Calcot & Spa

Privacy policy and cookies

Privacy Policy

Calcot & Spa is a limited company incorporated in England and Wales with registered number 04113929 whose registered office is at Calcot & Spa, near Tetbury, Gloucestershire, GL8 8YJ. Calcot & Spa is part of The Calcot Collection comprising the following sister properties: Lord Crewe Arms, The Painswick. Calcot & Spa is responsible for this “website” and its contents (

This notice describes the types of personal data we collect, how we may use that personal data and with whom we may share it. The term “personal data” means any information that can be used to identify a specific individual such as name, address, email address, telephone number and credit card information.

Our notice also describes the measures we take to protect the security of the personal data. We also tell you how you can reach us to:

  1. Access, correct or delete the personal data you have provided.
  2. Withdraw any consent you may have previously given to the processing of your personal data.
  3. Tell us not to contact you with marketing materials about our services and promotions.
  4. Ask any questions you may have about our online privacy policies.

Personal Data

Information that we collect from you

When you visit you may be asked to provide certain information about yourself including your name, contact details and other relevant information. We may also collect information about your usage of our website.

Use of your information

Your information will enable us to provide you with access to all parts of our site. We will also use and analyse the information we collect so that we can administer, improve and develop our website to better support you.

We will only ever use your information to contact you in response to an enquiry.

Additionally, if you choose to provide personal data and consent to receive future communication from us, we may use your information to let you know about other products and services which we offer which may be of interest to you including new and revamped product information, market research results, promotional activity, advertising and changes in products.

If you chose not to provide us with your personal data, you may not be able to access some of our services such as newsletters or taking part in promotions.


Like many companies, we use “cookies” or similar objects on our website.

A cookie is a piece of data stored on the users’ hard drive while they are visiting certain websites. It contains simple information about the users’ identity but no personal information. The benefit of using cookies is that it allows us to monitor website traffic and record user’s preferences. They tell us, for example, whether you have visited our website before or if you are a new visitor and to help us identify site features in which you may have the greatest interest. Cookies may also enhance your online experience, for example, by remembering your passwords and viewing preferences, whilst you are visiting a particular site.

We acknowledge and comply with changes to the rules and regulations in regards to using cookies and similar technologies for storing information. We will ensure that the use of cookies is managed in accordance with national and legal guidelines, such as those that require the consent of website visitors for their use.

By using our website, you agree that we can place these types of cookies on your device.

Most browsers accept cookies automatically, but can be configured not to do so or to notify the user when a cookie is being sent. If you wish to disable cookies, refer to your browser help menu to learn how to disable cookies. Please note that if you disable cookies, you may be unable to access some customised features on our website.

The cookies on our website include Google Analytics:

  • Cookie name: _ utma. Description: Used by Google Analytics to identify unique visitors vs return visitors. Expiry: 2 years.
  • Cookie name: _ utmac. Description: Used by Google Analytics to identify unique visitors vs returning visitors. Expiry: Not set – cleared on browser close.
  • Cookie name: _utmb. Description: Used by Google Analytics for general visitor tracking. Expiry: 30 minutes.
  • Cookie name: _utmz. Description: Used by Google Analytics for tracking source visits i.e. where the user came from. Expiry: 6 months.

Web Beacons and GIF Images

Certain pages on our website may contain “web beacons” (also known as internet tags, pixel tags) and transparent GIF images which are tiny or transparent graphics that allows us to count the number of users who have visited a web page or to access certain cookies. We may use these graphics on our websites to count users and to recognise users by accessing our cookies. Being able to access our cookies allows us to personalise our website and improve your experience at our website.

We may also include these graphics in HTML – formatted e-mail messages that we send to determine which e-mail messages were opened. By using our website, you are consenting to our use of these beacons and similar technologies as described above.

How we share personal data

We do not sell or otherwise disclose personal data about our Website visitors, except as described here.

We may share your data with our affiliated, sister companies if you consented to do so and/or for specific purposes disclosed to you when you registered for our Website.

We may also share your personal data with service providers, employees or contractors that we have retained to perform services or work on our behalf. These parties are provided only with the personal data they need to perform their functions and can only use and disclose such personal data as is necessary to perform services on our behalf or to comply with legal requirements.

In addition, we may disclose your personal data if (a) we are required to do so by law or legal process, (b) to law enforcement authorities or other government officials, or (c) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity.

We also reserve the right to disclose and transfer your personal data to our new business partners or owners in the event we enter a joint venture with or is sold to or merged with another business entity.

We will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Security & Data Retention

We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We will retain your information for a reasonable period or as long as the law requires.

Where your data is stored

Customer Database

Calcot & Spa directly controls and manages all personal data captured and stored in its role as Data Controller.

Personal data is held by Microsoft Azure in a dedicated area owned by Calcot & Spa.  Importantly, the database is kept up to date with any requests to delete, amend or access personal data logged, recorded and actioned. The database is primarily used to communicate to individuals on promotions, services and products where permission to do so has been obtained. In so doing, the option to unsubscribe from future email communication is provided.

In addition, data is sometimes aggregated for profiling purposes to help us better understand our guests and guide the style and content of communications.

Access and correction

You are entitled to see the information held about you and you may ask us to make any necessary changes to ensure that it is accurate and kept up to date. If you wish to do this, access requests should be emailed to To help protect your privacy and security, we will take reasonable steps to verify your identity, which may involve requiring a password and user ID, before granting access to your personal data.

Your rights and preferences

We strive to operate an open and honest approach to the protection and security of personal data. In so doing, we fully acknowledge individuals’ rights to know what data we hold and to have the ability to amend, delete or object to the data stored on them.

If you would like to view the personal data we process about you, to update your contact details and preferences, to tell us you no longer want to receive communication about our products and services, or to tell us you no longer want your personal data processed, you may email us at (see below for contact details). If you would like to be removed from our database, please email us at

If you ask that we stop using your personal data, we take reasonable steps to honour that request. However, we will retain records of your personal data as needed in order to comply with applicable law.

In all cases, we will respond within one month but with the intention of doing so as soon as possible.

Changes to Privacy Policy

This notice may be updated periodically in the future without prior notice. Any such changes will be posted to our website and, where appropriate, through email notification.

How to contact us

If you have any questions or comments about this notice, or if you would like us to update the personal data we have about you or your preferences, please contact us by:

  1. Writing to the Data Controller, Calcot & Spa, near Tetbury, Gloucestershire, GL8 8YJ.
  2. Sending an email to the Data Controller at
  3. Ringing customer service on 01666 890 391

Get in touch

If you have any questions about our privacy and cookies policy then please get in touch with us and we will be happy to help.