Privacy Policy
This policy explains how West Barn collects and uses your personal data when you enquire, book, chat with our concierge or browse this site, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
The data controller is Jeremy Teague, sole trader, the owner-operator of West Barn, Taliaris, Llandeilo, Carmarthenshire SA19 7YE. You can reach us at bookings@westbarnholidays.co.uk or +44 7989 898991 for any privacy question or request. ICO registration: applied for, and pending.
What we collect
- Enquiry & booking details you give us: your name, email, phone, dates, party size and any message or preferences.
- Concierge chat messages you type to Beca (our AI assistant), including anything you choose to share in the conversation.
- Technical data your browser sends when loading the site and its third-party assets (e.g. your IP address), used only to deliver the page.
How we use it, and our lawful basis
- To handle your enquiry and booking and reply to you — lawful basis: performance of a contract / steps prior to a contract.
- To run the Beca concierge and answer your questions — lawful basis: our legitimate interest in helping you plan a stay.
- To send you future availability or offers — only with your consent, which you can withdraw at any time.
We never sell your personal data.
The Beca concierge & AI processing
Beca answers your questions using an AI language model provided by Anthropic, PBC. When you chat, your new message is sent together with up to the last 12 messages of the conversation saved in your browser (yours and Beca's), so that Beca can follow it. These are processed by that model to generate a reply. This processing involves a transfer to servers outside the UK (see below). The chat itself runs on PANTHEON, a service operated by Pantheon Labs (Isaac Teague Frayling, UK) on UK-hosted servers; it holds your messages only for as long as it takes to answer and to record an enquiry you choose to send. Please avoid sharing sensitive personal information in the chat.
Third parties & international transfers
To deliver this site and the concierge we use a small number of service providers, some based outside the UK (principally the USA). When relied upon, transfers are protected by appropriate safeguards (such as the UK International Data Transfer Agreement or an adequacy decision):
- Anthropic (USA) — powers the Beca AI concierge.
- Resend (USA) — delivers our email replies to your enquiry.
- MapTiler (Switzerland) & OpenStreetMap — the map images on the area map.
- Google (USA) — only if you tap a "Get directions" link to Google Maps.
- Open-Meteo — the live local weather shown in the footer.
- Meta (Instagram) and WhatsApp — only if you click those links to contact us.
Cookies & local storage
This site sets no cookies and uses no analytics or tracking. The only thing stored on your device is your Beca conversation, kept in your browser's local storage for up to 7 days after your last message so it persists as you move between pages. It leaves your device only in two ways: up to the last 12 messages go with each new message you send (see above), and if you send an enquiry, up to the last 24 go to the owners with it so they can see what you asked. Nothing else is read from it, and you can clear it any time with the "New chat" button in the concierge.
Data retention
We keep enquiry and booking records for up to 3 years after your last stay (or after an enquiry that doesn't lead to a booking), then delete them. The chat history on your device expires automatically 7 days after your last message.
Your rights
You have the right to access, correct, delete, restrict or object to the processing of your personal data, to data portability, and to withdraw consent at any time. To exercise any of these, email bookings@westbarnholidays.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
