Book Eco Hotels – Privacy Policy

Last updated: 9 October 2026

This Privacy Policy explains how Book Eco Hotels (“BEH”, “we”, “our” or “us”) collects, uses and protects information when you use our website and verification services. We are the data controller for the personal data described here.

1. Data We Collect

• Contact information: Your name, email address and any details you send us through our contact forms, verification requests or email sign-ups.
• Tier 2 evidence: For properties seeking Tier 2 verification, we collect primary evidence such as energy bills, water consumption logs, waste management receipts, procurement records and operational logs.
• Geospatial data: Location-based imagery and coordinates used to verify on-site infrastructure, such as solar arrays.
• Website usage data: Basic information about how visitors use our website (for example, pages visited and device type), collected through analytics tools and cookies.

We ask properties to remove or anonymise personal data, such as individual staff names or salaries, before submitting evidence.

2. Publicly Available Data

For Tier 1 listings and Tier 2 Route A verification, we use information that is already publicly available, such as certification registries, registered charity data, independent organisational profiles and satellite imagery. This information mainly relates to businesses rather than individuals.

3. How We Use Your Information

We use your information to:

• Verify sustainability claims and produce public-facing verification pages and Impact Dossiers.
• Respond to enquiries and manage verification requests.
• Send you emails you have signed up for. You can unsubscribe at any time.
• Understand and improve how our website is used.

We do not sell personal data or property-level evidence to anyone.

4. Lawful Basis

We process personal data on the following bases under the UK GDPR:

• Contract: to carry out a verification you have requested.
• Legitimate interests: to verify publicly available information, respond to enquiries and improve our website.
• Consent: for marketing emails and non-essential cookies. You can withdraw consent at any time.

5. Certification Registries

For Tier 1 properties, we check the official public registries of certification bodies (e.g. EarthCheck, Green Key) to confirm a property’s current status. We do not share your data with these bodies.

6. Sharing Your Information

Sensitive operational documents, such as utility bills, are used for verification only and are never made public. Only the specific verified claims appear on our platform.

We use trusted service providers to run our website and services, such as website hosting, email and analytics providers. They process data only on our instructions. Some of these providers may store data outside the UK. Where they do, we rely on appropriate safeguards required by UK law.

7. Data Security & Retention

We take appropriate technical and organisational measures to protect the information you submit. Tier 2 evidence is used only for verification and is deleted within 36 months of the review being completed, unless you ask us to delete it sooner. Contact details are kept for as long as needed to deal with your enquiry or for as long as you remain subscribed to our emails.

8. Cookies

Our website uses cookies to function and, with your consent, to understand how visitors use it. You can manage cookies through your browser settings.

9. Your Rights (UK GDPR)

You have the right to access, correct or erase your personal data, to restrict or object to how we use it, and to request a copy of your data in a portable format. To exercise any of these rights, or to request a copy of your stored verification data, please contact us at behv@bookecohotels.com.

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be published on this page, with the date it was last updated.

11. Contact

Book Eco Hotels (BEH Verified)
Registered in Cambridge, United Kingdom
Email: behv@bookecohotels.com