M A L I N + F O R T H · P R I V A C Y P O L I C Y
Your privacy.
Clearly explained.
This Privacy Policy explains how Malin and Forth Limited collects, uses, stores and shares personal information when you visit our website, contact us, make an enquiry, book Half Moon House, make a payment or otherwise communicate with us.
Who we are
Malin and Forth Limited, trading as Malin + Forth, operates Half Moon House and is responsible for the personal information we collect and use for our own business purposes.
For the purposes of UK data-protection law, Malin and Forth Limited is the data controller for this information.
Malin and Forth Limited
Trading as Malin + Forth
Registered in England & Wales · Company No. 16734704
Registered Office:
Collingwood Buildings
38 Collingwood Street
Newcastle upon Tyne
NE1 1JF
Privacy enquiries
Please contact us using the Contact page on our website.
Independent practitioners
Half Moon House is used by independent practitioners and organisations who provide their own professional services. Those practitioners and organisations are responsible for the personal information and professional records they collect and use in connection with their own services.
Malin + Forth does not provide, manage or control their clinical or professional records simply because those services take place at Half Moon House.
Please do not send us clinical information
Our website, contact forms and booking system are intended for premises enquiries and booking administration. Please do not provide confidential clinical information, health information, diagnostic information or other unnecessary sensitive personal information about clients or attendees.
M A L I N + F O R T H · I N F O R M A T I O N W E C O L L E C T
Information we use.
We only collect personal information that is reasonably necessary to operate Malin + Forth, manage Half Moon House, process bookings and payments, respond to enquiries and maintain our website and services.
Contact information
This may include your name, email address, telephone number, organisation or professional practice details and any other contact information you provide to us.
Payment + transaction information
We may receive information relating to payments, invoices, refunds and transaction status. Full payment card details are processed by our payment provider and are not stored by Malin + Forth.
Booking information
This may include the space you book, booking dates and times, booking preferences, attendance information and notes that are reasonably necessary to manage your reservation.
Website + technical information
When you use our website, we may collect technical information such as your IP address, browser and device information, pages viewed and information collected through cookies or similar technologies.
Information you provide voluntarily
If you contact us, submit an enquiry or communicate with us about a booking, we may retain the information contained in that correspondence where it is reasonably necessary to respond to you or manage our relationship with you.
Information from other sources
We may receive relevant information from service providers that help us operate our website, booking system, payments or communications, where this is necessary to operate our services, administer bookings or maintain our business systems
Please keep booking information relevant
Please only provide information that is necessary for the booking or enquiry. In particular, do not include confidential clinical records, diagnoses, health information or other sensitive client information unless we have specifically asked you to provide it for a lawful and necessary purpose.
M A L I N + F O R T H · H O W W E U S E Y O U R I N F O R M A T I O N
Why we use your information.
We use personal information only where we have a clear reason to do so and a lawful basis under UK data-protection law.
Enquiries + bookings
We use your contact and booking information to respond to enquiries, provide information about Half Moon House, check availability, create and administer bookings, issue confirmations and communicate with you about your visit.
Lawful basis: Contract or steps taken at your request before entering into a contract.
Payments + refunds
We use relevant booking and transaction information to take payments, issue refunds, manage invoices and maintain appropriate financial records.
Lawful basis: Contract and, where applicable, legal obligation.
Operating Half Moon House
We may use information where reasonably necessary to manage access, maintain security, respond to problems, investigate damage or incidents and operate Half Moon House effectively.
Lawful basis: Legitimate interests.
Customer service + communications
We use your information to answer questions, respond to complaints, provide practical information and communicate with you before or after a booking where appropriate.
Lawful basis: Contract or legitimate interests, depending on the circumstances.
Legal + regulatory requirements
We may use and retain information where necessary to comply with legal, tax, accounting, insurance or regulatory requirements or to establish, exercise or defend legal claims.
Lawful basis: Legal obligation or legitimate interests, as appropriate.
Website + service improvement
We may use limited website and technical information to maintain our website, protect our systems, understand how our services are used and improve the experience we provide.
Lawful basis: Legitimate interests, and consent where required for particular cookies or similar technologies.
We do not use your information for unrelated purposes
If we need to use personal information for a purpose that is materially different from the reason it was originally collected, we will consider whether that use is lawful and, where required, provide further information before doing so.
Marketing
We will not send you general marketing communications simply because you make a booking. If we introduce optional marketing communications in future, we will provide an appropriate choice and explain how you can unsubscribe.
Building access
Where you make a booking at Half Moon House, we may use the email address provided with your booking to issue and administer temporary digital access to the property through our third-party access-control provider, Yale. This information is used only where necessary to provide access connected with your booking.
Lawful basis: Contract and, where applicable, legitimate interests.
M A L I N + F O R T H · S E R V I C E P R O V I D E R S
The services that helps us operate.
