Legal · Your information
Privacy Policy
Last updated
Your information. In plain English.
We want you to understand what you share with us, why we need it and how to ask questions. This policy covers our website, management and guest enquiries, bookings, and private staff access under the UK GDPR and Data Protection Act 2018.
1. Who we are
Svnteen The Residency Ltd is the controller of the personal information described here. We are registered in England and Wales, company number 14791215. We provide property management and guest-stay services. For privacy questions, email hello@svnteenhq.co.uk or call 07457 403856.
2. Information we collect
Landlords may share their name, phone number, email, property postcode and location, property type, bedrooms, availability, furnishing, current situation, timeline and preferred contact method. We may also need information about mortgage or lease consent to assess whether a property can be managed as proposed. We receive information through our website, Facebook and Instagram (Meta) lead forms, WhatsApp and email. We only ask for information relevant to the enquiry or service. For guest enquiries we collect name, email, optional phone, message, guest count and arrival and departure preferences. For actual bookings and management, we may need booking, identity-verification and payment information where necessary to provide the service or meet legal duties. External payment providers handle payment details; our enquiry forms do not collect card details. Please do not send card details or sensitive identity documents through an enquiry form.
3. Why we use this information
We use information to respond to enquiries, assess property suitability, prepare earnings forecasts, provide appropriate follow-up, arrange and deliver property management, handle guest bookings and meet legal obligations. We also maintain enquiry records and protect the service from misuse. Website enquiries receive a reference, and we attempt to send a team notification and acknowledgement through Resend. Email acceptance is not proof of delivery. Guest enquiries are not reservations. We do not treat an enquiry as permission to send unrelated marketing.
4. Lawful bases and marketing choices
We rely on legitimate interests to respond to enquiries, maintain conversation records and provide appropriate follow-up, respecting your right to object and applicable marketing rules. We rely on taking steps at your request before a contract, or performing a contract, for bookings and management services. We rely on legal obligation where processing is required by law. Where we send marketing emails on the basis of consent, consent is optional and can be withdrawn at any time by replying STOP or emailing hello@svnteenhq.co.uk. Withdrawal does not affect processing that was lawful before withdrawal. Our existing enquiry forms record agreement to contact about the enquiry; they are not a marketing opt-in.
5. Booking search and external bookings
Our guest stays page offers an optional Hostaway availability calendar and booking search. Each loads only when you choose to load it. Loading contacts Hostaway and its script delivery providers, which receive technical information such as your IP address and browser details. Searching or choosing Book now opens svnteenhq.holidayfuture.com in a new tab with your selected dates and, for search, any location and guest count. Availability, prices, booking details and any payments are handled on that separate booking website under the notices and terms shown there. We do not collect card details or create reservations through the enquiry forms on this website. Refer to your booking confirmation for reservation details and support.
6. Who can access your data
Authorised staff can access enquiries, follow-up status and internal notes in a private inbox. We use Replit for website hosting and database storage, Resend for enquiry emails, and Clerk for staff sign-in and verification. Hostaway provides optional booking tools and the external booking website. We may also use Meta for social lead forms and WhatsApp communications, Google email and storage where used, and CRM, email, booking and external payment providers as needed to operate the service. We share only the information necessary for the relevant purpose. Guest accounts and payments are not enabled on this enquiry website. We may disclose information to professional advisers or authorities where necessary or legally required. We do not sell personal data or share it for another organisation’s own marketing.
7. International transfers
Where a service provider processes personal information outside the UK, applicable data-protection safeguards are required. You can contact us for information about the providers involved in your enquiry and any relevant safeguards.
8. Retention
We keep enquiry information for up to 24 months after the last contact, unless a longer period is necessary for a legal obligation or an ongoing matter. Client and guest records are kept for as long as needed for the contract and applicable legal, tax and accounting obligations, typically six years for relevant business records. We retain only what is necessary for those purposes. Contact us to ask about a particular record or request deletion.
9. Your rights
Under UK GDPR, depending on the circumstances, you have rights to be informed, access your information, correct inaccurate information, request erasure, restrict processing, receive or transfer information (data portability), and object to processing, including direct marketing. You also have rights concerning solely automated decisions with legal or similarly significant effects, including profiling; we do not use your enquiry information to make such decisions. You may withdraw consent at any time where we rely on it. To exercise your rights, email hello@svnteenhq.co.uk. We may need to verify your identity and will normally respond within one month. Some rights have legal exceptions. You can complain to the UK Information Commissioner’s Office (ICO). We would also welcome the chance to resolve your concern directly.
10. Website and search information
Search preferences such as location, dates and guest count may appear in the page URL so a search can be retained or shared. Searching alone does not submit an enquiry. Hosting systems may process IP addresses and browser information for operation and security. Anti-spam controls use a keyed hash of an IP address in short-lived request counters: each counter window lasts 15 minutes and expired counters are removed as later enquiries are processed. Do not put sensitive information in website addresses.
11. Browser storage and optional measurement
Browser storage supports your cookie preference, the introduction, homes you choose to save and staff authentication. Fonts are requested from Google, which receives technical request information such as your IP address. Embedded Google Maps does not load until you choose Load map. This choice connects to Google, shares technical information and may allow Google to use cookies; it does not enable analytics. Hide map removes the embed but cannot undo information already sent or clear Google's cookies. When configured, optional Google Analytics loads only after you choose Accept optional or enable analytics and save in Cookie settings. Reject optional keeps analytics off. Analytics uses cookies and technical information about your browser and device to measure public page visits and enquiry actions. Our custom events do not include names, emails, phone numbers, stay dates, messages or enquiry references; page URLs exclude query parameters. Advertising features are disabled. Use Cookie settings in the footer at any time to withdraw analytics consent and remove accessible Google Analytics cookies. Your browser remembers your choice until you change it or clear site storage. Google may process information outside the UK under its applicable safeguards; see Google's Privacy Policy at policies.google.com/privacy. Replit hosting analytics are controlled separately in publishing settings and must also be reviewed before enabling optional measurement.
12. Social lead forms and advertising pixels
If you contact us through a Facebook or Instagram lead form, Meta also processes your data under its own policy. We use the information received to respond to your property-management enquiry, not as automatic consent for unrelated marketing. Meta Pixel is not currently installed on this website. Any future advertising pixels would require your prior consent before loading; merely using the site would not give that consent.
13. Security and updates
We use appropriate measures to protect personal information, but no internet transmission can be guaranteed completely secure. This policy may change as our services develop. The current version is published here. Please contact hello@svnteenhq.co.uk with any questions.
Privacy contact: hello@svnteenhq.co.uk