Skip to the content
The Pool By The Bain Book a swim

Privacy Policy

Last updated: 8 November 2026

This notice explains what personal information we keep when you book a swim or use this website, why we keep it, and your rights. We keep it short and plain.

Who we are

The Pool By The Bain, Roughton Road, Kirkby on Bain, LN10 6YL, is responsible for your information (the “data controller”).

For any question about your information, call 07880 943659 or email thepoolbythebain@gmail.com.

What we keep

  • Your details: your name, email address and phone number, and your sign-in details if you create an account. Your password is stored scrambled, so we cannot read it.
  • Your bookings: the dates and times you booked, how many swimmers, what you paid, any voucher or promo code used, any moves or changes, any cash paid on the day for extra swimmers, and when you agreed to our terms.
  • Notes: any notes we add to your record or a booking to help us look after you, for example something you told us on the phone.
  • Your marketing choice: whether you ticked the box to get offers and news, when and how you did, and when you unsubscribed if you did.
  • Payment references: the reference numbers Stripe gives us for your payments and any refunds. We never see or store your full card number.
  • Membership: if you are a member, your membership status, your monthly dates, and the Stripe references for your subscription.
  • Guest stays: if you are staying at the property, the name and dates of the stay given to us by your host, so your stay code works.
  • Vouchers: if someone gives you a voucher, the name and email it was sent to and any message with it.
  • How you found us: if you came from one of our adverts or posts, the campaign name in that link. This does not tell us who you are on other websites.
  • Emails we send: a record of which offer emails were sent to you and whether they were delivered.
  • Security: to stop password guessing and fake sign-ups, we briefly keep a scrambled version of your internet (IP) address. This is deleted after about an hour.

If you booked on our old website, we have moved your details and booking history across to this one.

Why we keep it

  • To run your bookings (to carry out our agreement with you): taking payment, confirming your swim, sending reminders, letting you move a booking, and contacting you about it.
  • To meet the law: keeping records of payments for tax and accounting.
  • To keep the website safe and run the business properly (our legitimate interests): stopping misuse, and keeping a record of changes to bookings.
  • With your consent: sending offers and news by email, and asking for a review after your swim. We only do this if you ticked the box to say yes.

Emails

  • Booking emails, such as confirmations and reminders, come from bookings@thepoolbythebain.co.uk. You get these whenever you book, because they are part of your booking.
  • Offer and news emails are only sent if you ticked the box to get them. Every one has an unsubscribe link.
  • After a swim we may email to ask for a review, but only if you ticked the box to hear from us.
  • You can change your mind at any time using the unsubscribe link or your My bookings page, or by contacting us. It does not affect your bookings.

Who we share it with

We do not sell your information. We only share it with the companies that help us run the website and bookings:

  • Stripe, who take card payments, membership payments and refunds for us. Stripe handles your card details directly.
  • MilesWeb, our web host, whose servers store this website and its booking records.
  • The email service our web server uses to send booking and offer emails.

We may also share information if the law requires it.

Some of these companies may handle information outside the UK. Where they do, they must protect it to the standard UK law requires.

How long we keep it

  • Booking and account records are kept while we need them to run the business and for tax records, normally up to 6 years.
  • Your marketing details are kept until you unsubscribe. After that we keep a note that you unsubscribed, so we never email you offers again.

Your rights

You have the right to:

  • ask for a copy of the information we hold about you;
  • ask us to correct anything that is wrong;
  • ask us to delete your information (we may need to keep some records for tax reasons);
  • object to, or ask us to limit, how we use your information;
  • withdraw your consent to marketing at any time.

To use any of these rights, call or email us using the details above. We will reply within one month.

If you are unhappy with how we have used your information, please tell us first. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

Cookies

This website only uses the cookies needed to make bookings and signing in work. We do not use analytics or advertising cookies, and we do not track you around other websites.

  • Sign-in cookies keep you signed in to your account.
  • Payment cookies are set by Stripe on the payment step, to keep payments secure and prevent fraud.
  • While you book, your browser remembers the times you have picked until you close the tab. This stays on your device.

Our pages use fonts from Google Fonts, and the home page shows a map from Google Maps. To show these, your browser connects to Google, which can see your internet address. Google Maps may also set its own cookies. See Google’s privacy policy for details.

Changes to this notice

We may update this notice from time to time. The date at the top shows the latest version.