Privacy Policy

Andrew Hughes, trading as HolidayPitches, a sole trader based in England at 74 Eastern Avenue, Chippenham, SN15 3LW, provides booking and management software to campsites, caravan parks, holiday parks, marinas, holiday lets and hire businesses. Which of us is responsible for a given record depends on how it reached us.

We are the data controller referred to below, and that is the address to write to if you would rather write than email. There is no company registration number to quote: HolidayPitches is run as a sole trader, not a limited company.

If you booked a stay and want your booking removed, the park you booked with is the right first contact, because the record is theirs. Write to us at hello@holidaypitches.com if you cannot reach them and we will help.

If you have an account with us or with a park. Your name, email address and password (stored only as a one-way hash, so nobody here can read it), and where you give them: a phone number, an address, a town and a postcode. If you tell a park about accessibility needs, that note is stored with your booking so their staff can prepare for your arrival.

If you make a booking. The dates, the pitch or unit, the size of your party, the price, any extras and the state of payment.

If you pay online. Your card details are entered into Stripe and go straight to them. They never reach our servers and we cannot see them. We keep the reference Stripe gives us so that a refund or a receipt can be matched to the right booking.

If you visit our marketing pages.We record the page, where you arrived from, any campaign tag in the link, the country your connection appears to be in, your browser’s description of itself and how long the page was open. Each visit carries a random identifier that your browser forgets when you close the tab.

If you comment on an article.The name and email address you type, the comment itself, and the IP address it was sent from. The IP address is kept for moderation, is never shown on the site, and is not part of what other readers see — a published comment shows only the name, the text and the date.

If you run a campsite business.We keep a contact database of UK parks, built from business contact details published on parks’ own websites and directories. It is used to tell operators that our software exists, and for nothing else.

We do not sell personal data, and we do not share it for anyone else’s advertising. It reaches these companies because the service cannot work without them:

A park’s own staff see the bookings made with that park, and nobody else’s. Our own administrators can reach a park’s account to support it, and every such access is written to an audit log. We will also disclose data where the law requires it.

We are telling you this plainly because it is the sort of thing a privacy policy usually leaves for you to work out. If where your data is held matters to your own compliance, write to us before you sign up rather than after.

We keep an account for as long as it is open, and for a short period afterwards in case it is reopened. Booking and payment records are kept for six years after the end of the tax year they fall in, because UK tax law requires it — that applies even if an account is closed.

Visitor records, comments and business contact details are kept while they are still useful for the purpose they were collected for. We do not currently delete them on a fixed schedule, so if you want a record of yours removed, ask us and we will remove it.

Under UK data protection law you can ask us to:

• tell you what we hold about you, and give you a copy;
• correct anything that is wrong;
• delete what we hold, where we are not required to keep it;
• stop using it for a particular purpose, or restrict what we do with it;
• hand it to you, or to another provider, in a machine-readable form;
• stop sending you marketing, at any time and without giving a reason.

Guests with an account can request erasure from their account screen; the request is logged and answered within 30 days. For anything else, write to hello@holidaypitches.com. We answer within one month. To stop marketing or newsletter email immediately, use the unsubscribe link in any message, or the unsubscribe page— marketing and the newsletter are separate, so you can stop one and keep the other.

If you think we have handled your data badly, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

Traffic to the site is encrypted in transit. Passwords are stored as hashes, never as text. Sign-in tokens expire and can be revoked. Access to a park’s data is scoped to that park, and platform administrator access is audited. Payment card details never touch our systems.

No system is perfect. If a breach ever puts your rights at risk, we will tell the Information Commissioner within 72 hours and tell you without undue delay.

The software is for businesses and for adults making bookings. We do not knowingly create accounts for under-18s. A booking may of course include children in the party; those details are held as part of the booking and used only to prepare for the stay.

When this policy changes we update the date at the top. If a change materially affects how we use your data, we will tell account holders by email rather than leave it to be noticed.

Questions about any of this go to hello@holidaypitches.com, or by post to Andrew Hughes, trading as HolidayPitches, 74 Eastern Avenue, Chippenham, SN15 3LW. Our terms of service are on the terms page.