VILLA CASCATA
Privacy Policy & Data Protection Notice
Privacy Notice for Guests, Visitors & Website Users
Version 2.0
Effective Date: 1 January 2026
© Villa Cascata
All rights reserved.
Contents
- Welcome
- About Villa Cascata
- Our Commitment to Your Privacy
- Who Controls Your Personal Information
- What Information We Collect
- Why We Collect Your Information
- Legal Basis for Processing Personal Data
- Guest Registration Requirements in Portugal
- How We Use Your Information
- Special Categories of Personal Data
- How We Protect Your Information
- How Long We Keep Your Information
- Your Rights Under Data Protection Law
- Cookies, Website Technologies & Online Privacy
- Marketing Communications
- Contacting Us, Complaints & Privacy Notice Updates
Chapter 1
Welcome
Welcome to Villa Cascata
Thank you for choosing Villa Cascata.
We understand that when you book a holiday with us, you trust us with your personal information. Protecting that information is extremely important to us.
This Privacy Notice explains:
- what personal information we collect;
- why we collect it;
- how we use it;
- who we share it with;
- how we protect it;
- how long we keep it;
- your legal rights.
We have written this document in plain English so it is easy to understand.
Should you have any questions after reading this Privacy Notice, please contact us using the details provided at the end of this document.
Our Commitment
Villa Cascata is committed to protecting your privacy and processing your personal information fairly, lawfully and transparently.
We process personal information only where there is a lawful reason for doing so and only to the extent necessary for providing our accommodation services, complying with legal obligations and delivering excellent customer service.
We do not sell your personal information.
We do not trade guest information.
We will never use your information for purposes that are incompatible with the reasons for which it was originally collected.
Chapter 2
About Villa Cascata
Villa Cascata is a privately owned luxury holiday property located within Cascata Village, Albufeira, Portugal.
The property is offered as licensed holiday accommodation in accordance with Portuguese legislation governing Alojamento Local (AL) accommodation.
Throughout this Privacy Notice the terms:
- "Villa Cascata"
- "we"
- "our"
- "us"
refer to the owners and authorised management representatives responsible for managing your booking and your stay.
Our Services
Our services include:
- Holiday accommodation
- Guest support
- Reservation management
- Property management
- Guest communications
- Website services
- Marketing communications (where permitted)
- Customer service
Chapter 3
Our Commitment to Privacy
Protecting your personal information is one of our highest priorities.
We recognise that personal information belongs to you.
Our responsibility is to ensure that it is:
- collected fairly;
- processed lawfully;
- kept accurate;
- stored securely;
- retained only for as long as necessary;
- deleted safely when no longer required.
Our procedures are designed to comply with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- EU General Data Protection Regulation (EU GDPR)
- Portuguese data protection legislation
- Portuguese accommodation registration requirements
Privacy Principles
Whenever we process your information we follow the principles of:
Lawfulness
We only process information where there is a lawful reason.
Fairness
We always aim to be transparent about how your information is used.
Data Minimisation
We only request information that is genuinely required.
Accuracy
We keep information accurate and up to date wherever reasonably possible.
Security
We use appropriate administrative, technical and physical safeguards to protect your information.
Accountability
We accept responsibility for protecting your personal information.
Chapter 4
Who Controls Your Personal Information
Villa Cascata acts as the Data Controller for the personal information collected in connection with your booking and stay.
This means we decide:
- what information is collected;
- why it is collected;
- how it is used;
- how long it is kept.
Where we engage third-party service providers (such as payment providers or property management services), they will only process your personal information on our behalf where appropriate contractual safeguards are in place or where they act as independent controllers for their own services.
Contact Details
For any questions relating to privacy or data protection please contact:
Villa Cascata
Email:
Website:
Chapter 5
What Information We Collect
Depending upon your booking, we may collect the following information.
Identity Information
This may include:
- Full name
- Title
- Date of birth
- Nationality
- Passport details
- National Identity Card details
Contact Information
Including:
- Home address
- Email address
- Telephone numbers
- Emergency contact details
Booking Information
Including:
- Arrival date
- Departure date
- Number of guests
- Booking reference
- Booking platform
- Accommodation preferences
- Special requests
Payment Information
Where applicable:
- Payment confirmation
- Bank transfer references
- Security Deposit information
Villa Cascata does not store complete debit or credit card details where payments are processed by third-party payment providers.
Guest Registration Information
Portuguese law requires accommodation providers to collect guest information before or shortly after arrival.
This information may include:
- Passport number
- Date of issue
- Country of issue
- Nationality
- Date of birth
- Place of birth
- Country of residence
Communications
We may retain copies of:
- Emails
- Booking enquiries
- Telephone records
- Messages sent through booking platforms
- Customer feedback
- Guest reviews
Website Information
When you visit our website we may automatically collect:
- IP address
- Browser type
- Device type
- Operating system
- Language preferences
- Pages visited
- Time spent on our website
This information helps us improve our website and protect it from fraud.
