Privacy Policy

Last updated: 13 July 2026

Roodlea Barn respects your privacy and is committed to protecting your personal information.

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

1. Who we are

This website is operated by Roodlea Barn, a company incorporated in Scotland under company number SC130511.

Our registered address is:

Roodlea Barn
Roodlea
Ayr
KA6 6EP
Scotland

For the purposes of UK data protection law, Roodlea Barn is the data controller responsible for the personal information described in this policy.

You can contact us about this privacy policy or the way we use your information at:

Email: info@roodleabarn.co.uk
Website: roodleabarn.co.uk

2. The information we collect

The personal information we collect will depend on how you interact with us.

This may include:

your name;
your email address;
your telephone number;
your address;
your wedding or event date;
information about your wedding, event or accommodation requirements;
the names and contact details of your partner, guests, suppliers or other people involved in your booking;
details you provide when requesting a brochure, making an enquiry, joining a waitlist or booking a viewing;
booking, contract and payment information;
communications you send to us by email, telephone, social media, website forms or other channels;
photographs or videos where you have agreed that we may use them;
technical information about how you use our website, including your IP address, browser type, device information and website activity; and
your cookie and marketing preferences.

Please only provide another person’s information where you have their permission to do so.

We do not intentionally collect special category personal information through our website. However, you may occasionally provide information about accessibility, allergies, dietary requirements or health needs when arranging a wedding, event or stay. Where this happens, we will only use the information where it is necessary to support your arrangements and where data protection law allows us to do so.

3. How we collect your information

We may collect personal information directly from you when you:

submit an enquiry through our website;
request or download a brochure;
book a venue viewing;
join a viewing or availability waitlist;
enquire about or book a wedding, event or accommodation;
sign a contract or make a payment;
contact us by email, telephone or social media;
attend an event, open day or viewing;
subscribe to marketing communications, where available; or
interact with our website or cookie settings.

We may also receive information from:

your partner or another person involved in your wedding or event;
wedding planners, coordinators, caterers or other suppliers acting on your behalf;
booking, scheduling and payment service providers;
social media platforms where you contact us or interact with our content;
publicly available sources; and
analytics and advertising platforms, where you have allowed the relevant cookies or technologies.

4. How we use your information

We may use your personal information for the following purposes.

Responding to enquiries

We use your information to respond to questions, send requested information, provide brochures and discuss possible weddings, events, accommodation or viewings.

Our lawful basis is taking steps at your request before entering into a contract and, where appropriate, our legitimate interest in responding to enquiries and operating our business.

Managing viewings and appointments

We use your information to arrange, confirm, change or cancel viewings and other appointments, and to contact you about your booking.

Our lawful basis is taking steps at your request before entering into a contract and our legitimate interest in managing our appointment schedule.

Managing weddings, events and accommodation bookings

Where you book with us, we use your information to:

prepare quotations and contracts;
manage payments;
plan and deliver your wedding, event or accommodation;
communicate with you and relevant suppliers;
manage changes, cancellations or complaints; and
provide support before, during and after your booking.

Our lawful basis is that the processing is necessary to enter into or perform our contract with you.

We may also use information where necessary to comply with a legal obligation or to protect the safety and wellbeing of our guests, staff and suppliers.

Processing payments and maintaining financial records

We use booking and payment information to take payments, issue invoices, process refunds and maintain appropriate accounting and tax records.

Our lawful bases are the performance of our contract with you and compliance with our legal obligations.

We do not normally receive or store your complete payment card details. Payments may be processed securely by a third-party payment provider.

Operating and improving our website and services

We may use technical and usage information to:

operate and secure our website;
understand how visitors use the website;
identify technical problems;
improve the website and customer experience; and
measure the effectiveness of our content and marketing.

We rely on our legitimate interests where the technology is necessary for the security and basic operation of the website.

For non-essential analytics, advertising or tracking technologies, we will use them in accordance with your cookie choices and applicable privacy law.

Marketing

Where you have chosen to receive marketing, we may contact you with news, offers, open days, events or other information about Roodlea Barn.

Our lawful basis will normally be your consent. You can unsubscribe at any time by using the unsubscribe option in the communication or contacting us at info@roodleabarn.co.uk.

We may also contact existing customers about similar services where the law allows us to do so. You can object to direct marketing at any time.

Photographs, videos and testimonials

We may use photographs, videos, reviews or testimonials to promote Roodlea Barn where we have a lawful basis to do so.

Where individuals are clearly identifiable and the material is being used for promotional purposes, we will normally ask for permission from the relevant couple, photographer or individual before using it.

You may withdraw your permission for future use by contacting us. This will not affect any use that took place before permission was withdrawn, and it may not always be possible to recall printed material that has already been produced.

Protecting our business and complying with the law

We may use information where reasonably necessary to:

establish, exercise or defend legal claims;
prevent or investigate fraud or misuse;
protect our property, guests, staff and suppliers;
respond to requests from regulators, courts or law enforcement bodies; and
comply with our legal and regulatory responsibilities.

Our lawful bases may include legal obligation and our legitimate interests in protecting and managing our business.

5. When providing information is necessary

You can browse most areas of our website without giving us your name or contact details.

However, certain information is required if you would like us to respond to an enquiry, arrange a viewing, prepare a booking or deliver a wedding, event or accommodation service.

