PandS Stays and our Apartments
Privacy Notice and Cookie Policy
Privacy Notice
1. Who We Are
PandS Stays is the trading name of PandS UK Relocation Solutions Ltd, a company providing professionally managed serviced accommodation in Brighton.
For the purposes of UK data-protection legislation, PandS UK Relocation Solutions Ltd is the Data Controller responsible for deciding how and why your personal information is processed.
Company Number: 15992427
Business Email: pandsukrelocationsolutions@gmail.com
Telephone: +44 7840 364367
Business Location: Brighton, East Sussex, United Kingdom
We take the privacy and security of our guests, customers and website visitors seriously and process personal information in accordance with applicable UK data-protection legislation, including the UK GDPR and the Data Protection Act 2018.
2. What Personal Information We Collect
The information we collect depends on how you interact with PandS Stays.
We may collect:
Contact Information
- Full name
- Email address
- Telephone number
- Address where required
Booking Information
- Booking and reservation details
- Property booked
- Check-in and check-out dates
- Number of guests
- Guest preferences
- Sleeping or room configuration requests
- Communications relating to your booking or stay
Payment and Security-Deposit Information
- Payment and transaction information
- Security-deposit information
- Information relating to damage claims or deposit disputes
We use third-party payment and property-management systems to assist with payment and security-deposit administration.
Identity Verification Information
Where identity verification is required, we may collect information necessary to confirm the identity of the lead guest.
This may include identification information or documentation submitted through our guest-verification process.
Communications
We may retain correspondence between you and PandS Stays, including emails, messages, enquiries, complaints and other communications relating to our services.
Website Information
When you use our website, we may collect technical information such as:
- IP address
- Browser type
- Device information
- Website usage information
- Pages visited
- Referring website
- Cookie and analytics information
The exact information collected will depend on the cookies and technologies enabled on our website and your consent preferences.
3. Information We Do Not Routinely Collect
PandS Stays does not routinely collect health information or other special category personal data as part of its normal booking process.
We have removed health information from our standard guest-information requirements because it is not necessary for us to provide our normal serviced accommodation services.
If a guest voluntarily provides information about an accessibility requirement or other personal circumstance, we will only use that information where necessary for the purpose for which it was provided and in accordance with applicable data-protection requirements.
4. How We Collect Your Information
We may obtain personal information:
- Directly from you
- When you make an enquiry
- When you make a booking
- When you contact us
- Through a third-party booking platform
- Through our direct-booking systems
- Through our property-management systems
- From service providers acting on our behalf
- From another person making a booking on your behalf
- Automatically through our website, where applicable and subject to cookie consent
5. Why We Use Your Information
We use personal information for the following purposes:
Managing Enquiries and Bookings
To respond to enquiries, process bookings, manage reservations and provide accommodation services.
Guest Communications
To send information relating to your booking, arrival, stay, departure, property access and other important accommodation matters.
Identity Verification
To verify the identity of guests where required as part of our booking, security or property-management procedures.
Identity verification may help us:
- Confirm the identity of the lead guest
- Prevent fraud
- Prevent unauthorised bookings
- Protect our guests and properties
- Maintain the security of our accommodation
- Meet contractual or operational requirements
Security Deposits
To administer refundable security deposits where applicable, including:
- Requesting a deposit
- Processing or authorising the deposit
- Investigating potential damage or loss
- Managing legitimate claims
- Returning the deposit
- Maintaining appropriate records
Customer Service
To respond to questions, complaints, requests and other communications.
Legal and Regulatory Requirements
To comply with legal obligations, respond to lawful requests and maintain appropriate records.
Fraud Prevention and Security
To protect guests, properties and our business against fraud, misuse, unauthorised access and other security risks.
Improving Our Services
To understand how our services and website are used and to improve our guest experience, where permitted by law.A
6. Lawful Basis for Processing
Under the UK GDPR, we rely on one or more of the following lawful bases depending on the circumstances.
Contract
We process information where it is necessary to enter into or perform a contract with you.
This includes managing bookings, providing accommodation and communicating with you about your stay.
Legal Obligation
We may process information where necessary to comply with a legal obligation.
Legitimate Interests
We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.
Examples include:
- Preventing fraud
- Protecting our properties
- Protecting guests
- Managing security deposits
- Maintaining accommodation security
- Managing disputes and claims
- Operating our business effectively
Consent
Where consent is required, we will request it before processing your information for that purpose.
You can withdraw consent at any time.
7. Guest Identity Verification and Uplisting
PandS Stays uses Uplisting as part of its property-management and guest-management systems.
Uplisting may be used in connection with:
- Booking management
- Guest information
- Guest communications
- Identity verification
- Security-deposit administration
- Property management
- Reservation records
Where identity verification is required, guests may be directed to complete the relevant verification process through our guest-management system or associated verification services.
