Visit Keswick booking privacy notice
Version 2026-10-27
This notice is for the Selfe account and booking service reached through Visit Keswick. It accompanies the guest booking terms and the Member terms. It does not cover a Provider's own service or KTA's separate membership service.
Who is responsible
Yond Group Ltd, trading as Selfe, is responsible for the Selfe sign-in account, platform security, payment operation, booking records it keeps for its own obligations, support and legal compliance. Its ICO registration is ZB503706. Contact Selfe at support@selfe.ai about this notice or a request concerning Selfe's data.
The business named as the Provider in your booking decides how it uses your details to supply and support its accommodation, activity or other service. It is responsible for its own booking-system record and direct contact with you. Its business name, booking contact and privacy notice are shown with the booking offer and confirmation. Keswick Tourism Association Ltd (KTA) is responsible for its Visit Keswick channel, membership and its own support or reporting uses. You can read KTA's privacy policy and contact KTA at info@keswick.org or through its contact page. For a task Selfe performs solely under a Provider's documented instructions, Selfe processes that data for the Provider under the Member data schedule.
Information and uses
| Information | Selfe's use | Main lawful basis for Selfe's own use |
|---|---|---|
| Your name, email, sign-in details and account settings | Create and secure the Selfe account shown through Visit Keswick and other Selfe-powered channels you choose to use | Contract for the account service; legitimate interests in security and misuse prevention |
| Contact and party details, dates, choices, special requests, accepted terms and booking references | Quote, confirm and administer the booking; provide support and record what was agreed | Contract for the booking platform service; legitimate interests in an accurate booking and support record |
| Stripe payment references, amounts, refunds, payouts and disputes | Take and reconcile a payment on the Provider's behalf; resolve a refund or dispute and keep required financial records | Contract, legitimate interests in reconciliation and fraud prevention, and legal obligation for records the law requires |
| Booking email, messages and delivery status | Route operational correspondence between you and the Provider, answer support requests and evidence a change or cancellation | Contract and legitimate interests in operating and evidencing the service |
| Device, access and security logs | Protect accounts, investigate misuse and keep the platform reliable | Legitimate interests in security and service integrity |
| A separate marketing choice, if offered | Send marketing only from the party you selected | Consent for Selfe marketing; a Provider or KTA needs its own named choice |
We receive information from you or an agent you authorise, from the Provider and its booking system, from Stripe about payment outcomes, and from Visit Keswick where it is needed to attribute or support the booking. The contact and booking details needed to fulfil the service are required for a booking; if they are missing, we may be unable to confirm it. Optional marketing choices are never required for a booking.
Who receives it
We give the Provider the full booking contact details you supply, including your real email address and telephone number where supplied. The Provider may contact you directly about the service, outside Selfe. For a compatible booking system, we may use a Selfe booking email address as its primary booking email so operational messages can be routed through your account; the Provider still receives your real contact details in an accessible booking field. That address is for booking administration, not for marketing.
Stripe handles card and connected-account payments; Selfe keeps payment references and status rather than full card numbers. KTA receives the Member and venue identity, booking reference, service and dates, amounts, channel allocation and relevant cancellation or dispute status for channel support, reporting and reconciliation. We give KTA guest contact details only where needed to resolve that guest's booking or where the guest has separately chosen KTA marketing.
The services used for this account and booking journey include:
| Service | What it handles |
|---|---|
| Amazon Web Services | The Selfe booking service, transactional email, original inbound mail, audit storage and operational logs |
| MongoDB Atlas | Account, checkout, booking and related operational records |
| Stytch | Sign-in identity and authentication |
| Stripe | Guest payments, refunds and the Provider's connected Stripe Express account |
| PostHog EU Cloud | Account and service-use analytics, including an account identifier and, for sign-in events, an email address |
| Cloudflare | Network delivery and routing for service pages and certain Visit Keswick email addresses |
| The Provider's chosen booking system | The reservation and the contact and service details needed to fulfil it |
Member-uploaded listing media may also be stored with DigitalOcean in its Amsterdam region; this is not the storage location for guest booking and payment records. A Provider's booking system is chosen by that Provider, which is responsible for its own record and privacy notice.
Where information is processed
Selfe's booking application, transactional mail, original inbound mail and audit storage use AWS's Ireland region. The PostHog endpoint configured for Selfe is its EU service, and listing media uses DigitalOcean's Amsterdam region. These locations do not mean that every supplier's staff or supporting services are confined to those regions. Other providers, including Stytch, Stripe, MongoDB Atlas and Cloudflare, may process or access information outside the UK. Where that is a restricted transfer, we use the applicable arrangement for the recipient: UK adequacy regulations, including the UK-US Data Bridge where the recipient qualifies, or a safeguard such as the UK International Data Transfer Agreement or UK Addendum to the EU standard contractual clauses. Contact Selfe for details of the arrangement for a particular service. The Provider's booking system may have different storage and transfer arrangements, explained in its own notice.
Neither Selfe, the Provider nor KTA may treat a booking or a booking message as consent to its own marketing. Each needs a separate, positive choice naming that sender. You can withdraw a marketing choice without affecting your booking.
How long information remains and what account deletion does
Messages held for you to check and stored copies of messages forwarded to you are kept for 30 days. Original inbound messages are kept for 90 days. Records of what arrived and what we did with it are kept for 12 months. Conversations remain while your account exists.
We remove identifying details from a started checkout that does not become a booking 30 days after its quote expires. If a payment or supplier outcome is uncertain, we keep the details needed to resolve it and then apply that rule. For a completed or cancelled booking, we remove or anonymise extra guest and service details 12 months after the stay or the final refund, dispute or support case closes, whichever is later. We keep the minimum payment, invoice, settlement and accepted-terms evidence for six years after final booking settlement. A specific legal duty or active claim may require longer retention, which we record and review. Routine security logs are kept for 90 days; support correspondence is kept for 12 months after the case closes, unless it is needed for an active incident or claim.
Our main booking database is backed up daily to help restore the service after a fault. Backups are not for routine access. They follow the storage provider's recovery cycle. If a backup is restored, we reapply erasure decisions made since it was created before restored personal data is put back into ordinary use. Original inbound mail in AWS storage has a 90-day expiry rule; the audit store is versioned and has no general expiry rule, so its message-copy erasures require a separate operator action.
When you delete your Selfe account, its booking email address stops working and is never reassigned. We remove your sign-in identity, account-held mail, conversations, notifications and saved plans that are only for your account, after separating any evidence needed for an existing booking. An operator removes copies of your messages in Selfe's audit records within 30 days of a valid deletion request, unless a specific booking dispute or legal duty requires us to keep them; we tell you what remains and why. Deleting your Selfe account does not cancel a confirmed booking or delete the Provider's booking-system record, Stripe's records or the minimum booking and payment evidence that we still need to keep.
Selfe support handles requests to access, correct or erase remaining information. We assess each request against current bookings, refunds, disputes and legal duties, and explain any information we must retain. The Provider and KTA handle requests concerning their own records, and we help route a request that involves more than one party.
Your choices and rights
You can ask Selfe for access to its information about you, correction, erasure, restriction, portability where applicable, or object to processing based on legitimate interests. Where Selfe uses consent, you can withdraw it at any time. Send a request to support@selfe.ai; we may need to verify your identity. We will respond in the time required by data-protection law and explain any information we must keep. For a request about the Provider's own service or KTA's membership record, use the contact in that party's privacy notice; Selfe will help route a request that crosses the booking parties. You can complain to the Information Commissioner's Office.