Where information is required for a contract and you do not provide it, we may be unable to accept or fulfil your booking.

6. Who we share your information with

We do not sell your personal information.

We may share relevant information with trusted third parties where this is necessary to operate our business or provide the service you have requested. These may include:

website hosting and website management providers;
enquiry form, scheduling and booking providers;
email, cloud storage and business software providers;
payment processors, banks and accounting providers;
professional advisers, including accountants, insurers and legal advisers;
caterers, coordinators and other wedding or event suppliers, where necessary for your booking;
photographers, videographers or marketing providers, where relevant and permitted;
analytics and advertising providers, subject to your cookie choices;
IT support and security providers;
government departments, regulators, courts or law enforcement bodies where required by law; and
a purchaser, investor or adviser if all or part of our business is sold, transferred or reorganised.

We only provide third parties with the information they reasonably need for the relevant purpose. Where another organisation processes information on our behalf, we require it to protect the information and use it only in accordance with our instructions and applicable law.

Some suppliers, such as photographers, caterers and independent wedding professionals, may act as separate data controllers. Their own privacy policies will apply to the information they collect and use.

7. International transfers

Some of the technology and service providers we use may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place. These may include:

transferring information to a country recognised by the UK as providing an adequate level of protection;
using approved contractual protections, such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses; or
relying on another lawful transfer mechanism.

You can contact us for more information about the safeguards that apply to a particular transfer.

8. How long we keep your information

We only keep personal information for as long as it is reasonably needed for the purpose for which it was collected, including to meet legal, accounting, tax, insurance and reporting requirements.

As a general guide:

initial enquiries that do not lead to a booking will normally be kept for up to two years after our last meaningful contact;
viewing and waitlist information will normally be kept for up to two years after the appointment or last contact;
information relating to confirmed bookings, contracts, invoices and payments may be kept for up to seven years after the end of the relevant financial year;
operational information about a wedding, event or stay will normally be reviewed after the booking has been completed and deleted when it is no longer needed;
complaints and legal correspondence may be kept for as long as reasonably necessary to resolve the issue and meet any relevant legal limitation period;
marketing information will be kept until you unsubscribe, withdraw your consent or we determine that it is no longer appropriate to contact you; and
cookie and website information will be retained in accordance with the lifespan of the relevant cookie or technology.

We may keep information for longer where there is a legal requirement, an ongoing dispute, an insurance matter or another legitimate reason to do so.

When information is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

9. Cookies and similar technologies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to operate correctly, maintain security, remember your settings or provide a feature you have requested.

Other cookies may help us understand how the website is used, measure performance or support advertising and social media features.

Where required, non-essential cookies will not be used unless you have made the relevant choice through our cookie banner or cookie settings.

You can accept, reject or manage non-essential cookies through the cookie controls on our website. You can also change your browser settings, although blocking some necessary cookies may affect how the website works.

More detailed information about the cookies currently used on the website should be made available through our cookie banner or cookie settings panel.

10. Links and embedded third-party services

Our website may include links to other websites or embedded services provided by third parties, such as maps, videos, booking tools, social media platforms or payment services.

These third parties may collect information when you interact with their services. We do not control how independent third parties use your information, and their own privacy policies and cookie notices will apply.

We encourage you to review their privacy information before providing personal details or using their services.

11. Security

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

These measures may include access controls, password protection, secure third-party systems, staff procedures and appropriate backups.

However, no website, email service or internet transmission can be guaranteed to be completely secure. Please take care when sending sensitive information electronically.

12. Your data protection rights

Depending on the circumstances and the lawful basis we rely on, you may have the right to:

ask for a copy of the personal information we hold about you;
ask us to correct information that is inaccurate or incomplete;
ask us to delete your personal information;
ask us to restrict how we use your information;
object to certain uses of your information;
receive certain information in a portable format;
withdraw your consent at any time where we rely on consent; and
complain about the way we use your information.

These rights are not absolute and may not apply in every situation. For example, we may need to retain some information to comply with the law, perform a contract or establish or defend a legal claim.

You have the right to object at any time to the use of your personal information for direct marketing. If you object, we will stop using your information for that purpose.

To exercise any of your rights, contact us at info@roodleabarn.co.uk.

We may need to ask for information to confirm your identity before responding. We will normally respond within one month, although the law allows additional time in certain circumstances.

There is normally no charge for exercising your rights. We may charge a reasonable fee or refuse a request where the law allows us to do so, including where a request is manifestly unfounded or excessive.

13. Complaints

Please contact us first if you have concerns about how we use your personal information. We would appreciate the opportunity to look into the matter and put things right.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: ico.org.uk

14. Children’s information

Our website and services are not directed specifically at children, and we do not knowingly collect personal information directly from children through the website.

Information about children attending a wedding or event may occasionally be provided by an adult responsible for the booking. We will only use this information where it is reasonably necessary for the arrangements.

15. Automated decision-making

We do not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.

16. Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes to our services, website, suppliers or legal responsibilities.

The latest version will always be published on this page, together with the date it was last updated.

Where a change significantly affects how we use personal information, we will take reasonable steps to bring it to the attention of the people concerned.

17. Contact us

For questions about this privacy policy, to exercise your data protection rights or to raise a concern, please contact: