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Privacy Policy

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

Our use of your personal data will be governed by this Privacy Notice.
London Shortstays is a controller for the personal information that it collects and uses about you. We treat our clients personal information as confidential and in accordance with data protection legislation and we ensure your personal information is only shared with others according to Privacy Notice.
This Privacy Notice explains;
  • What personal information is
  • The types of personal information we collect
  • How we use your personal information
  • How we collect your personal information
  • How we share your personal information
  • How long we keep your personal information
  • How we keep your personal information secure
  • Your rights in relation to your personal information
  • How to make complaints and how to contact us

If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.

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:

We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card).

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
Where we engage with you to manage property on your behalf we will ask for additional emergency contact information in case we need to get in touch with you outside of working hours or in the event there is a matter requiring your urgent attention and you are not available.
Where you engage us for portfolio management services we will share your personal information with third party vendors as is necessary to allow us to fulfil our obligations to you and to properly manage and advise you on repairs to the property

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

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:
  • 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.
We ensure access to personal information is restricted to London Shortstays employees, agents and workers or other persons working within the London Shortstays Network on a need to know basis. Training is provided to any of those London Shortstays employees, agents and workers who need access to personal information.

For how long do we keep your personal information

The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.

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

  • Transfer it to a non-EEA country with privacy laws that give the same protection as the EEA. Learn more on the European Commission Justice website.
  • Put in place a contract with the recipient that means they must protect it to the same standards as the EEA. Read more about this here on the European Commission Justice website.
  • Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries. It makes sure those standards are similar to what is used within the EEA. You can find out more about data protection on the European Commission Justice website.

If you have any complaints about the way we use your personal information please contact the Customer Relations Officer at complaints@londonshortstays.com who will try to resolve the issue. If we cannot resolve any issue, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK). If you need more information about how to contact your local data protection authority please let us know by contacting admin@londonshortstays.com

Contact details

You have a number of rights in relation to your personal information, including the right to:

  • Be informed about how we use your personal information
  • Obtain access to your personal information that we hold
  • Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate
  • Request that we erase your personal information in the following circumstances:
    • If London Shortstays is continuing to process personal information beyond the period when it is necessary to do so for the purpose for which it was originally collected
    • If London Shortstays is relying on consent as the legal basis for processing and you withdraw consent
    • If London Shortstays is relying on legitimate interests as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us continue with the processing
    • If the personal information has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation)
    • If it is necessary to delete the personal information to comply with a legal obligation
  • Ask us to restrict our data processing activities where you consider that:
    • personal information is inaccurate
    • our processing of your personal information is unlawful
    • where we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim
    • where you have raised an objection to our use of your personal information
  • Request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal information where we are relying on consent to process your personal information
  • Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information; and
  • Not be subject to wholly automated decisions which produce legal effects or which could have a similarly significant effect on you.

If you have any questions, comments or requests regarding any aspect of this Privacy Policy, please do not hesitate to contact us by sending an email to admin@londonshortstays.com or writing to us at 3 Judd Street, London WC1H 9QR

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