BookingTrends Enquiries Privacy Policy
Last updated: 6 October 2026
This policy explains how [legal name of the organisation] (“we”, “us” or “our”) handles personal information submitted through the BookingTrends enquiry form.
Who is responsible for your information?
The data controller is [legal organisation name], of [postal address]. For privacy questions or requests, contact [privacy email address].
What information do we collect?
When you send us an enquiry, we collect:
Your first name and email address.
Your surname and hotel or company name, if you provide them.
The message you send us.
The date you submitted the form and acknowledged this notice.
Whether your email address has been verified.
If you continue corresponding with us, authorised staff may add notes about your enquiry, its status, assignment, follow-up and outcome. Please do not include sensitive personal information unless it is necessary for your enquiry.
Why do we use it?
We use enquiry information to:
Read, respond to and manage your enquiry.
Verify your email address and help prevent fraudulent or automated submissions.
Route the enquiry to the relevant staff and keep a record of follow-up.
Protect and maintain the service, and meet applicable legal obligations.
We do not use enquiry details to send unrelated marketing unless we have a valid basis to do so.
Our legal basis
Where data protection law requires us to identify a legal basis, we generally rely on our legitimate interests in receiving and responding to business enquiries, operating the service and preventing misuse. We may rely on consent or another legal basis where required by law. You can ask us which basis applies to your information.
Who may receive your information?
Your enquiry may be accessible to authorised Booking Trends staff who need it to handle the request. We use service providers to operate the service and deliver its emails. Depending on the services enabled, these may include:
Mailgun for transactional email, such as email verification.
Cloudflare Turnstile to check that form submissions are genuine.
Sentry for error monitoring and diagnostics, if enabled. The configured monitoring may include personal information associated with an error.
Our hosting, database and infrastructure providers may also process information on our behalf. [Add the providers and the countries or regions where information may be processed.] We do not sell enquiry information.
How long do we keep it?
We keep information only for as long as it is needed for the purposes above, subject to legal requirements.
Unverified enquiries that have not been approved for follow-up are eligible for deletion after 30 days, together with their enquiry history. The application’s scheduled deletion is disabled by default, so this period is not enforced automatically unless an authorised operator enables the cleanup schedule or runs the cleanup process.
The application currently has no automatic deletion period for verified, approved, in-progress or closed enquiries. Before publishing this policy, set and implement a retention period for those records, then replace this paragraph with the approved period and any justified exceptions. Contacts with no remaining enquiries can also be deleted.
How do we protect your information?
The application encrypts stored contact details, enquiry messages and staff notes at the field level. Access to enquiry records is restricted to authorised staff according to their role. We also use technical and organisational measures intended to protect information against unauthorised access, loss or misuse. No method of transmission or storage can be guaranteed to be completely secure.
Cookies and security checks
The service may use cookies necessary for functions such as security, sessions and form processing. The enquiry form may use Cloudflare Turnstile when that feature is enabled; Cloudflare processes information needed to assess the security check. [Confirm whether the live site uses any optional analytics or other cookies, and link to a cookie notice if applicable.]
Your rights
Depending on where you live and which data protection laws apply, you may be able to request access to, correction or deletion of your information, ask us to restrict or object to certain processing, or withdraw consent where processing relies on consent. To make a request, contact [privacy email address]. You may also have the right to complain to your local data protection authority, such as the [relevant authority].
Changes to this policy
We may update this policy when our practices or legal obligations change. We will publish the current version on the service and identify its version or update date.
