used for purposes such as:

website analytics;
remembering preferences;
improving website performance;
providing booking functionality; and
measuring the effectiveness of advertising or marketing.

Where the law requires us to obtain permission before using a particular cookie, we will ask for your consent through our cookie settings or cookie banner.

You can also control cookies through your browser settings.

Disabling certain cookies may affect the operation of some parts of the website.

10. Website Analytics

We may use website analytics to understand how visitors use our website.

This may include information such as:

pages viewed;
approximate geographical area;
type of device;
browser type;
time spent on pages;
referral source; and
general interaction with the website.

We use this information to understand how our website performs and to improve the information and services we provide.

Where consent is legally required for analytics technologies, they will not be activated until the necessary consent has been obtained.

11. CCTV

CCTV may operate in external and communal areas of our premises for the purposes of:

protecting guests and staff;
protecting buildings, vehicles and property;
preventing and detecting crime;
investigating incidents; and
maintaining site security.

CCTV is not used inside guests' private accommodation.

CCTV images are normally retained only for a limited period unless footage is required in connection with an incident, insurance matter, legal claim or investigation.

CCTV footage may be disclosed to the police, insurers, legal advisers or other appropriate organisations where there is a lawful reason to do so.

12. Who We May Share Information With

We may share personal information where reasonably necessary with organisations that help us provide our services.

These may include:

website and hosting providers;
booking and reservation systems;
payment processors;
banks and financial institutions;
accountants and professional advisers;
IT and software providers;
email and communications providers;
cleaning, maintenance or service contractors where information is genuinely necessary;
insurers;
fraud-prevention or security providers;
government departments, regulators or local authorities where required by law; and
police or other law-enforcement bodies where there is an appropriate legal basis.

We require organisations processing information on our behalf to handle it appropriately and securely.

We do not provide guest information to unrelated organisations for them to use for their own marketing.

13. How Long We Keep Your Information

We do not keep personal information for longer than reasonably necessary.

The appropriate retention period depends upon the type of information and why we hold it.

As a general guide:

Booking, transaction and accounting information may normally be retained for around six years where necessary for accounting, taxation, contractual or legal purposes.

General enquiries that do not result in a booking will normally be deleted when they are no longer reasonably required, generally within 12 months.

Guest correspondence and complaints may be retained for an appropriate period depending upon the nature of the matter and whether there is a possibility of a legal, contractual or insurance claim.

CCTV footage will normally be retained only for a short period, typically no longer than approximately 30 days, unless it is required for an incident or investigation.

Marketing information may be retained until you unsubscribe or ask us to stop contacting you. We may retain a minimal record after an unsubscribe request so that we can ensure that your preference continues to be respected.

Information may sometimes be retained for longer where required by law or where it is reasonably necessary in connection with a dispute, legal claim, insurance matter or investigation.

14. Marketing Communications

We may occasionally contact existing or prospective guests with information about Black Water River, our properties, availability, special offers, events or services.

We will only send electronic marketing where we are legally permitted to do so.

You can ask us to stop sending marketing communications at any time by:

using the unsubscribe option provided in a marketing message; or
contacting us directly.

Stopping marketing communications will not prevent us from contacting you about an existing booking, payment, enquiry or other service-related matter.

15. Keeping Your Information Secure

We take reasonable organisational and technical measures to protect personal information against:

unauthorised access;
accidental loss;
disclosure;
alteration;
destruction; and
misuse.

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

No internet-based service can be guaranteed to be completely secure, but we take reasonable steps to protect the information entrusted to us.

16. Your Data-Protection Rights

Depending upon the circumstances, UK data-protection law gives you a number of rights concerning your personal information.

These can include the right to:

ask us what personal information we hold about you;
request a copy of your personal information;
ask us to correct inaccurate or incomplete information;
ask us to delete personal information in certain circumstances;
ask us to restrict the way we process information in certain circumstances;
object to certain uses of your personal information;
request the transfer of certain information in a portable format where applicable;
withdraw consent where processing is based upon consent; and
object to direct marketing at any time.

These rights are not absolute and some may not apply in every situation.

We may need to verify your identity before responding to a request.

You will not normally be charged for exercising your data-protection rights.

17. Data-Protection Complaints

If you have a concern about how we have collected, used, stored or shared your personal information, please contact us in the first instance.

You can contact:

River Black Water Holiday Lets Ltd
Owl View
Inchbae
Garve
Scotland
IV23 2PG

Email: admin@blackwaterholidaylets.co.uk

Please include enough information for us to understand the issue and investigate it.

We will acknowledge a data-protection complaint within 30 days of receiving it and will take appropriate steps to investigate the matter without undue delay. We will keep you informed about the progress and outcome of our investigation where appropriate.

If you are dissatisfied with our response, you also have the right to raise your concern with the UK's data-protection regulator:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk

You do not have to contact us before approaching the ICO, although the ICO may recommend that you give us an opportunity to resolve the matter first.

18. Links to Other Websites

Our website may contain links to third-party websites, attractions, booking services, social-media platforms or other organisations.

Once you leave our website, the privacy practices of those organisations are outside our control.

We recommend reviewing the privacy policy of any external website before providing personal information.

19. Children's Information

Our accommodation welcomes families, and information about children may sometimes form part of a family booking.

We only seek information about children where it is reasonably necessary for the booking, occupancy, pricing, safety or provision of our accommodation.

Where possible, this information should be provided by the child's parent, guardian or responsible adult.

We do not knowingly use children's personal information for behavioural advertising or unrelated marketing purposes.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

changes to our business;
changes to our website or booking systems;
new services;
changes to the organisations we work with; or
changes in legal or regulatory requirements.

The latest version will be published on our website and the date at the top of this page will show when it was last updated.

21. Contact Us

If you have any questions about this Privacy Policy, wish to exercise a data-protection right or want to make a data-protection complaint, please contact:

River Black Water Holiday Lets Ltd
Company Number: SC841430

Owl View
Inchbae
Garve
Scotland
IV23 2PG

Website: www.blackwaterholidaylets.co.uk

Email: admin@blackwaterholidaylets.co.uk