Privacy Policy | Glengarry Forest Cabins

Glengarry Forest Cabins - Privacy Policy

Updated June 2026

Location: The Old Forestry Depot, Invergarry, PH35 4HG

Google Maps Driving Directions: Click here for Google Maps location

Ownership: Owned by the Glengarry Community Benefit Society (FCA No: 8770) and operated by the Glengarry Community Development Trust (Registered Charity No: SC046134).

Glengarry Forest Cabins ("we", "us", or "our") is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the Data Controller is the Glengarry Community Development Trust. We are registered with the Information Commissioner's Office (ICO) under registration number ZB538284.

1. Information We Collect
We will collect and process the following data about you:
Identity and Contact Data: This includes information you give us by filling in forms on our Wix website, booking a cabin directly, subscribing to our newsletter, corresponding with us by phone or email (including via our Glengarry Community Development Trust email addresses), or sending us messages via our social media channels (such as Instagram or Facebook).
Data from Third-Party Booking Platforms: If you book your stay through an external platform (such as Airbnb), they will share certain personal data with us (such as your name, contact details, and booking dates) so that we can facilitate your stay.
Financial Data: Payment card details are processed securely via our third-party booking partner, Camp Manager, or via Airbnb if you book through them. We do not store your credit card details on our system.
Vehicle Registration Data (ANPR): We collect your vehicle registration number before your arrival solely for the purpose of granting you access to our secure car park via our automatic licence plate recognition barrier.
CCTV Image Data: We collect and process video and image footage captured by our on-site closed-circuit television (CCTV) cameras.
Technical Data: Like most websites, our Wix website uses cookies to collect basic technical data (such as your IP address, browser type, and operating system) to ensure the site functions correctly and safely.

2. How We Use Your Information
We use information held about you in the following ways and under the following lawful bases:
Performance of a Contract: To process your booking, take payments, send you necessary pre-arrival logistics (such as key safe codes and directions), facilitate your stay, and handle customer service enquiries.
Legitimate Interests: To protect our physical site, secure our community assets, ensure the safety of our guests and staff, and manage car park access. This lawful basis covers our use of automatic licence plate barriers and CCTV systems, for which we have conducted a formal Legitimate Interests Assessment (LIA).
Legal Obligation: To comply with any legal or regulatory requirements, such as our statutory obligations under Scottish Short-Term Let licensing laws.
Consent: To send you our marketing newsletter, environmental updates, and cabin news, but only if you have explicitly ticked the box to opt in to our mailing list.

3. Closed-Circuit Television (CCTV) and ANPR Operations
Because we operate an unstaffed woodland site, physical security and safety are of paramount importance. We operate signposted CCTV cameras and an automatic licence plate barrier to protect our guests, our community forest team, and our property.

Camera Locations: Cameras are active 24 hours a day and are situated strictly around the main car park and the Old Forestry Depot buildings. No cameras are positioned near, or directed towards, the private living spaces or porches of the individual cabins.
Purpose of Surveillance: Footage is captured solely for crime prevention, security, the protection of our physical site, and the safety of guests, staff, and community woodland visitors.
Data Sharing: Recorded footage is kept strictly confidential and is only accessed by authorised personnel. Footage will only be shared with third parties (such as Police Scotland or insurance providers) in the event of a security breach, safety incident, or formal lawful request.

4. Data Retention Periods
We only keep your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Our standard retention periods are as follows:
Booking & Financial Records: We retain your identity, contact, booking, and financial transaction details for 6 years following the end of the financial year of your stay, in strict compliance with UK tax laws and HMRC requirements.
General Enquiries: If you contact us with an enquiry but do not proceed to make a booking, we delete your contact details and correspondence 12 months after our last communication.
CCTV Footage: Footage is stored securely on our on-site system and is automatically overwritten and permanently deleted after a rolling 30-day period (unless a specific clip is required for an ongoing legal or police investigation).
ANPR Vehicle Data: Your vehicle registration details are programmed into our barrier system for the duration of your stay and are completely deleted from our active database within 72 hours of your check-out.
Marketing Newsletter Database: Where you have consented to join our mailing list, we keep your details until you choose to unsubscribe or withdraw your consent.

5. Children's Privacy
We welcome families and children over the age of two to experience our woodland site under the close supervision of their parents or guardians. We do not knowingly collect personal data directly from children. All bookings and enquiries must be made by individuals aged 18 or over, and any personal data relating to minors must be supplied strictly by their parent or legal guardian.

6. Disclosure of Your Information
We will never sell or rent your personal data to anyone. We only share your personal information with selected third parties who act on our behalf to run our business operations, including:

Camp Manager: Our third-party booking and property management system processes your booking and payment details securely.
Airbnb: If you choose to book through their platform, your data is processed in accordance with their privacy policies, and they share necessary booking details with us.
Wix: Our website hosting platform, which securely stores the information you submit through our online contact or newsletter forms.
Social Media Platforms: If you choose to interact with or message us via platforms like Instagram or Facebook, your data is processed in accordance with Meta's privacy policies.
EmailOctopus: Our email marketing platform (your details are only shared with them if you have opted in to our newsletter).
Licensing & Statutory Audits: We may share booking register details with the local authority (Highland Council) or civic licensing officials to comply with the statutory requirements of our Short-Term Let Licence (HI-41570-F).

7. Where We Store and Secure Your Personal Data

All information you provide to us is stored securely. Where we use third-party processors (such as Camp Manager, Airbnb, Wix, or EmailOctopus), we ensure they adhere to strict UK GDPR standards.
Some of our third-party systems may store or process your data on servers located outside the United Kingdom or the European Economic Area (EEA), such as in the United States. Where these international transfers occur, we ensure that appropriate regulatory safeguards, such as standard contractual clauses or UK International Data Transfer Agreements, are in place to guarantee your data is protected to UK standards.
CCTV recording equipment is housed in a locked, secure location with restricted physical and digital access.

8. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
Right of Access: You can request a copy of the personal data we hold about you. This includes the right to request access to, or a copy of, signposted CCTV footage in which you are clearly identifiable (subject to third-party privacy safeguards).
Right to Rectification: You can request that we correct any incomplete or inaccurate data we hold about you.
Right to Erasure: You can request that we delete or remove your personal data where there is no good reason for us to continue processing it.
Right to Object or Restrict: You can object to, or request that we restrict, the processing of your personal data under certain conditions.
Right to Withdraw Consent: You can withdraw your consent to receive our marketing newsletter at any time by clicking the "unsubscribe" link at the bottom of our emails.

To exercise any of these rights, please contact our team using the contact details provided below.

9. Cookies & Automated Decision-Making
Cookies: Our Wix website uses cookies to distinguish you from other users. This helps us provide you with a good experience when you browse our website and allows us to improve our site. Essential cookies are loaded automatically to support website security and core functionality. You can manage your cookie preferences through your web browser settings.
Automated Decision-Making: We do not carry out any automated decision-making or profiling using your personal data. All guest communication and booking approvals are managed directly by our local team.

10. Contact & Complaints
Questions, comments, and requests regarding this privacy policy are welcome.

Our Contact Details
Email: stay@glengarryforestcabins.com
Trust Administrative Support Email: woodlands@glengarry.org.uk
Trust Office Phone: +44 (0) 1809 501 287

The Information Commissioner’s Office (ICO)
If you are unhappy with how we have processed your personal data, you have the right to make a complaint at any time to the Information Commissioner's Office (the UK regulatory authority for data protection).
Website: https://ico.org.uk
Helpline: 0303 123 1113