We use identity verification to help protect our guests, properties and business and to reduce the risk of fraudulent or unauthorised bookings.
The processing of identity information will be carried out in accordance with applicable data-protection requirements and the relevant service-provider arrangements.
8. Security Deposits
Some bookings may require a refundable security deposit.
Information relating to the booking and guest may be processed to administer the deposit and, where necessary, investigate damage, loss or other legitimate claims.
We use Uplisting and relevant payment or deposit-processing services to assist with this process.
Where a deposit is returned, information relating to the transaction may be retained for appropriate accounting, legal, dispute-resolution and record-keeping purposes.
9. Who We Share Your Information With
We do not sell or rent your personal information.
We may share personal information where reasonably necessary to provide our services or comply with our legal obligations.
This may include:
- Uplisting
- Guest identity-verification providers
- Payment and security-deposit providers
- Booking platforms through which you make a reservation
- Website and hosting providers
- IT and technology providers
- Professional advisers
- Insurers
- Contractors or operational service providers where necessary to manage your stay
- Government departments, regulators or law-enforcement authorities where legally required or permitted
We aim to ensure that only information reasonably necessary for the relevant purpose is shared.
Where third-party organisations process information on our behalf, we take appropriate steps to ensure suitable data-protection arrangements are in place.
10. Booking Platforms
If you make a reservation through a third-party platform such as a booking website, that platform may collect and process your personal information under its own privacy policy.
We receive information necessary to manage your reservation and provide your accommodation.
You should also review the privacy notice of the booking platform through which you make your reservation.
11. Booking Enquiries That Do Not Proceed
If you contact us with a booking enquiry but do not proceed with a reservation, we generally delete the enquiry information promptly once it is clear that the enquiry will not proceed.
We may retain limited information where reasonably necessary because of:
- A legal obligation
- A complaint
- A dispute
- A potential or existing claim
- Fraud prevention
- Accounting or regulatory requirements
- The need to establish, exercise or defend legal rights
We do not routinely retain unsuccessful booking enquiries for an arbitrary period where there is no legitimate reason to do so.
12. How Long We Keep Personal Information
We do not keep personal information for longer than reasonably necessary.
Retention depends on the type of information and why it was collected.
Enquiries
Unsuccessful booking enquiries are generally deleted promptly once it is clear that the enquiry will not proceed, unless there is a legitimate reason to retain information.
Confirmed Bookings
Booking information may be retained for as long as reasonably necessary to manage the booking, provide customer service, maintain financial records, comply with legal obligations and deal with disputes or claims.
Identity Verification
Identity-verification information is retained only for as long as reasonably necessary for the purpose for which it was collected and subject to applicable legal and service-provider retention requirements.
Security Deposits
Information relating to security deposits may be retained for as long as reasonably necessary to administer the deposit, resolve claims or disputes and meet applicable legal, accounting or regulatory requirements.
Marketing
Where marketing consent is required and provided, we retain your marketing preference until you withdraw consent or the information is no longer required.
13. Your Data Protection Rights
Depending on the circumstances, you may have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion of your information
- Request restriction of processing
- Object to certain processing
- Request transfer of your personal information where applicable
- Withdraw consent where processing is based on consent
These rights are subject to certain legal limitations and exceptions.
To exercise your rights, contact:
pandsukrelocationsolutions@gmail.com
We may need to verify your identity before processing certain requests.
14. If You Do Not Provide Information
PandS Stays does not intend to make decisions about guests based solely on automated processing that produce legal or similarly significant effects.
Where third-party systems use automated processes as part of their services, the privacy information of the relevant provider may also apply.
15. Automated Decision-Making
Certain information is necessary for us to provide accommodation services.
For example, we may need information to:
- Process your booking
- Contact you about your stay
- Verify your identity where required
- Administer a security deposit
- Meet legal or contractual requirements
If you do not provide information that is necessary for these purposes, we may be unable to accept or fulfil your booking.
16. Data Security
We take reasonable technical and organisational measures to protect personal information against:
- Unauthorised access
- Loss
- Misuse
- Unauthorised disclosure
- Unauthorised alteration
- Destruction
Access to personal information is limited to those who reasonably require it for legitimate business purposes.
However, no internet transmission or electronic storage system can be guaranteed to be completely secure.
17. International Data Transfers
Some third-party service providers we use may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that the transfer is carried out in accordance with applicable UK data-protection requirements and that appropriate safeguards are used where required.
Where relevant, further information may also be available in the privacy notice of the applicable service provider.
18. Marketing Communications
We may occasionally contact customers about our services where permitted by applicable law.
