Privacy

What we store when you book a room

Your name, e-mail address and telephone number; the room type, the arrival and departure dates and the number of adults and children; the arrival window you picked; anything you typed into the notes box; whether you ticked the marketing box and when; the price we quoted, night by night; and the IP address the booking came from, which is kept for spam protection. Nothing else. There is no payment information, because this form does not take any.

The notes box

It is a free-text field and people put health information in it — a dietary requirement, a mobility need, a reason for wanting a ground-floor room. It is treated as health information for that reason. It goes to the desk and the kitchen for your stay and is used for nothing else, ever. It is deleted with the rest of the booking on the schedule below and it is never included in a marketing list.

The guest record

Booking twice from the same e-mail address links the two, so the desk can see you have stayed before. That record holds your name, e-mail, telephone number, a count of stays and the date of the last one. It exists so somebody can recognise a returning guest, which is a reasonable thing for a small inn to want and a thing you are entitled to know is happening.

Marketing

Only if you ticked the box, and the date you ticked it is stored beside the consent. Not more than monthly. Every message carries a one-click unsubscribe link that works without signing in to anything, and using it removes you immediately rather than "within 30 days".

Ticking the box a second time does not add you twice. Un-ticking it on a later booking does not silently revoke a consent you gave earlier — the unsubscribe link is how you withdraw it, and that is deliberate rather than an oversight.

How long it is kept

• Bookings: two years, then deleted.
• The notes box: deleted with the booking it belongs to.
• Guest records: until you ask us to remove them, or three years after the last stay.
• Marketing consent: until you unsubscribe.
• E-mail delivery log: ninety days.
• Spam-protection IP records: twenty-four hours.
• The per-night inventory ledger: indefinitely, but it holds no personal data — only how many of each room type were sold on each date.

Who can see it

Two roles. Front desk sees today and tomorrow — the arrivals, the departures, who is in the building and the notes for those stays. A manager sees the whole book, the guest list, the rates and the calendar. Nobody else has an account, and the restriction is enforced by the software rather than by hiding links in the interface.

Cookies

One, and only after you log in to the admin area, which you cannot do. It is the session cookie. There is no analytics, no tag manager, no advertising pixel and no third-party script of any kind on this website — which you can verify by opening the network tab, and which is unusual enough to be worth stating.

Where it is

A MySQL database on a server in Europe, operated by MaiaHost. It is not shared with anybody, sold to anybody, or sent to any third party. The only mail that leaves this system is the one going to you.

How to have it deleted

Ask. hotel@bestdealwebdesign.com or 000-000-0000. We will delete the booking record, the guest record and the marketing consent, and confirm when it is done. There is no form and no identity check beyond replying from the address the booking was made with.

And the part that matters here. This is a demonstration website. The Woodside Inn is not a real business, no room here can actually be booked, and the telephone number is a placeholder. It was built to show what a small hotel gets for a fixed price. Do not put real personal information into the booking form on this site.