We use carefully selected third-party services to operate our website, manage bookings, process payments and support our business. These providers may process personal information on our behalf or, in some circumstances, for their own purposes.
Website
Squarespace
Our website is hosted and managed using Squarespace. Squarespace may process technical, website and enquiry information where necessary to provide website hosting, forms, security and related services.
Purpose: Website hosting, forms and website operation.
Booking system
Squarespace Scheduling · Acuity Scheduling
We use Squarespace Scheduling, also known as Acuity Scheduling, to manage availability, reservations and booking communications for Half Moon House.
Information entered during the booking process may therefore be processed through this service.
Purpose: Availability, bookings, confirmations and booking administration.
Payments
Stripe
Online payments are processed securely by Stripe. When you make a payment, Stripe may process information including payment and transaction information, contact information and technical information necessary to process the transaction, prevent fraud and provide its payment services.
Malin + Forth does not receive or store your full payment card details.
Purpose: Payments, refunds, authentication and fraud prevention.
Building access
Yale / Yale Home
We use Yale Home to provide temporary digital access to Half Moon House. Where required for a booking, the mobile number supplied may be used to issue a guest access invitation and administer temporary keyless entry.
Purpose: Temporary access control and secure building entry.
Professional + business support
We may share information where reasonably necessary with professional advisers and service providers such as accountants, insurers, legal advisers, IT providers or other contractors supporting the operation of Malin + Forth.
We only provide information that is reasonably necessary for the relevant purpose.
Legal + regulatory disclosures
We may disclose personal information where required by law, regulation, court order or a competent public authority, or where reasonably necessary to establish, exercise or defend legal rights.
We do not sell your information
Malin + Forth does not sell personal information to third parties.
M A L I N + F O R T H · I N T E R N A T I O N A L P R O C E S S I N G
Where your information may be processed.
Some of the service providers we use operate internationally. As a result, personal information may sometimes be stored, accessed or processed outside the United Kingdom.
International service providers
Where our website, booking, payment or other service providers process information internationally, we take reasonable steps to ensure that appropriate data-protection arrangements are in place.
The location in which information is processed may depend on the systems, infrastructure and service providers involved.
Further information
If you would like further information about the safeguards used in connection with your personal information, please contact us using the details provided in this Privacy Policy.
Safeguards
Where UK data-protection law treats the processing as a restricted international transfer, we will ensure that an appropriate lawful transfer mechanism is used.
Depending on the circumstances, this may include UK adequacy regulations, approved contractual safeguards or another mechanism permitted under UK data-protection law.
M A L I N + F O R T H · R E T E N T I O N
How long we keep your information.
We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, including where information needs to be retained for legal, accounting, tax, insurance or dispute-resolution purposes.
Enquiries
Information relating to an enquiry that does not result in a booking will normally be retained for up to 12 months after our last communication, unless there is a reason to keep it for longer.
Typical period: Up to 12 months
Booking + customer records
Information forming part of a confirmed booking, contractual relationship or associated correspondence may normally be retained for up to 6 years after the relevant booking or the end of our relationship with you.
Typical period: Up to 6 years.
Financial + transaction records
Records required for accounting, taxation or financial administration will be retained for the period required by applicable law.
Typical period: Usually 6 years or longer where legally required.
Complaints, incidents + disputes
Where an issue, complaint, insurance matter or dispute arises, relevant information may be kept for as long as reasonably necessary to investigate and resolve the matter and, where appropriate, for a period afterwards to protect or exercise legal rights.
Typical period: Determined by the nature of the matter, generally no longer than necessary.
Website + technical information
Website analytics, technical records and cookie information are retained in accordance with the settings and retention periods of the systems we use and our Cookie Policy.
Where information is no longer required in identifiable form, it may be deleted or anonymised.
Service-provider records
Information held within our website, booking or payment systems may also be subject to the retention arrangements of the relevant service provider. We will only retain access to information through those systems for as long as we reasonably require it for our own purposes.Information held within our website, booking or payment systems may also be subject to the retention arrangements of the relevant service provider. We will only retain access to information through those systems for as long as we reasonably require it for our own purposes.
We review what we keep
Retention periods are reviewed from time to time. Information may be deleted earlier where it is no longer required, or retained for longer where there is a legitimate and lawful reason to do so — for example, an ongoing dispute, legal requirement or regulatory enquiry.
M A L I N + F O R T H · Y O U R R I G H T S
Your information.
Your rights.
Data-protection law gives you a number of rights in relation to your personal information. The rights available to you depend on the circumstances and the reason we are using your information.
Access your information
You can ask us whether we hold personal information about you and request a copy of that information, together with certain information about how it is being used.
Correct your information
You can ask us to correct personal information that is inaccurate or complete information that is incomplete.
Delete your information
In certain circumstances, you can ask us to delete personal information we hold about you. This right is not absolute and we may need to retain information where there is a lawful reason to do so.
