Privacy Policy

Effective Date: 29 June 2024
Last Updated: 29 June 2024

SwiftStay ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your information when you use our website and services. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are SwiftStay, a property management service provider specialising in short-let platforms. Our registered office is 28 Shacklegate Lane, Teddington TW11 8SH, and our company registration number is 15580180 . For any questions about this policy, please contact us using the details below:

• Email: simongillmore@houstpartner.com
• Phone: 0797 121 0764
  • Address: 28 Shacklegate Lane, Teddington TW11 8SH

We may collect and process the following types of personal data:

• Identity Data: Full name, date of birth, and identification documents.
• Contact Data: Email address, phone number, and postal address.
• Property Information: Details about the properties you manage through us, including addresses, rental agreements, and property images.
• Financial Data: Bank account details, payment information, and billing address.
• Technical Data: IP address, browser type, and cookies (see Section 6 for more information).
• Usage Data: Information about how you use our website and services.
• Marketing Data: Preferences for receiving marketing communications.

We use your personal data for the following purposes:

• To provide and manage our property management services.
• To communicate with you about your account or services.
• To process payments and manage billing.
• To comply with legal and regulatory obligations.
• To improve our website, services, and customer experience.
• To send you marketing communications (with your consent).

We process your personal data based on one or more of the following legal grounds:

• Contractual Necessity: To perform a contract with you or take steps to enter into a contract.
• Legitimate Interests: For our legitimate business purposes, such as improving our services and managing our relationship with you.
• Legal Obligation: To comply with applicable laws and regulations.
• Consent: Where you have given us explicit consent to process your data (e.g., for marketing).

We may share your data with third parties under the following circumstances:

• Service Providers: Such as payment processors, IT support, and property management platforms.
• Legal Obligations: To comply with legal requirements or protect our legal rights.
• Business Transfers: In the event of a merger, sale, or transfer of assets.

We will ensure that all third parties with whom we share your data comply with applicable data protection laws and maintain the confidentiality of your information.

Our website uses cookies to improve functionality and user experience. Cookies are small text files stored on your device when you visit our site. You can manage your cookie preferences through your browser settings. For more details, see our [Cookie Policy].

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements.

• Customer records: Retained for 6 years after your last interaction with us.
• Marketing preferences: Retained until you opt out.

Under the UK GDPR, you have the following rights regarding your personal data:

• Right to Access: Request access to your personal data.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your personal data.
• Right to Restriction: Restrict the processing of your personal data.
• Right to Data Portability: Transfer your data to another service provider.
• Right to Object: Object to the processing of your personal data.
• Right to Withdraw Consent: Withdraw consent at any time for data processing based on consent.

To exercise your rights, please contact us using the details in Section 1.

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. Despite our efforts, no method of transmission over the internet or electronic storage is 100% secure.

If we transfer your data outside the UK, we will ensure it is protected with appropriate safeguards, such as Standard Contractual Clauses or other approved mechanisms.

If you have concerns about how we handle your data, you can contact us directly. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: https://ico.org.uk
• Phone: 0303 123 1113

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. Please check back regularly to stay informed.

By using our website and services, you agree to the terms of this Privacy Policy. If you do not agree with this policy, please do not use our website or services.

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