A+ Hospitality and Adventure Plus are fully committed to protecting your privacy and complying with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This notice explains how we collect, use and safeguard personal information through this website and when you stay with or book A+ Hospitality. Last updated 19 October 2026.
1. Who we are
This website, and bookings for accommodation, catering and venue hire, are run by Windmill Farm Conference Centre Limited, trading as A+ Hospitality. It is owned by Adventure Plus, the Christian adventure youthwork charity, which runs the activities and receives donations.
- A+ Hospitality (Windmill Farm Conference Centre Limited) is the data controller for information collected through this website and for accommodation, catering and venue bookings. ICO registration number: ZB090833.
- Adventure Plus is the data controller for information about the activities it runs and for donations and Gift Aid. ICO registration number: Z7735511.
Both organisations maintain their registration and pay the data protection fee directly to the Information Commissioner’s Office (ICO). In this notice, “we” means whichever of them holds your information.
- Contact our Data Protection Lead: email privacy@adventureplus.org.uk, call 01367 810258, or write to Data Protection Lead, A+ Hospitality, Main Street, Clanfield, Oxfordshire OX18 2SN.
2. How we use your data and how long we keep it
We only process personal information when we have a valid legal reason to do so.
Enquiries through this website
When you use our enquiry form we collect your name, email address, phone number, organisation, the type of booking, your preferred dates, group size and anything you tell us in your message. We use this to reply to your enquiry and prepare a quote, under the lawful basis of Legitimate Interests (and, where you go on to book, steps taken before entering into a Contract). If you don’t go on to book, we delete your enquiry after 12 months. This happens automatically.
Booking information
We collect names, contact numbers, email addresses, billing addresses and event logistical details under the lawful basis of Contract to fulfil your booking. This data is kept for the duration of the active relationship plus 6 years following your last booking.
Health, allergy and dietary information
We collect medical conditions, physical limitations, emergency medication requirements, severe food allergies and dietary requirements (which may reveal health conditions or religious beliefs). This is processed under Legitimate Interests to ensure physical safety, alongside your Explicit Consent for special category data. These lists are permanently deleted as soon as the event they relate to is complete.
If you give us information about other people in your group, such as participants’ allergies, please make sure they, or their parents or carers, know you are sharing it and can read this notice.
Photographs and reviews
We only photograph a group with the group leader’s consent, and only use those photographs to promote our work where that consent covers it. When we quote a review or feedback on this website, we credit it by organisation or by first name and initial, and only with permission or where it has been published publicly. You can ask us to remove a photograph or quote at any time.
Donations and Gift Aid
If you add a donation to your booking, Adventure Plus collects donor names, billing details, donation amounts, payment records and Gift Aid declarations under a Legal Obligation to comply with UK tax law. This data is kept securely in our financial system for 7 years to meet HMRC requirements.
Information about our staff, volunteers and DBS checks is covered in the Adventure Plus privacy notice.
3. Who we share it with
We never sell your personal information. We share it only with organisations that help us run our services, under contracts that protect it:
- Google Workspace, for email, including enquiries sent from this website
- Sheep CRM and secure cloud storage, for bookings and records
- HMRC, for Gift Aid claims
- TriplePoint IT Limited, which hosts this website on servers in Clanfield, Oxfordshire
Lower Farm House is booked through Vrbo, so Vrbo’s own privacy policy applies to those bookings. Where a supplier processes data outside the UK, we make sure appropriate safeguards are in place.
4. Cookies and this website
This website sets one essential cookie, which keeps the enquiry form secure and expires after 30 minutes. We don’t use analytics or advertising cookies, so we don’t ask you to accept cookies.
Videos on this site come from YouTube’s privacy-enhanced service and only load when you press play. Once you do, YouTube’s privacy policy applies.
5. Data security
Your personal information is restricted to approved IT systems (such as Sheep CRM and secure cloud directories) with strict, permission-based access, to protect it against unauthorised access, loss or misuse.
6. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct inaccurate information
- ask us to delete your information, in certain circumstances
- ask us to restrict how we use your information
- object to us using your information on the basis of Legitimate Interests
- ask for information you gave us to be transferred to another organisation
- withdraw your consent at any time, where we rely on it, including for health details
- not be subject to decisions made solely by automated means (we don’t make any)
To exercise any of these rights, or if you have a question, contact our Data Protection Lead using the details above. We will reply within one month.
You also have the right to complain at any time to the Information Commissioner’s Office (ICO) at ico.org.uk.
7. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.