Privacy Policy

Last updated: 17 October 2026

This notice explains how Ben Cruachan Collection (we, us or our) handles personal information when you use bencruachan.com, contact our team or arrange a stay at Ben Cruachan Guest House, Ben Cruachan Rooms & Studios or Caledonian Apartments by Ben Cruachan.

Who to contact

Ben Cruachan Collection is responsible for the personal information described in this notice. For privacy enquiries or to exercise your data protection rights, email [email protected] or write to Ben Cruachan Collection, Ben Cruachan Guest House, 17 McDonald Road, Edinburgh, EH7 4LX, United Kingdom.

Information we collect

We receive information you provide when making an enquiry or booking, including your name, contact details, correspondence, stay dates, guest numbers and requests relating to your stay. Booking services may also collect billing and payment information. Please avoid sending payment card details or unnecessary sensitive information through our enquiry form or by email.

Our website and service providers may record technical information such as your IP address, browser, device, pages visited and security logs. When you book through a travel platform, we may receive the booking and guest information needed to manage your reservation.

How and why we use information

Enquiries, bookings and guest service: to respond to requests, arrange and manage reservations and provide your stay. Our lawful basis is taking steps at your request before a contract or performing our contract with you.
Business administration and security: to manage correspondence, maintain our website, prevent fraud and resolve complaints. We rely on our legitimate interests in running a secure accommodation business and supporting guests, balanced against your rights.
Legal obligations: to keep records and provide information where required by applicable law.
Optional marketing and non-essential cookies: where consent is required, this must be obtained separately. You can withdraw consent or unsubscribe from marketing at any time.

We need relevant contact and booking details to respond to an enquiry and fulfil a reservation. Without them, we may be unable to provide the requested service.

Bookings and other service providers

Our reservation links lead to our Guesty booking website. Information entered there is handled as part of the booking process; please also read the privacy information shown by Guesty and any payment or travel-booking provider you use. We use service providers for website hosting, security, email delivery, booking administration and related business services. Relevant information may be shared with them to provide these services, and with professional advisers or public authorities where necessary or legally required.

Links to WhatsApp, Instagram and other third-party websites take you to services with their own privacy terms.

Cookies and analytics

We use essential cookies to support website functions and remember your cookie preferences. We use Google Analytics 4 to measure visits, pages viewed and interactions to improve this website. Analytics is enabled by default. You can switch it off in Cookie Settings at any time. Our website tag disables Google advertising signals and ad personalisation.

Google Analytics uses cookies such as _ga and _ga_8YHP5EX9SL, configured to expire after one year; their expiry may refresh on a later visit. Google receives technical and usage information. See Google's privacy notice for details. The moove_gdpr_popup cookie remembers your choice for 180 days.

Our cookie notice explains how to review and switch off cookies. Open Cookie Settings below, select Analytics, switch it off and save your preferences. The page reloads and analytics cookies are removed. You can continue using the website and change your preference at any time.

Our reservation links open the Guesty booking website, which has its own privacy information and cookie controls. Browser settings also let you manage cookies.

How long information is kept

We keep personal information only for as long as necessary for its purpose. Enquiry records are assessed according to whether the enquiry is still active and whether follow-up is reasonably needed. Booking and financial records may need to be retained after a stay to meet tax, accounting and other legal requirements or deal with complaints and legal claims. Technical and security records are kept according to operational and security needs. Information should be deleted or anonymised when it is no longer needed. Contact us for details about a particular record.

Security and international processing

We use appropriate organisational and technical measures to protect personal information. No internet service can be guaranteed completely secure. Some service providers may process information outside the UK. Where restricted international transfers take place, applicable data protection requirements, including suitable safeguards where required, must be met.

Your rights

Depending on the circumstances and the lawful basis for processing, you can request access to your personal information, correction, erasure, restriction or portability, and object to processing. Where we rely on consent, you can withdraw it without affecting earlier lawful processing. We may need to verify your identity before responding.

You can raise a concern with us using the contact details above. You also have the right to complain to the UK Information Commissioner's Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.

Changes to this notice

We may update this notice when our services or practices change. The latest version and update date will appear on this page.