Privacy Policy

1. Who We Are

CrewStays is a managed accommodation provider based at 11 Station Road, Harold Wood, Romford, RM3 0BP. We are the data controller for personal information collected through our website (crewstays.co.uk), enquiry forms, telephone calls, and email correspondence.

For any data protection queries, contact us at hello@crewstays.co.uk or call 0208 419 8865.

2. Information We Collect

We collect the following categories of personal data:

• Identity data: Full name, job title, company name
• Contact data: Email address, telephone number, business address
• Booking data: Project location, team size, stay dates, property preferences
• Financial data: Company billing details, purchase order references, payment history
• Technical data: IP address, browser type, pages visited, referring site (collected automatically via cookies)
• Communications data: Records of correspondence including emails and call notes

3. How We Collect Your Data

We obtain personal data through:

• Enquiry forms submitted on our website
• Telephone conversations with our team
• Email correspondence
• Referrals from existing clients or property partners
• Cookies and analytics tools when you browse our website
• Third-party business directories or industry events

4. How We Use Your Data

We process personal data for the following purposes:

• Service delivery: To source, arrange, and manage accommodation bookings (legal basis: contract performance)
• Communication: To respond to enquiries and provide booking updates (legal basis: contract performance / legitimate interest)
• Invoicing: To issue invoices and manage payment collection (legal basis: contract performance)
• Marketing: To send relevant service updates and offers where consent has been given or where we have a legitimate interest (legal basis: consent / legitimate interest)
• Website improvement: To analyse site usage and improve our online experience (legal basis: legitimate interest)
• Legal compliance: To meet regulatory obligations including tax and accounting requirements (legal basis: legal obligation)

5. Data Sharing

We may share personal data with:

• Property partners: Names and contact details of occupants are shared with property owners/managers to facilitate check-in and property management
• Service providers: IT hosting, email platforms, and accounting software providers who process data on our behalf under data processing agreements
• Professional advisers: Accountants and legal advisers where necessary for business operations
• Regulatory bodies: HMRC or other authorities where required by law

We do not sell personal data to third parties. We do not share data with marketing companies or advertisers.

6. Data Retention

We retain personal data for the following periods:

• Active client data: For the duration of the business relationship plus 6 years (to meet accounting and tax obligations)
• Enquiry data (no booking made): 24 months from last contact, then deleted
• Marketing consent records: Until consent is withdrawn
• Website analytics data: 26 months (anonymised)

7. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your data where there is no compelling reason for continued processing
• Restriction: Request that we limit processing of your data in certain circumstances
• Portability: Request transfer of your data to another provider in a structured format
• Objection: Object to processing based on legitimate interest or for direct marketing purposes
• Withdraw consent: Where processing is based on consent, withdraw that consent at any time

To exercise any of these rights, contact us at hello@crewstays.co.uk. We will respond within 30 days. If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or destruction. These include encrypted communications (SSL/TLS), access controls on internal systems, regular software updates, and staff training on data protection responsibilities. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

9. International Transfers

We primarily store and process data within the United Kingdom. Where data is processed outside the UK (for example, by cloud service providers with international infrastructure), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions recognised by the UK Government.

10. Cookies

Our website uses cookies to improve your browsing experience and analyse site traffic. For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "last updated" date at the top of this page indicates when the policy was most recently revised. We encourage you to review this page periodically.

12. Contact Us

For any questions or concerns about this Privacy Policy or our data practices:

CrewStays
11 Station Road, Harold Wood, Romford, RM3 0BP
Email: hello@crewstays.co.uk
Phone: 0208 419 8865