Chapter 6
Why We Collect Your Information
We collect personal information for several important reasons.
Managing Your Booking
We use your information to:
- Confirm reservations.
- Process payments.
- Send booking confirmations.
- Send arrival instructions.
- Provide check-in information.
- Communicate before, during and after your stay.
Customer Service
Your information enables us to:
- Respond to enquiries.
- Provide assistance.
- Resolve problems.
- Arrange maintenance if required.
- Improve your experience.
Legal Compliance
Certain information must be collected to comply with Portuguese legal requirements applicable to accommodation providers.
Failure to provide this information may prevent us from completing your booking.
Safety & Security
We may process information where necessary to:
- Protect guests.
- Protect neighbouring residents.
- Prevent fraud.
- Investigate criminal activity.
- Protect our property.
- Comply with lawful requests from public authorities.
Improving Our Services
Anonymous statistical information helps us:
- Improve our website.
- Improve customer service.
- Improve the Villa.
- Improve guest communications.
Chapter 7
Legal Basis for Processing Personal Information
Data protection legislation requires us to identify the lawful basis for processing personal information.
Depending upon the circumstances, we rely upon one or more of the following.
Performance of a Contract
Most information is processed because it is necessary to fulfil your booking.
Without this information we cannot:
- Confirm reservations.
- Provide accommodation.
- Communicate with guests.
- Manage your stay.
Legal Obligation
Certain information must be processed to comply with Portuguese legislation relating to holiday accommodation, taxation and public authority reporting requirements.
Legitimate Interests
We may process information where necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.
Examples include:
- Fraud prevention.
- Security.
- Service improvement.
- Website security.
- Customer support.
Consent
Where required by law we will obtain your consent before:
- Sending marketing emails.
- Sending newsletters.
- Using certain optional cookies.
You may withdraw your consent at any time.
Chapter 8
Guest Registration Requirements
Portuguese accommodation providers are legally required to collect and submit certain guest registration information to the competent Portuguese authorities.
This process forms part of Portugal's accommodation registration system and is intended to support public safety, immigration control and compliance with applicable legislation.
For this reason, every guest staying at Villa Cascata may be required to provide identification details before or shortly after arrival.
Failure to provide the required information may result in Villa Cascata being unable to complete your booking or permit occupation of the property where this is necessary to comply with legal obligations.
CHAPTER 9
Who We Share Your Information With
9.1 Our Approach
Villa Cascata respects your privacy and will never sell, rent or trade your personal information to third parties for marketing purposes.
We only share your information where it is necessary to provide our services, comply with legal obligations, protect legitimate interests or where you have given your consent.
9.2 Property Management
To ensure your holiday runs smoothly, we may share relevant booking information with authorised Property Managers acting on behalf of Villa Cascata.
This information may include:
- Lead guest name
- Arrival and departure dates
- Contact telephone number
- Number of guests
- Emergency contact information
- Special requests relating to your booking
Property Managers are required to keep your information secure and confidential.
9.3 Housekeeping & Maintenance Contractors
Where necessary, limited information may be shared with contractors responsible for:
- Cleaning the villa
- Laundry services
- Repairs and maintenance
- Gardening
- Pool maintenance
- Pest control
Only the information necessary to carry out their work will be provided.
9.4 Payment Providers
Where payments are processed electronically, information may be shared with secure payment providers and banking institutions to process your booking.
Villa Cascata does not retain full payment card details where payments are handled by third-party payment processors.
9.5 Booking Platforms
If you book through a third-party booking platform (such as Airbnb, Booking.com or Vrbo), certain personal information will already have been collected by that platform in accordance with its own Privacy Policy.
Villa Cascata will receive only the information necessary to administer your booking.
9.6 Professional Advisers
We may disclose information where reasonably necessary to:
- Accountants
- Solicitors
- Insurance providers
- Auditors
- Regulatory authorities
provided appropriate confidentiality obligations apply.
9.7 Legal Requirements
We may disclose personal information where required by law, including where requested by:
- Portuguese public authorities
- Law enforcement agencies
- Courts
- Regulatory bodies
- Emergency services
or where disclosure is necessary to protect life, property or prevent criminal activity.
CHAPTER 10
International Transfers of Personal Data
Villa Cascata is based in Portugal and welcomes guests from around the world.
Where your personal information is transferred outside the United Kingdom or the European Economic Area (EEA), we will take reasonable steps to ensure that appropriate safeguards are in place in accordance with applicable data protection legislation.
Where possible, your information will be processed within the UK or EEA.
Where international transfers are necessary, they will only take place where:
- the receiving country has been recognised as providing an adequate level of protection;
- appropriate contractual safeguards are in place; or
- another lawful transfer mechanism applies.
CHAPTER 11
How We Protect Your Information
11.1 Security
Villa Cascata takes the security of personal information seriously.