Restrict how we use it
In certain circumstances, you can ask us to restrict the way we use your personal information, for example while its accuracy or our reason for using it is being considered.
Object to its use
You may have the right to object to particular uses of your personal information, including some processing based on legitimate interests.
Receive or transfer your information
Where the right to data portability applies, you can ask to receive certain personal information you have provided to us in a structured, commonly used and machine-readable format, or ask for it to be transferred to another organisation where technically feasible.
Making a request
You can exercise your data-protection rights by contacting Malin + Forth using the Contact page on our website. We may need to ask for information to confirm your identity before acting on a request.
We will respond without undue delay and normally within one calendar month, although the law permits additional time in certain circumstances.
Where we rely on consent
Where we rely on your consent to use personal information, you can withdraw that consent at any time. Withdrawing consent does not affect processing that was lawful before it was withdrawn.
If you have a concern
If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and respond.
Information Commissioner's Office
You also have the right to raise a concern or make a complaint to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.
Further information is available from ico.org.uk.
Automated decision-making
Malin + Forth does not currently make decisions about individuals that have legal or similarly significant effects solely by automated means.
M A L I N + F O R T H · S E C U R I T Y
Keeping your information secure.
We take reasonable and proportionate steps to protect the personal information we hold against unauthorised access, loss, misuse, alteration or disclosure.
Secure systems
We use reputable website, booking and payment providers and take reasonable steps to ensure that the systems used to process personal information provide appropriate security.
Where appropriate, information is protected during transmission and storage using security measures provided by those services.
Access to information
Access to personal information is limited to people who reasonably need it for the operation and administration of Malin + Forth.
Accounts and systems containing personal information are protected using appropriate access controls and authentication measures.
Careful collection
We aim to minimise the personal information we collect and ask users not to provide confidential clinical, health or other unnecessary sensitive information through our website, contact forms or booking system.
Our service providers
Third-party providers that process information in connection with our website, bookings and payments are responsible for maintaining appropriate security within their own systems and services.
We select providers with regard to the nature of the services they provide and the information they process.
If something goes wrong
If we become aware of a personal-data incident, we will investigate it and take appropriate steps to contain and address the issue.
Where data-protection law requires us to notify the Information Commissioner’s Office or affected individuals, we will do so in accordance with our legal obligations.
No system is completely risk-free
Although we take appropriate precautions, no method of transmitting or storing information can be guaranteed to be completely secure. We therefore keep our security arrangements under review and update them where reasonably appropriate.
M A L I N + F O R T H · C O O K I E S + W E B S I T E T E C H N O L O G I E S
How our website remembers you.
Our website uses cookies and similar technologies to operate properly, remember preferences, understand how the website is used and support certain services.
Some technologies are necessary for the website to function. Others may only be used where permitted by law or where you have made an appropriate choice.
Essential technologies
Some cookies and similar technologies are necessary for the operation, security and functionality of our website and services.
These may be used without consent where the law permits because they are required to provide a service you have requested or for another applicable exempt purpose.
Analytics + improvement
We may use limited website analytics to understand how visitors use our website and to help us improve its performance, content and usability.
Where the law permits analytics to be used without consent, we will provide appropriate information and a simple way to object. Where consent is required, analytics will only be used after that consent has been given.
Third-party services
Some features of our website may be provided by third parties, including our website, booking and payment providers. These services may use cookies or similar technologies when you interact with them.
Further information about the technologies used and their purposes is provided in our Cookie Policy.
Your choices
Where a cookie or similar technology requires your consent, it will not be used for that purpose until you have made an appropriate choice.
You can change your cookie preferences using the controls provided on our website. You can also manage or delete cookies using your browser settings.
Our Cookie Policy
Our Cookie Policy provides more information about the cookies and similar technologies used by Malin + Forth, including their purposes and, where applicable, how long they remain on your device.
VIEW COOKIE POLICY
M A L I N + F O R T H · C O N T A C T + C H A N G E S
Questions about your information?
If you have a question about this Privacy Policy, the personal information we hold about you or the way we use your information, please contact Malin + Forth.
Contact us
You can contact us through the Contact page on our website regarding privacy enquiries, data-protection rights or concerns about how your personal information has been handled.
Malin and Forth Limited
Trading as Malin + Forth
Registered in England & Wales · Company No. 16734704
Registered Office:
38 Collingwood Buildings
Collingwood Street
Newcastle upon Tyne
NE1 1JF
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, the systems we use, our business practices or applicable law.
The current version will always be available on our website. Where a change materially affects the way we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where appropriate.
Last updated: September 2026
Privacy complaints
If you wish to make a complaint about the way Malin + Forth has handled your personal information, please contact us so that we can investigate and respond.
You also have the right to raise a concern with the Information Commissioner’s Office. Further information is available at ico.org.uk.