Privacy notice

Signature Staycation LTD is the data controller for the personal information described in this notice. We are registered in England and Wales under company number 15682139, with our registered office at 128 City Road, London EC1V 2NX.

You can reach us by email at info@signature-staycation.com or by telephone on 0330 133 1164.

We are registered with the Information Commissioner’s Office as a data controller under reference ZB685600, registered on 27 April 2024. That entry is public, so you do not have to take our word for it: the link goes straight to our record on the ICO’s own register.

[TO CONFIRM: whether a named data protection contact is appointed.]

When you complete the enquiry form we collect your name, email address and telephone number, the address and basic details of the property you are asking about, and anything you choose to write in the message field.

When you call or email us we collect the same information, together with a short note of what was discussed, so that whoever picks the matter up next knows where it stands.

If we go on to work together we will also hold what is needed to run the agreement: correspondence, the bank details we pay rent into, compliance certificates for the property, and inventory and inspection records.

We do not ask for special category data, health information for example. You should not send it to us through the website.

[TO CONFIRM: whether the site uses analytics or any other non-essential cookies. If it does, a cookie section and a consent banner are required before launch.]

In ordinary use we rely on two lawful bases under UK GDPR, and occasionally on a third.

• –Steps taken at your request before entering into a contract: answering an enquiry, preparing a rent figure, arranging a viewing and drawing up an agreement.
• –Our legitimate interests: running the business, keeping a record of what was agreed and with whom, and following up an enquiry you began. We use this basis only where the processing would not surprise you and does not override your rights.
• –Legal obligation: where accounting, tax or housing compliance rules require us to hold and produce records.

We do not make automated decisions about you and we do not profile you. If we ever need to use your information for something not described here, we will tell you first.

We share personal information only where there is a reason to.

• –Local authority housing partners, where a property is being put forward for a placement or a placement is already running.
• –Contractors and tradespeople, where they need an address and access arrangements to carry out work.
• –Professional advisers, such as our solicitors and accountants, where they need it in order to advise us.
• –Service providers who host our systems and handle our email, under written terms that limit what they may do with it.
• –Anyone we are legally required to disclose it to.

We do not sell personal information. We do not pass it to third parties for their own marketing.

[TO CONFIRM: whether any supplier stores data outside the UK, and the transfer safeguards relied on if so.]

We keep personal information for as long as we need it, and then we delete it or securely destroy it.

• –Enquiries that do not lead to an agreement: the enquiry and the correspondence around it are deleted at the end of the retention period set out below.
• –Signed agreements: contract, payment and compliance records are kept for six years after the agreement ends, which is the period we may need them for tax and for any legal claim.
• –Inventory and inspection records: kept for the life of the agreement and for six years afterwards, for the same reason.

[TO CONFIRM: retention period for enquiries that do not proceed.]

Personal information is held on access-controlled systems and seen only by the people who need it to do their job. Paper records are kept at the registered office. If something goes wrong we will investigate it, tell the Information Commissioner’s Office where the law requires us to, and tell you where the risk to you is high.

Under UK GDPR you have the right to:

• –Ask what personal information we hold about you and receive a copy of it.
• –Have inaccurate information corrected, and incomplete information completed.
• –Ask us to delete information where we no longer have a good reason to hold it.
• –Ask us to restrict how we use it while a question about it is being resolved.
• –Receive information you gave us in a portable format, or have it sent to someone else.
• –Object to processing carried out on the basis of our legitimate interests, and to object at any time to direct marketing.
• –Withdraw consent, where consent was the basis we relied on.

Write to us at info@signature-staycation.com and we will respond within one month. There is no charge in ordinary cases. We may ask you to confirm who you are before we release anything.

Tell us first, through our complaints procedure. We would rather put it right ourselves.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection, at ico.org.uk. Raising it with us first does not affect that right.

We revise this notice when the way we work changes. The date at the top of the page shows when it was last revised, and the version on this page is always the current one.

For anything to do with personal information, email info@signature-staycation.com, call 0330 133 1164, or write to Signature Staycation LTD, 128 City Road, London EC1V 2NX.