Terms and Conditions/ Privacy Policy

Cancellation Policy

You may cancel your booking and receive 100% refund anytime up to 30 days before check-in.  Cancellations between 14 days and 30 days before check-in will receive a 50% refund.  For cancellations between 14 days and date of stay there is no refund.

Our cancellation policy is designed to prevent the Cottage from being left empty due to late cancellations leaving insufficient time to re-book.

Payment Policy

On booking we take a 25% deposit. The rest of the payment is due 2 months before your stay. We will send an email in the days up to the 2 months to remind you that the final payment is due to be taken. We can take payment automatically from the original booking card unless this has expired and therefore we will need to arrange a time to call to take the final payment over the phone. If you book within the 2 months the balance is due within 7 days or before your stay if shorter.

Damage Policy

Please note that by booking this property you agree to the following Damage Policy.

You are responsible for the safekeeping of the property and its contents, therefore you must remember, among others, to lock all doors and windows and ensure the Property is safe on your departure.

You must keep the Property and its contents in the same state of repair as at the start of the stay, and shall leave the Property in the same state of general order in which it was found when you arrived.

You will be responsible to reimburse us for all damage(s), breakage(s) or loss(es) caused to the Property and its contents by you and/or the rest of your guests including pets. Where any damages or breakages occur you should report it as soon as is reasonably practicable to us.

Privacy and data protection

We are committed to protecting and respecting your privacy.

Our policy explains the when and why we collect personal information about people who visit our website, how we use it, any conditions under which we may disclose it to others and how we keep it secure.

What type of information is collected?

The personal information we collect may include your name, address, email address, telephone number and information regarding what website pages are accessed and when. If you make a booking, the financial details you submit to us are captured by our booking payment provider, Stripe. A secure and well respected card processing company. We do not access or store your card details.

How do we collect information from you?

When you use our website, we obtain information about you, or when you contact us to make an enquiry or booking in person or by telephone.

How do we use your information?

We do not send marketing emails.

We may use your information to:

Send you any information you have requested and that may be of interest to you

Answer a query regarding access to the estates

Process a booking you have made

To carry out our obligations arising from any contracts entered into by you and us

We are legally required to hold some types of information to fulfil our statutory obligations (ie HMRC). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in contracts between us. We review our retention periods for personal information on a regular basis.

Who has access to your information?

We do not sell, rent, or pass on your information in any form to any other parties. We do not share your information with other parties for marketing purposes.

We do have “Third Party” providers working on our behalf (for example to process card payments and bank transfers, PCI DSS). However when we use these providers we only disclose the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. We will not release your information to these parties unless we are required to do so by Law for the purposes of prevention of fraud or other crime.

Accessing and Updating your information

The accuracy of the information we have for you is important to us. If you receive any communication from us where that information is incorrect, please email us.

You have the right to ask for a copy of the information we hold about you.

What are the lawful bases for processing?

GDPR – General Data Protection Regulation

The bases for processing information are set out in law – Article 6 of the General Data Protection Regulation 2016/679. At least one of the following must apply whenever we process your personal data:

Consent: you have given us consent to process your personal data for a specific purpose;

Contract: the processing is necessary for a contract we have with you, or to take specific steps before entering into a contract with you;

Legal Obligation: the processing is necessary for us to comply with the law (not including contractual obligations);

Vital interests: the processing is necessary to protect someone’s life;

Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law;

Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.


The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Use of Cookies

What is a cookie?

A cookie is a small amount of data that is sent in a text file to your computer browser from a website’s server and is then stored on your computer, but only IF your browser’s preferences are set by you to allow it. The only personal information a cookie can obtain is information a user supplies. A cookie cannot read data from your hard disk or read cookie files created by other sites.

NB: If you are browsing from within a work based network you may not have adequate permissions to allow you to control the cookies that are set.

The Law

On May 25th 2012 a European Union law was implemented by UK legislation, The Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011, with a requirement that websites that leave non-essential cookies on visitors’ devices have to inform the visitor what these cookies are.

We do not place any additional, non essential cookies on this website.

Most computer and some mobile web browsers automatically accept cookies but, if you prefer, you can change your browser to prevent that or to notify you each time a cookie is set. You can also learn more about cookies by visiting www.allaboutcookies.org which includes additional useful information on cookies and how to block cookies using different types of browser. Please note however, that by blocking or deleting cookies you may not be able to take full advantage of the website.

Google Analytics

When someone visits www.railwaycottageyorks.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Links to other websites

Our website contains links to other websites run by other organisations.  Our privacy policy applies only to our website, so we encourage you to read the privacy statements on other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using the links on our website.

Also if you linked to our website from a third-party site, we cannot  be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

Under 16?

If you are aged 16 or under, please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Transfer of information outside the European Union

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (EU). For example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data you are agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services whilst you are outside the EU your information may be transferred outside the EU in order to provide you with those services.

Policy Review

We keep this Privacy Policy under regular review. This Policy was last updated in May 2023.