Last updated 16 October 2026
Who operates Spain Diary
Spain Diary is operated by The Diary Network. For privacy requests, use the contact form.
Information we collect
We collect information you choose to provide when creating or joining a diary, adding plans and booking details, contacting us, joining the mailing list or submitting a business enquiry. This may include your name, email address, trip dates, itinerary content, uploaded diary media, messages, subscription preference and business details.
We also record limited booking-link information such as the item clicked, source page, travel date, destination provider and time. We do not receive your payment-card information from third-party booking providers.
Diary service counts
We count stored Diaries and successful signed-in Diary use to understand whether the service is working and being used. For usage counts, we store one-way account and Diary identifiers and a timestamp, not names, emails, trip titles, itineraries or files. Repeated use is deduplicated by Spain calendar day. Only aggregate counts are shown in the owner dashboard. These server-side service records are separate from optional browser analytics, do not use a tracking cookie, and are retained for up to 13 months.
Public-page counts
We keep aggregate daily totals of successful public-page loads to understand which public pages are useful. The counters contain only a public page path or category, a Spain calendar date and a total. They do not store IP addresses, account information, cookies, browser identifiers, referrers or query strings. Private Diary, account and staff pages are excluded. No visitor profile is created and these totals cannot tell us how many individual people visited. Totals older than 400 days are removed when new loads are counted. You can exclude your browser using Analytics preferences; we remember that choice in a constant preference cookie for one year. We also honour Do Not Track and Global Privacy Control signals for these counts.
Optional audience analytics
Optional analytics are off by default. We do not show an automatic analytics popup. You can opt in using Analytics preferences, and your choice is remembered in this browser. If you allow analytics, we store a random browser identifier on your device and a visit identifier in your browser tab. We record page paths without query strings, referring website domains and feature actions. Private Diary paths are grouped together, and your notes, booking references and uploaded content are not included in audience analytics. Staff areas are excluded. You can change your choice using Analytics preferences; declining removes these identifiers and stops optional event tracking. Event records are retained for up to 13 months.
Optional creator referrals
If you choose to support a creator, we record their code against your signed-in account for 12 months. You can stop future creator tracking on the creator referral settings page. Supported booking links carry a random tracking reference, never your account identity or Diary content. We match partner reports to this reference to calculate the creator share. Creators see aggregated referrals, booking-link activity and commission statements, not traveller identities. Withdrawal stops future tracking; existing accounting records remain for reconciliation and applicable retention requirements.
Contributor workspace
Invited contributors can store drafts and attachments for private editorial review. The contributor and authorised owner can access these submissions. Published-page performance and partner-reported affiliate commission can be associated with the contributor. These reports do not themselves establish payment terms. Contact the team to discuss publication permission, payment terms or removal of submitted material.
Community submissions and applications
When you share a story, apply to review or invite the team to a business, we store your name, private contact email, submitted details and permissions in the private review queue. Files remain in private storage during review. We do not send automatic email acknowledgements or add applicants to the mailing list. Contact emails are retained so the team can review and follow up on the requested contribution or collaboration; this is not permission for unrelated marketing.
Website publication and social reuse are separate optional permissions. A public contributor profile requires separate recorded permission. Public pages contain only approved credit, broad location, profile details and permitted contributions — not your private email, application answers or editorial notes. Public photo derivatives remove embedded location/contact metadata; originals remain private.
If an upload is interrupted, this browser tab can retain a short-lived submission reference, upload credential and file names/sizes so you can resume within 24 hours. We do not put your contact email or story text into this recovery record, and clear it after a completed upload. Contact the team to request correction, withdrawal or removal of material and associated private information.
Public community conversations
When you choose Reply publicly, your chosen public name, reply text and posting time are visible to other visitors beneath the post. Your account identifier is stored privately to manage your replies and prevent abuse; your account email is not included in the public reply. You can remove your reply from public view. Moderators can hide replies, and private reports and moderation records are retained for review and abuse prevention. Removal from public view does not immediately erase those private records; contact us for a data-removal request. Replying does not share your Diary or create a public contributor profile.
Community videos
A submitted video link stays in private review until it is explicitly selected for an approved public story. If published, its link is public even if the video was unlisted on YouTube or Vimeo. The Community video player does not connect to that provider until you choose Load video. Loading or opening the video shares connection information with the provider and is governed by its privacy terms. Closing the player stops the embedded playback but does not undo information already sent.
Planner drafts on this device
The Smart Diary Planner saves an unfinished draft in your browser so it can be restored if you close the page. Before replacing an existing My Trip, it keeps a recoverable local backup. This device-local information is not an account or cloud backup; clearing browser storage can remove it.
How we use it
- To provide diary and trip-planning features.
- To send travel inspiration, planning ideas and occasional partner offers when you separately choose to join our mailing list.
- To respond to questions, corrections and partnership enquiries.
- To operate, secure and improve Spain Diary.
- To measure genuine outbound interest and partner performance.
- To comply with legal obligations and prevent misuse.
Legal bases
Depending on the activity, we process information to provide a service you requested, with your consent, to meet legal obligations or for legitimate interests such as site security, service improvement and measured commercial reporting.
Sharing and international processing
We use hosting and infrastructure providers to operate the service. Booking clicks take you to independent providers governed by their own privacy notices. Information may be processed outside Spain or the EEA where appropriate safeguards apply.
For Regional, Business & Hospitality and Technology & API partner enquiries, we may use Resend when notifications are enabled to email the submitted contact details and message to our private team mailbox. The application and email-attempt record are also retained in our private Partners inbox for review and follow-up. This does not subscribe you to marketing or send an automatic acknowledgement to you. Contact us to request removal of your application and associated notification records.
Mailing list choices
Joining the mailing list is optional and separate from creating a Spain Diary account. You can withdraw your marketing consent at any time using the unsubscribe link in an email or by contacting us. Withdrawing consent does not affect your Diary.
Retention and your rights
We keep information only as long as reasonably required for the purpose collected, security and legal obligations. Enquiries are normally reviewed for deletion after 24 months. Mailing-list records are suppressed when you unsubscribe so we can respect that choice. Depending on applicable law, you may request access, correction, deletion, restriction, portability or objection through our contact form.
Children and changes
Spain Diary is not intended for children under 16. We may update this policy as the product, partners and legal requirements develop.