Where consent is required, we will obtain consent before sending marketing communications.
You can opt out of marketing communications at any time.
We will never sell your personal information to another organisation for its own marketing purposes.
19. Cookies and Website Analytics
Our website uses cookies and similar technologies.
Some cookies are essential for the website to operate.
Other cookies may be used for analytics, functionality or other purposes.
Where consent is legally required, we will ask for your consent before setting non-essential cookies.
Please see our separate Cookie Policy for further information about the cookies and similar technologies used on our website.
20. Complaints
If you have concerns about how we have handled your personal information, please contact us first so that we can investigate and try to resolve the matter.
PandS UK Relocation Solutions Ltd
Trading as PandS Stays
Email: pandsukrelocationsolutions@gmail.com
Telephone: +44 7840 364367
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.
ICO:
https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
21. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to:
- Our business
- Our services
- Our technology
- Our suppliers
- Our data-processing activities
- Applicable laws or regulations
The Last Updated date at the top of this notice will be changed when the notice is updated.
22. Contact Us
If you have any questions about this Privacy Notice or how PandS Stays handles personal information, please contact:
PandS Stays
Trading as PandS UK Relocation Solutions Ltd
Email: pandsukrelocationsolutions@gmail.com
Telephone: +44 7840 364367
Business Correspondence:
Brighton, East Sussex, United Kingdom
Cookie Policy
1. About This Cookie Policy
This Cookie Policy explains how PandS Stays uses cookies and similar technologies on its website.
Cookies are small text files that may be stored on your device when you visit a website.
They can help websites operate correctly, remember preferences, understand website usage and, where permitted, support analytics or other functionality.
2. Types of Cookies
Cookies can generally be divided into different categories depending on their purpose.
2.1 Strictly Necessary Cookies
These cookies are necessary for the website to function correctly.
They may support:
- Website security
- Page navigation
- Essential website functions
- Form functionality
- Remembering essential cookie-consent choices
Because these cookies are necessary for the website to operate or provide a service requested by the visitor, consent may not be required where they fall within the applicable legal exemption.
2.2 Analytics and Performance Cookies
Analytics cookies may collect information about how visitors use our website.
This can help us understand:
- Which pages are visited
- How visitors navigate the website
- How the website performs
- Where improvements may be required
- General website usage patterns
Where analytics cookies are not strictly necessary, we will ask for consent before setting them.
2.3 Functional Cookies
Functional cookies may allow the website to remember choices or preferences and provide enhanced functionality.
Where these cookies are not strictly necessary, we will request the appropriate consent before using them.
2.4 Advertising and Targeting Cookies
If PandS Stays uses advertising, remarketing or targeting technologies that require consent, those technologies will only be activated after the appropriate consent has been obtained.
We do not currently use this policy as permission to set advertising cookies without consent.
3. Third-Party Cookies
Some cookies or similar technologies may be provided by third-party service providers.
These may include providers involved in:
- Website analytics
- Website functionality
- Booking services
- Embedded content
- Security
- Marketing, where applicable
Third-party providers may process information in accordance with their own privacy policies.
Where third-party cookies require consent, they will not be activated until the appropriate consent has been obtained.
4. Cookie Consent
Where legally required, PandS Stays will obtain consent before placing non-essential cookies on your device.
Our cookie-consent mechanism may provide options such as:
Accept All
Reject Non-Essential Cookies
Manage Preferences
You should be able to change or withdraw your cookie preferences where the website's consent mechanism supports this.
We do not treat simply continuing to browse the website as consent to non-essential cookies.
5. Managing Cookies Through Your Browser
You can also control or delete cookies through your browser settings.
Most browsers allow you to:
- View stored cookies
- Delete cookies
- Block cookies
- Allow cookies from selected websites
- Receive warnings before cookies are stored
Please note that disabling strictly necessary cookies may affect the operation of parts of the website.
6. Website Analytics
Where we use analytics services, these may collect information about website usage, such as pages visited, approximate location, device type and other technical information.
Analytics services will only be used in accordance with applicable privacy and cookie requirements.
Where consent is required, analytics cookies will only be activated after consent has been obtained.
7. Changes to This Cookie Policy
We may update this Cookie Policy when:
- Our website changes
- We introduce new functionality
- Our analytics or technology providers change
- Our cookie usage changes
- Legal or regulatory requirements change
The Last Updated date will be amended when this policy is materially updated.
8. Contact Us
If you have questions about our use of cookies or similar technologies, please contact:
PandS Stays
Trading as PandS UK Relocation Solutions Ltd
Email: pandsukrelocationsolutions@gmail.com
Telephone: +44 7840 364367
Business Correspondence:
Brighton, East Sussex, United Kingdom