Random Hare ("we", "us", "our") operates randomhare.co.uk, including our cabin stays (Roeka and Kalou), our bespoke cabin design and build service, and our Corva sea container conversions. This policy explains what personal data we collect, why, how long we keep it, and the rights you have over it. We are the data controller for the purposes of UK GDPR and the Data Protection Act 2018.
What data we collect
We collect personal data when you interact with us directly — we do not buy, source, or scrape data from anywhere else. Depending on how you use the site, this may include:
- Booking enquiries (Roeka or Kalou): name, email address, the cabin and dates you're asking about, and your message.
- Bookings made through our booking system: name, email, phone number, arrival and departure dates, number of guests, and any special requests you provide. Payment card details are handled entirely by our booking provider and never reach our own systems.
- Build & Corva enquiries: name, email, location, project type, land status, indicative budget and timeline, and any project details you share with us.
- General correspondence: anything you send us by email, including attachments such as site photos or plans.
- Technical data: standard website analytics such as pages visited, browser type, and approximate location, collected automatically when you browse the site.
We do not knowingly collect any special category data (such as health information) unless you choose to share it with us — for example, mentioning an accessibility requirement in a booking enquiry, which we would only use to accommodate your stay.
Why we collect it & our lawful basis
We only use your data where we have a lawful basis to do so under UK GDPR. In practice, this is almost always one of the following:
| Purpose | Lawful basis |
|---|---|
| Responding to a booking or build enquiry | Legitimate interest (answering a request you've made of us) |
| Processing a confirmed booking | Contract (fulfilling the stay you've booked) |
| Sending pre-arrival information for a confirmed stay | Contract |
| Keeping records for accounting and tax purposes | Legal obligation |
| Basic website analytics | Legitimate interest (understanding and improving our site) |
We do not use your data for automated decision-making, and we do not sell, rent, or otherwise trade your personal data to third parties.
Third parties we work with
We use a small number of trusted service providers to run the site and take bookings. Each only receives the data it needs to perform its specific function, and each is bound by its own data protection obligations:
- Netlify — hosts our website and processes enquiry form submissions (booking questions and build/Corva enquiries).
- Lodgify — powers the booking and payment system on our cabin pages, and processes booking and payment data directly on our behalf.
- Google Fonts — loads the typefaces used across the site.
- Instagram — if you follow a link to our Instagram page, Meta's own privacy policy applies to your use of that platform.
We may also be required to disclose data where we have a legal obligation to do so — for example, to HMRC for tax purposes, or to law enforcement if legally compelled.
How long we keep your data
We keep personal data only for as long as we need it for the purpose it was collected:
- Enquiries that don't lead to a booking or project: up to 12 months, so we can follow up if you get back in touch, then deleted.
- Confirmed bookings and build projects: up to 7 years, in line with our statutory obligations to retain financial records for HMRC.
- Website analytics: retained in aggregate/anonymised form; individual session data is not kept long-term.
If you'd like your data deleted sooner and we have no ongoing legal obligation to retain it, contact us and we'll action this promptly.
Cookies & website analytics
Our website uses a minimal set of cookies required for the site and booking system to function correctly, plus basic analytics cookies to help us understand how the site is used. We do not use cookies for advertising or cross-site tracking. You can control or delete cookies through your browser settings at any time; blocking essential cookies may affect the booking widget's functionality.
How we protect your data
All data submitted through our website is encrypted in transit over HTTPS. We limit access to personal data to those who need it to respond to your enquiry or fulfil your booking, and we work only with service providers who maintain appropriate security standards. No method of transmission or storage is completely secure, but we take reasonable technical and organisational steps to protect your information from loss, misuse, or unauthorised access.
Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct any inaccurate or incomplete data
- Request deletion of your data, where we have no legal obligation to keep it
- Restrict or object to certain processing of your data
- Request a copy of your data in a portable format
- Withdraw consent at any time, where consent is the basis for processing
To exercise any of these rights, contact us using the details below. We'll respond within one month. If you're unhappy with how we've handled your data, you also have the right to complain to the Information Commissioner's Office (ICO) — though we'd appreciate the chance to put things right first.
Children's data
Our services are intended for adults. We do not knowingly collect personal data from children, though children may of course be named as guests as part of a family booking made by a parent or guardian.
Changes to this policy
We may update this policy from time to time, for example if we start using a new service provider or our data practices otherwise change. The "last updated" date at the top of this page will always reflect the most recent version. We'd encourage you to check back occasionally.
How to contact us
If you have any questions about this policy or how we handle your data, or you'd like to exercise any of your rights above, get in touch:
Random Hare
Email: environments@randomhare.co.uk
West Sussex, United Kingdom