PRIVACY POLICY
At Your Night Away Ltd (“we”, “us”) we are committed to protecting and respecting your privacy.
As of the 25 May 2018 the General Data Protection Regulation (GDPR) was enforced across Europe.
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.
We may change this Policy from time to time so please check with us to ensure that you are happy with any changes. By registering your details with us, you are agreeing to be bound by this Policy.
Who are we?
We are Your Night Away Ltd, Incorporated in 2022, reg. no. 13910781 registered at 1 Sundorne Avenue, Shrewsbury SY1 4JW
Our Data Control contact is Teri Lycett at info@yournightaway.co.uk
Why don’t we have a Data Protection Officer?
Under the GDPR, you must appoint a DPO if:
• you are a public authority (except for courts acting in their judicial capacity);
• your core activities require large scale, regular and systematic monitoring of individuals (for example, online behaviour tracking); or
• your core activities consist of large scale processing of special categories of data or data relating to criminal convictions and offences.
At Your Night Away Ltd, our requirements are fairly simple and we don’t engage in the large scale processing of data. Therefore, we do not employ a specialist Data Protection Officer. However, if you do have any questions then please contact Data Control at info@yournightaway.co.uk
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, or if you register to receive one of our newsletters or e-mail updates.
What type of information is collected from, or about, you?
The personal information we collect might include your name, address, email address, phone number, credit card, ID/Passport, photo/selfie, IP address, and information regarding what pages are accessed and when. 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, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
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 letting of long and short term properties and sales (or such as keeping you informed about any valuation or negotiation we are undertaking on your behalf);
• dealing with entries into a competition;
• 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 companies goods and services;
• process a job application.
• To follow up with you during the enquiry process
How long do we keep your information?
We generally keep our files for 12 months. We are legally required to hold some types of information to fulfil our statutory obligations (for example, to comply with anti-money laundering regulations). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
We review our retention periods for personal information on a regular basis.
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, a long let tenancy 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 have a contract in place that requires 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.
Our website:
When someone visits www.yournightaway.co.uk we use third party services, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. Further information can be found from Google and Hotjar themselves: https://privacy.google.com/businesses/compliance/
We collect information from you when you make a booking on our site.
To make a booking, you must provide your contact details. You need to enter the specify contact data (your name, email address, home address, phone numbers and ID) as well as the data concerning the booking (eg stay period). We also save your booking date and time. Additional information is not mandatory. The information you provide on our website, including notes, are personally identifiable information and are processed and used by us to ensure the processing of the booking and the provision of the requested service. We also use your data to provide you with information relevant for the booking or during the stay. The personal data collected when the booking is made will be forwarded to the following third parties: Smoobu GmbH – Smoobu.com is a Software for rental owners Pappelallee 78/79, 10437 Berlin 10437 Berlin Germany Link to Smoobu privacy policy: https://www.smoobu.com/en/privacy-policy/
CCTV: CCTV is in operation externally at the property, covering the driveway. CCTV is used for the purpose of security. CCTV is provided by Arlo and all images captured are saved on their server. Arlo automatically deletes footage in line with their policies. Please look at Arlo’s privacy policy for more information https://www.arlo.com/asia/gdpr.html CCTV is only access by the owners and is only operated for is it intended purpose. We do not use or sell any images captured on CCTV to any 3rd parties. In the event where the CCTV is requested upon by the law or for a lawful purpose or in the event of a dispute the CCTV will be looked at and any images requested or needed will be provided to any third party.
Minut Sensor: Minut Device detects temperature, humidity and noise data. Minut sensor sends an alert to Your Night Away Ltd minut app when noise levels exceed the specified levels. The Minut Device does not record conversations. You can read more on the minut privacy policy here: Privacy Policy | Minut
MailChimp: MailChimp is an email marketing tool, used to send anyone signed-up to our mailing list newsletters and other promotions. When you sign up to the mailing list on yournightaway.co.uk, your name and email address are stored within MailChimp and, by using our sign-up form, you have consented to receiving marketing material via email from yournightaway.co.uk. Additionally, limited new customer data (name and email address) will be passed into MailChimp so that we can more accurately communicate with you in the future. A full copy of MailChimp’s GDPR policy may be obtained from https://mailchimp.com/legal/privacy/
Charge automation and Stripe: We use charge automation and stripe third party softwares to complete our check in security and take payment from future guests. A full copy of both privacy policies can be found here: Privacy Policy - online check in | Upsell | Payments & security deposit - ChargeAutomation – www.stripe.com/gb/privacy
Your choices
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the work we do for short and long term lettings, leaseholders, freeholders and property owners, then you can email us at info@yournightaway.co.uk We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: info@yournightaway.co.uk
How you can access and update your information
The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: info@yournightaway.co.uk
You have the right to ask for a copy of the information Your Night Away Ltd holds about you, or for us to rectify and erase personal data, and restrict or object to processing at any time. However, this may have implications on how we deliver our services to you. We will alert you if we are unable to continue working for you if our obligations to you under GDPR will prevent us in providing such services.
Where you have requested access to the data we hold, we will provide it to you within 1 month of us making a request, and we do not make a charge for this.
Security precautions in place to protect the loss, misuse or alteration of your information:
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Transferring your information outside of Europe
As part of the services offered to you, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU.
These countries may not have similar data protection laws to the UK. By submitting your personal data, you are agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
The Information Commissioner’s Office
If you wish to lodge a complaint with the supervisory authority, you can do so here: https://ico.org.uk/concerns/
