At Hofin Stays Ltd (“Hofin Stays Ltd”, “we”, “us”), we’re committed to protecting and respecting your privacy. This policy, together with the Website Terms of Use (www.hofinstays.co.uk), sets out the basis on which we will process any personal data we collect from you or that you provide to us through your use of the website and our services (www.hofinstays.co.uk)
This Policy explains when and why we collect personal information about people who visit our website or who speak to us over the telephone, via e-mail or online, how we use that data, the conditions under which we may disclose it to others, and how we keep it secure.
Who We Are & Contact Details
This Privacy Policy is issued by Hofin Stays Ltd
For any data protection and privacy concerns you can contact:
Legal entity: Hofin Stays Ltd
Address: Hofin Stays Ltd, 20-22 Wenlock Road, London, N1 7GU
United Kingdom
Data privacy manager: Ridowan Rafin
Email: hello@hofinstays.co.uk
We are registered as a data controller with the ICO (www.ico.org.uk). Our registration number can be found on the online register.
HOW DO WE COLLECT INFORMATION FROM YOU?
We obtain information about you when you use our website, when you contact us by e-mail or telephone about our products and services, when you stay with us or if you register to receive one of our newsletters or e-mail updates.
WHAT TYPE OF INFORMATION IS COLLECTED FROM, OR ABOUT, YOU?
We only ask for the information required to process your enquiry and reservation. The personal information we collect might include a recognised form of Government Identification (Passport or Driving license), your name, address, email address and IP address. We may also need to collect the names of other guests over 18 years of age. We also collect details about your accommodation requirements such as budget and length of stay and accommodation type. If your employer uses our services to book accommodation for you, we may collect this information from them, rather than directly from you.
If you purchase a product or service from us and pay by card, your card information is not held by us, it is collected by our third party payment processors (Stripe), who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
Your payment card details, and Government Identification is required for all bookings to be processed in order to confirm your booking, and this will be required via our online check-in forms, due to the company providing self-service accommodation.
HOW IS YOUR INFORMATION USED
We may use your information to:
▪ Process orders that you have submitted;
▪ Carry out our obligations arising from any contracts entered into by you a relating to the booking of any short term serviced apartments/accommodation;
▪ Seek your views or comments on the services we provide;
▪ Notify you of changes to our services;
▪ Send you communications which you have requested and that may be of interest to you;
▪ Activities, promotions of our associated company’s goods and services;
▪ Confirm your identity so that we can provide you with goods and services
When you visit our website we collect some cookie information regarding your use of the website and this is used to help us improve the service we deliver. Cookie information can include your IP address, the browser you’re using and your language settings.
If you purchase a product or service from us and pay by card, your card information is not held by us, it is collected by our third party payment processors (Stripe), who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
Your payment card details and Government Identification is required for all bookings to be processed in order to confirm your booking, and this will be required via our online check-in forms, due to the company providing self-service accommodation.
HOW LONG DO WE KEEP YOUR INFORMATION?
We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as it is set out in any relevant contract you hold with us. In addition we are legally required to hold some types of information to fulfil our statutory obligations, which is up to 6 years after your last booking for the purpose of auditing and to comply with regulatory bodies such as the HMRC.
We review our retention periods for personal information on a regular basis.
None of your personal information is shared unless you request that we reserve your chosen accommodation. If you would like to proceed with a reservation then we will pass on the relevant personal information to the property provider. This will allow them to allocate an apartment to you and, if applicable, any other travellers in your group.
Furthermore, if you have opted-in when making your enquiry, we will send you marketing materials such as our monthly newsletter that details promotions, special offers and discounted rates. Depending on your preferences, we may send you further correspondence from time to time.
WHO HAS ACCESS TO YOUR INFORMATION?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes. Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to manage a short-let booking or any ancillary property matter that we have been instructed to administer). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we require them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond our network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
We do not share your personal information with any other people or third parties. We may only have to disclose your information in the event that we sell the business, introduce or acquire another business, need to establish, make or defend a legal claim, or if we are under a duty to disclose personal information to comply with legal obligations. We may also use third party service providers (such as IT and technology services) who will store or use your information, but only on our instructions and subject to strict data protection requirements.
GDPR Compliance
Hofin Stays Ltd have undertaken development and procedural changes to ensure that we are working in compliance with this. The privacy and security of our guests, employees and partners’ information is of the utmost importance to us and we updated and amended our security and procedural measures to make sure we adhere to the new data privacy guidelines.
Capture, process and disclose information fairly
All personal data that is captured by Hofin Stays Ltd is used solely for the purpose it is collected for. This is made clear to our guests via our online privacy statement. This can be found here.
To provide our services we may use third-parties to support our business and we have obtained clearance under a GDPR perspective using assessments and questionnaires that such vendors are in compliance with the new regulations.
Use data in ways compatible with explicit purposes
Personal data which is captured is only used in accordance with a guest’s upcoming stay and may be used for marketing campaigns, updates on new properties & newsletters. Guests can opt out by emailing hello@hofinstays.co.uk at any time.
Ensure that it is adequate, relevant and not excessive
Hofin Stays Ltd will collect only information that is relevant to the services we offer both from our guests, our employees and our vendors.
Data Retention
As part of the new GDPR guidelines, data controllers are encouraged to delete data if it is no longer required for any business need.
Data breaches
In the unlikely event that one of our data assets was breached, Hofin Stays Ltd is committed to following the procedures highlighted in the GDPR regulation and mitigating the same within 72 hours of discovering said breach. A data breach protocol measure is in place to make sure we adhere to this statement and that we document the facts.
If you have any further questions about our data protection policies or need to know more, please contact Ridowan Rafin, our Managing Director and Data Protection Officer.