Privacy Policy

This Privacy Policy is for visitors to our website, and users of our online booking applications. Here we set out information regarding how we collect, store, and use personal data.

Description of terms used in this document:
“We”, “us”, or “our” relates to Ltd, T/A tobook, and its employees.
“You” and “your” refers to the user or viewer of our website and/or applications.
“Services” relate to accommodation bookings, and other services that are offered to our clients by us
“Client” refers to the organisation with which you are employed, or the organisation to which your request for service relates.

tobook Ltd, registered address 179 Fillongley Road, Meriden, CV7 7LT.

Should you require any information not detailed in this document, or have any further queries relating to how we process personal data, please send an email to

The content of the pages of this website is for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

What information do we collect, how and when do we use it?

Our website uses cookies to ensure you a smooth and efficient experience. See for more information.
Our website uses Google Analytics and Hotjar.

When using our online booking applications, our system collects and securely stores data entered by you, including (but not limited to) Names, Addresses, Email Addresses, and Telephone Numbers.

When information is provided to tobook Ltd by you, sensitive information (such as contact details, addresses, etc) is NOT made available to any third parties with the exception of the client organisation. This is used solely for the purpose of making contact with you to provide updates and information pertaining to the services requested by you.

Your name, along with other necessary information in order to process your request, will be passed on to third parties (such as Hotels, Conference Centres, etc), for the sole purpose of processing requests for services (such as accommodation bookings) requested by you.

Should you use the ‘contact forms’ available to you without signing in to our applications, the information that you enter is NOT stored within any database, however will be used by our team to contact you regarding your enquiry. Should your enquiry become a request for services (such as accommodation bookings), your data may be entered in to our booking application by our team and stored and processed as noted above.

The information entered into our database as a request for services will be available to the specific client organisation related to your request for service.

Personal accounts are NOT available on our applications. Each user account allowing requests for services relates to a specific client organisation or department. No personal information is accessible to these user accounts.

All trademarks reproduced in this website, which are not the property of, or licensed to us, are acknowledged on the website. Unauthorised use of this website may give to a claim for damages and/or be a criminal offence.

What legal basis do we have for processing your personal data?

By signing in and entering data in to our applications, you are providing legal consent for the provided data to be stored and processed in line with the above.

Where do we store and process personal data?

Personal data processed via our applications is stored on our databases within the UK. Minimal data is sent to third parties such as hotels outside of the UK where necessary (i.e. should you request a booking at a hotel outside of the UK, or if the receiving offices of the hotel or group are based outside of the UK).

Address and contact details (and access to this information) are under no circumstances provided to third party organisations.

How do we secure your personal data?

Our databases are stored on offsite secure servers and backed up regularly in order to ensure retention of information.

The databases are kept behind multiple online security protocols. Access to our systems (which pull data from our database) is by secure password for users within the employment of our organisation. Authorised users within the client organisation may be provided READ ONLY access to data relevant to their organisation.

How long do we keep your personal data for?

Personal data is retained in line with terms outlined by the client organisation, up to a maximum of 7 years as allowable by UK law.

When Personal Data is no longer required to be retained, or when the data has been held for 7 years (whichever comes first), data is ‘anonymised’, meaning that non-personal data is retained while personal elements including individuals’ names, addresses, contact details etc. are removed.

Your rights in relation to personal data.

Requests must be made in writing either by email to or by post to Karen Guile, Director, tobook Ltd, 179 Fillongley Road, Meriden, West Midlands, CV7 7LT

We can provide any personal data requested by an individual up to the period agreed with the client, up to a maximum of 7 years prior, as all other data would be destroyed beyond this date.

Requests to remove data can be processed in line with current Legal requirements and the Client organisations terms. Written authorisation to remove data would be additionally required from the client organisation.

Notifications to cease action on an individual’s request (i.e. to cancel or withdraw an accommodation booking), or to amend an individual’s data, must be made in writing either by the individual themselves, or their client organisation to

Complaints and concerns about your information rights practices can be lodged with the Information Commission Officer using their helpline on 0303 123 1113.

How to contact us

Should you have any questions or concerns about our privacy practices, your personal information, or should you wish to file a complaint, you can email us at

Linking to other websites / third party content

From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s).

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