Cookie & Privacy Policy

Last updated: 23 October 2026

This policy explains how Christ’s College, Cambridge collects and uses personal information when you visit this website, enquire about a stay or stay with us, which cookies this website uses, and what rights you have.

Who we are

This website is operated by Christ’s College, Cambridge (registered charity number 1137540, company number RC000113) and its subsidiary Christ’s College Trading Limited (company number 09662638), registered in England, registered office Christ’s College, St Andrew’s Street, Cambridge CB2 3BU. We trade as Christ’s College Hospitality, and Christ’s College is the data controller for the personal information described in this policy.

• Reservations Office: reservations@christs.cam.ac.uk, +44 (0)1223 334926
• College Data Protection Lead: dpa@christs.cam.ac.uk
• Data Protection Officer: Intercollegiate Services Limited, dpo@isl.colleges.cam.ac.uk

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sits alongside the College’s wider data protection documents.

Information we collect

• Enquiries and forms. When you contact us, request A Porter’s Guide to Cambridge, sign up to our newsletter, complete our pre-arrival or first impressions forms, or leave a review, we collect the details you give us. This is typically your name, email address and telephone number, and may include your dates of stay, room or staircase, your reason for staying, your age group, how you heard about us, and your comments.
• Bookings. When you book, we collect your name, contact details, the dates and room type you have chosen, the names of others in your party, and any dietary, accessibility or other requirements you tell us about.
• Payment. Online bookings and card payments are handled by our booking system and payment providers. We do not store full card numbers on this website.
• Your stay. Arrival and departure details, correspondence with the Reservations Office or the Porters’ Lodge, and any feedback, review or complaint you send us.
• Marketing preferences. If you sign up to our newsletter or tick the marketing box on one of our forms, we record your name, email address and the fact that you agreed.
• Website use. Technical information our web server records automatically, such as your IP address, the pages requested and your browser type, and, only if you accept analytics cookies, information about how the site is used.

If you tell us about dietary, accessibility or medical requirements, we use that information only to make the arrangements you have asked for and treat it as confidential.

If you book through a third-party channel such as Booking.com, that company collects your information under its own privacy notice and passes us the details we need to provide your stay.

Why we use your information

• To reply to your enquiry or send you what you asked for, such as A Porter’s Guide: our legitimate interests in responding to a request you have made.
• To take and manage your booking and provide your stay: performance of a contract with you, or steps you have asked us to take before entering into one.
• To keep the College, our guests and our staff safe, including fire safety, security and incident records: our legitimate interests in running safe premises, and our legal obligations.
• To keep accounting and tax records and handle complaints or claims: legal obligation, and our legitimate interests in keeping accurate records.
• To send you our newsletter and offers: your consent, which you can withdraw at any time.
• To publish your review: your consent when you submit it. We publish your name (as you give it) and your review, never your email address.
• To measure how this website is used: your consent, given through the cookie banner.

How long we keep your information

• Enquiries that do not lead to a booking: normally up to 12 months.
• Booking and financial records: for the duration of your stay, then six years after the end of the financial year in which the stay took place.
• Newsletter subscriptions: until you unsubscribe. We keep a minimal record of your request so that we can continue to honour it.
• Website server logs and analytics data: normally up to 26 months.

Who we share your information with

We do not sell your personal data, and we do not share it with other organisations for their own marketing.

We share it only where we need to:

• with our suppliers, who process it on our instructions: our website host, our online booking system and payment providers, and our email and newsletter providers;
• with Google, if you accept analytics cookies;
• with third-party booking channels, where you booked through them;
• with other departments of the College where this is needed to provide your stay, for example catering and the Porters’ Lodge;
• with professional advisers, insurers and auditors, and the police or other authorities where the law requires or allows it.

Where your information is stored

Some of our suppliers, including Google and our email provider, store data outside the United Kingdom. Where personal data is transferred outside the UK, we rely on UK adequacy regulations or on appropriate safeguards, such as the International Data Transfer Agreement, so that your information is protected to UK standards.

Your rights

You have the right to ask for a copy of the personal data we hold about you, to have inaccurate data corrected, to ask us to delete data or restrict how we use it, to object to processing based on our legitimate interests, and to ask for your data in a portable form. Where we rely on your consent, you can withdraw it at any time, for example by using the unsubscribe link in any of our emails or by changing your cookie choices.

To exercise any of these rights, contact reservations@christs.cam.ac.uk or the College Data Protection Lead at dpa@christs.cam.ac.uk. There is no charge, and we will respond within one month.

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF, at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Cookies

Cookies are small text files placed on your device when you visit a website. This site uses Cookie Control by Civic to ask for your consent before setting any cookie that is not strictly necessary. Analytics cookies are set only if you accept them, and you can change your choice at any time using the cookie icon on the site.

Content from other websites. Our online booking system, maps and videos are provided by other organisations. Maps and videos load only when you choose to open or play them, and the provider may then set its own cookies. Our booking system may set cookies it needs to complete your booking. Please see each provider’s own cookie notice for details.

You can also block or delete cookies in your browser settings. The Information Commissioner’s Office publishes guidance on cookies at ico.org.uk.

Security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse, and access is limited to those who need it. No transmission over the internet can be guaranteed to be completely secure, so any information you send us online is sent at your own risk.

Links to other websites

This site links to websites run by other organisations, which have their own privacy policies. We are not responsible for their content or privacy practices.

Changes to this policy

We may update this policy to reflect changes to the website, to our practices or to the law. Any changes will be published on this page with an updated date at the top.