We use a combination of physical, organisational and technical measures designed to protect personal information from:
- unauthorised access;
- accidental loss;
- destruction;
- alteration;
- disclosure;
- misuse.
11.2 Access Controls
Access to personal information is limited to individuals who genuinely require it for their work.
This may include:
- Property Managers
- Administrative staff
- Professional advisers
- Service providers acting on our behalf
11.3 Electronic Security
Where personal information is stored electronically, we use appropriate security measures, which may include:
- password protection;
- encryption where appropriate;
- secure cloud-based services;
- antivirus software;
- firewall protection;
- software updates.
11.4 Paper Records
Where paper records are retained, they are stored securely and access is restricted.
When no longer required, paper records are securely destroyed.
11.5 Data Breaches
If we become aware of a personal data breach that is likely to result in a risk to the rights and freedoms of individuals, we will respond promptly and, where required by law, notify the appropriate supervisory authority and affected individuals.
CHAPTER 12
How Long We Keep Your Information
We only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including to:
- manage your booking;
- comply with legal obligations;
- maintain financial records;
- resolve disputes;
- establish, exercise or defend legal claims.
Retention periods may vary depending on the type of information and the applicable legal requirements.
When personal information is no longer required, it will be securely deleted, anonymised or destroyed.
CHAPTER 13
Your Rights
Subject to applicable law, you may have the following rights in relation to your personal information.
Right of Access
You may request a copy of the personal information we hold about you.
Right to Rectification
You may request correction of inaccurate or incomplete information.
Right to Erasure
In certain circumstances, you may request that your personal information be deleted.
This right is not absolute and may not apply where we are required by law to retain information.
Right to Restrict Processing
You may ask us to restrict the way in which we process your information in certain circumstances.
Right to Object
You may object to processing carried out on the basis of legitimate interests where applicable.
Right to Data Portability
Where processing is based on consent or contract and carried out by automated means, you may request that certain information be provided in a commonly used electronic format.
Right to Withdraw Consent
Where processing is based upon your consent, you may withdraw that consent at any time.
Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights
Requests relating to your personal information should be submitted in writing to:
Email: holiday@villacascata.com
We will respond within the timescales required by applicable data protection legislation.
CHAPTER 14
Cookies & Website Technologies
What Are Cookies?
Cookies are small text files placed on your device when you visit a website.
They help websites function efficiently and improve the user experience.
Types of Cookies We May Use
Essential Cookies
These cookies are necessary for the operation of our website and cannot normally be disabled.
Performance Cookies
These help us understand how visitors use our website so that we can improve it.
Information collected is normally anonymous.
Functional Cookies
These remember preferences such as language or previously entered information.
Marketing Cookies
Where used, these help us understand the effectiveness of advertising and provide more relevant content.
Marketing cookies will only be used where required by law and where appropriate consent has been obtained.
Managing Cookies
Most web browsers allow you to:
- view cookies;
- delete cookies;
- block cookies;
- control cookie preferences.
Please note that disabling certain cookies may affect the functionality of our website.
CHAPTER 15
Marketing Communications
Villa Cascata occasionally wishes to keep previous guests informed about:
- Special offers
- Seasonal promotions
- Property improvements
- New services
- Holiday availability
Where required by law, marketing communications will only be sent where you have given your consent or where another lawful basis applies.
You may unsubscribe from marketing communications at any time by:
- clicking the unsubscribe link in any marketing email; or
- contacting us directly.
We will never sell your personal information to marketing companies.
CHAPTER 16
Contacting Us & Making a Complaint
Contact Us
If you have any questions about this Privacy Notice or how we process your personal information, please contact:
Villa Cascata
Email: holiday@villacascata.com
Website: www.villacascata.com
We aim to respond to all privacy-related enquiries promptly and professionally.
Making a Complaint
If you believe that we have not handled your personal information appropriately, we encourage you to contact us first so that we have the opportunity to investigate and resolve your concerns.
If you remain dissatisfied, you may have the right to lodge a complaint with the relevant data protection supervisory authority, such as:
- the Information Commissioner's Office (ICO) in the United Kingdom, where UK GDPR applies; or
- the Comissão Nacional de Proteção de Dados (CNPD) in Portugal, where Portuguese or EU data protection law applies.
Further information on how to make a complaint can be obtained directly from the relevant supervisory authority.
Privacy Policy Updates
Villa Cascata may update this Privacy Notice from time to time to reflect:
- changes in legislation;
- changes in our services;
- operational improvements;
- developments in data protection practice.
The latest version will always be made available to guests before or during the booking process.
Thank You
Thank you for taking the time to read our Privacy Notice.
Protecting your personal information is an important part of the trust you place in us when booking your holiday. We are committed to handling your data responsibly, securely and transparently, while providing you with an enjoyable and memorable stay at Villa Cascata.
Paul & Jules
Owners – Villa Cascata