London Shortstays is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice. On this site, “lon”, “our” and “we” each mean all the UK companies in the London Shortstays Ltd, London Shortstays (UK) Limited, which collect and use your information in the manner set out in this Privacy Notice. Any reference to “you” or “your” refers to anyone whose personal information we process.

Introduction

What personal information is:

Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you. Some personal information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.

What personal information do we collect:

If you are renting or listing a property through us:

• We will collect a contact telephone number to get in touch with you about organising viewings and any offers for listing your property on our website.
• Where you are not the legal owner of the property we will request details from you as to your ability to sell or let the property such as a Power of Attorney.
• Where we collect funds or manage your asset, we may collect information required to identify you to meet anti-money laundering and counter terrorist financing requirements.
• If we are dealing with an entity such as a company, we may need to obtain personal information for the owners of said entity to verify authorisation. This will include, but is not limited to, identity and address documents.
• We will collect your bank account details to arrange onward payment of rent due from renting out your property or agents who represent a property as commission.
• Where we are working alongside third parties such as contractors, cleaners, vendors etc we may need to share information relating to the property and owner for access or interest.
• We will also collect personal information required to source a properties for agents and disclose personal infortion regarding a property assigned to an approved agent who will be responsible for managing a property,

If you wish to list a property on our website:

• Specific address and access requirements so that we can located the property
• Your bank / building / similar account details to allow us to set up your rental payments.
• We may also need to collect specific identity documents from you for the purpose of preventing and detecting crime, fraud or money laundering.

PROPERTY MANAGEMENT

GUEST RELATIONS

Where you are a guest in a building managed by London Shortstays, we may need to share your personal information with the property owner/ Agent or Acting party as standard requirements under Host rights to know which guest is residing at their property.

How we use your personal information

What is the legal basis of our data processing?

Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;

For employment-related purposes
Where we need information to perform the contract we have entered into with you
Where we need to comply with a legal obligation
Where the processing is necessary for us to carry out activities for which it is in London Shortstays legitimate interests (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests, including:

Processing that is necessary for us to promote our business, brands and products and measure the reach and effectiveness of our campaigns – this will include sending you marketing information from time to time after you have engaged us to provide services or received services from us either which may be similar and of interest to you or where you have expressly indicated that you would like to receive such information. You have the right to opt out of receiving this information at any time.

Processing that is necessary to improve our knowledge of the real estate sector – this will include undertaking market analysis and research so that we better understand trends in the property rental sector and provide better knowledge along with more tailored and relevant services for our customers in the future.

Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively – this will include verifying the accuracy of information that we hold about you and create a better understanding of you as a customer; processing for administrative efficiency purposes such as where we outsource certain administrative functions to third parties who are specialise in such services; processing for network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your rights outlined below.
In more limited circumstances we may also rely on the following legal bases:

Where we need to protect your interests (or someone else’s interests); and/or
Where it is needed in the public interest or for official purposes
We may process special categories of personal information and criminal conviction information in the following limited circumstances:
With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.
Specific information on how your personal information will be used for the particular services you have requested from us is provided below.
Where we are managing property on your behalf we may need to pass your personal information from time to time on to third party contractors whom we have engaged to carry out maintenance on your properties.

if we are providing a brokerage service with your property to host guests at the property through referrals, we will provide information of agents involved in the transaction upon request.
We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
Where we use third party services providers who process personal information on our behalf in order to provide services to us. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime.
We may share your personal information with any person or agent working within the London Shortstays on a need to know basis to ensure we are able to perform our obligations to you.

We will hold your personal information on our client management systems and use this to provide you with marketing information about similar services offered by London Shortstays to those which you have engaged us to provide which we feel you might find useful from time to time. You have the opportunity to opt out of receiving this information at any time.

How we keep your information secure

• Our client files are stored on our secure client management systems. Access is restricted on our client systems to those within the business who are required to have access to your information for legitimate business purposes.
• Hard copy documentation is stored in locked cabinets.

Overseas transfers of your personal information

We may transfer, store, or process your personal information in locations outside the UK and the European Economic Area (EEA). Where the countries to which your personal information is transferred do not offer an equivalent level of protection for personal information to the laws of the UK, we will ensure that appropriate safeguards are put in place.

We’ll use one of these safeguards:

We need some of your personal information to perform the services you have requested from us. We also need some information so that we can comply with our legal obligations. For example, we may need identity documents from you to meet our obligations to prevent fraud and money laundering. If you do not provide the information required for these purposes, we will not be able to perform our contract with you and may not be able to provide services to you or continue to provide certain services to you. We will explain when this is the case at the point where we collect information from you.

Complaints and Contact Details

Complaints