PRIVACY POLICY
Short-Term Let – Astral Court, 229 West End Road, South Ruislip, HA4 6QG
Last updated: Jan 2026
1. INTRODUCTION
We are committed to protecting the privacy and personal data of all guests staying at our 2-bedroom apartment in London. This policy outlines how we collect, use, store, and protect information provided by guests before, during, and after their stay.
DATA PROTECTION REGISTRATION
We are registered with the Information Commissioner’s Office (ICO) in compliance with the Data Protection Act 2018 and UK GDPR. Our ICO registration number is ZB502715. This confirms our commitment to protecting your personal data and handling it in line with legal requirements.
2. WHAT INFORMATION DO WE COLLECT?
• Booking Information: Full name(s), contact details (email address, phone number), billing information, number of guests, stay dates, and special requests.
• Verification Information: To comply with local regulations and ensure safety, we may collect government-issued ID (e.g., passport, driver’s license) details and proof of address where required.
• Payment Information: We do not store full credit/debit card details – payments are processed through secure third-party payment providers (e.g., PayPal, Stripe) who handle all payment data in line with industry standards.
• During Stay: We may collect information related to property usage (e.g., maintenance requests) but do not monitor guests’ activities inside the apartment without consent, except in cases of emergency or suspected breach of terms.
• Communications: Records of emails, messages, or calls related to bookings and guest support.
3. HOW DO WE USE YOUR INFORMATION?
• To process and confirm bookings, including sending confirmation emails and pre-arrival instructions.
• To verify identity and comply with local laws, licensing requirements, and safety protocols for short-term lets in London.
• To process payments and manage any refunds or disputes.
• To respond to guest inquiries, requests, and provide support during the stay.
• To maintain and improve the quality of our service, including addressing maintenance issues and gathering feedback.
• To communicate important updates (e.g., changes to booking terms, property availability).
4. WHO DO WE SHARE YOUR INFORMATION WITH?
• Third-Party Payment Providers: Only the necessary details to process transactions, in compliance with their own privacy policies.
• Local Authorities: If required by law (e.g., for licensing, safety checks, or in response to legal requests).
• Service Providers: Contractors or professionals (e.g., cleaners, maintenance staff) who may need limited information to perform their roles (e.g., access to the apartment on specific dates).
• Booking Platforms: If you book through a third-party platform (e.g., Airbnb, Vrbo), we will share information as required by the platform’s terms and your consent given there.
We will never sell, rent, or share your personal data with unrelated third parties for marketing purposes.
5. DATA SECURITY
• We store personal data securely on password-protected devices and encrypted cloud storage systems.
• Physical documents (e.g., printed ID copies) are kept in a locked storage area and destroyed securely once no longer required.
• Access to personal data is limited to authorized individuals only.
• We take reasonable steps to protect data from unauthorized access, loss, or misuse, though no method of transmission over the internet or electronic storage is 100% secure.
6. DATA RETENTION
We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, or as required by law. This includes:
• Booking records: Retained for 6 years after the stay (to comply with UK tax and accounting regulations).
• Verification documents: Retained for 12 months after the stay, then securely destroyed.
• Communication records: Retained for 2 years to address any potential disputes or inquiries.
7. YOUR RIGHTS
As a guest, you have the right to:
• Access a copy of the personal data we hold about you.
• Request correction of any inaccurate or incomplete information.
• Request deletion of your data where it is no longer necessary for the purposes we collected it.
• Object to or restrict the processing of your data in certain circumstances.
• Request transfer of your data to another party where technically feasible.
To exercise any of these rights, please contact us at the details provided below. We will respond to your request within 30 days.
8. CHILDREN’S PRIVACY
Our short-term let is not intended for use by children under the age of 18. We do not knowingly collect personal data from children, and if we become aware that we have done so, we will take steps to delete it immediately.
9. CHANGES TO THIS POLICY
We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or technology. We will notify guests of any significant changes via email or by posting the updated policy in the apartment and on any relevant booking platforms.
10. CONTACT US
If you have any questions, concerns, or requests related to this privacy policy or your personal data, please contact us at:
• Email: savkallides@aol.com
• Phone: 07716581615
• Postal Address: 3 Weldon Close, South Ruislip HA5 6RA