Privacy Policy

1. Who is responsible for your data

Jack Stokes, a sole trader trading as VanHols (vanhols.co.uk) is the data controller for personal data processed through VanHols. Contact: [email protected]. Postal address: 51 High Street, Mansfield, NG19 8BB, United Kingdom. Registration with the Information Commissioner's Office (ICO) is pending.

2. What we collect

• Account details: name, email, phone number, password (stored securely, hashed).
• Booking details: dates, caravan, number of guests and pets, messages with Owners, reviews.
• Payment details: handled by our payment provider, Stripe. We don't store full card numbers.
• Owner details: caravan and park information (including your park's postcode, which is never shown to guests), proof of ownership/permission to let, bank details for payouts, and identity checks.
• Founding owner sign-ups: if you reserve a founding spot on our List your caravan page, your first name, mobile number or email, where your caravan is, your park name and a link to your current ad (if you give them).
• Listing details: if you fill in our List your caravan form and press Send to Jack, your answers (park, postcode, caravan details, prices, dates, rules, the documents you have, your first name, About you text and your mobile or email). Photos and documents are not sent from the form.
• Cleaning company sign-ups: company name, your name, mobile, email, areas, services, prices, availability and any notes.
• Problem reports: what happened, your name (if given), email, any booking reference or link, and your description.
• Guest waitlist: if you ask us to tell you when caravans go live, your first name, email address and the area or park you searched for (if any).
• Makeover enquiries: if you ask for a caravan makeover quote, your name, email, phone number (if given), park and area, the rooms you want doing, your photos, listing link and message.
• Technical data: IP address, device and browser type, and basic technical logs, plus strictly necessary cookies only (see our Cookie Policy).

3. How we use it and our lawful bases

4. Who we share it with

• The other side of your booking: Guests' names, guest numbers and arrival details go to the Owner; Owners' contact details and pitch number go to the Guest after booking.
• Service providers acting for us: payment processing, hosting, email and customer support tools, under contract.
• Postcode lookup: when you type your park's postcode in the listing form, it is checked with postcodes.io, a free public UK postcode service, to find its location and the nearest VanHols area. Only the postcode is sent, nothing else about you.
• Web3Forms: when you reserve a founding spot, send your listing details, sign up as a cleaner, report a problem or join the guest waitlist, your details are emailed to VanHols (Jack Stokes) through Web3Forms, an email delivery service. They are used only for the reason you sent them: to set up your listing, to check you as a cleaner, to deal with your report, or to tell you when VanHols opens for bookings.
• Static Caravan Kitchen Painters: if you send a makeover enquiry from our caravan makeover page and tick the consent box, we share it with Static Caravan Kitchen Painters (a business run by Jack Stokes, who also runs VanHols) so they can contact you with a quote. They use it only for that and for any work you then agree with them. Makeover photos are stored by our website host, Cloudflare, behind private, hard-to-guess links, and are deleted automatically after 90 days. The enquiry itself (your details, the rooms you ticked, links to your photos and your message) is emailed to Static Caravan Kitchen Painters through Web3Forms, an email delivery service.
• Authorities where the law requires it, for example HMRC or the police.

We never sell your personal data.

5. International transfers

Some providers may process data outside the UK. When they do, we use safeguards approved under UK law, such as the UK International Data Transfer Agreement or adequacy regulations.

6. How long we keep it

Account data is kept while your account is open. Booking and payment records are kept for 6 years, as HMRC requires for tax records. Marketing preferences are kept until you withdraw consent. Founding owner sign-ups are kept until your listing is set up, or deleted within 12 months if you don't go on to list (just ask and we'll delete it sooner). Guest waitlist emails are deleted 3 months after we send the email telling you caravans are live, or 24 months after you signed up, whichever comes first – unless you create an account. Photos sent with a makeover enquiry are deleted from our website host automatically after 90 days; the enquiry email is kept by Static Caravan Kitchen Painters for as long as they need it to quote and do any work you agree.

7. Your rights

Under UK GDPR you can ask to access, correct or delete your data, restrict or object to how we use it, and receive a copy in a portable format. You can withdraw consent at any time. Email [email protected] and we'll reply within one month.

You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

8. Security

We use encryption in transit (HTTPS), access controls and reputable providers to protect your data. No system is completely secure, so please use a strong, unique password.

9. Children

VanHols is not for under-18s to book. Guests may include children's ages in a booking; we only use this to check the caravan suits the group.