Privacy policy.

Who we are

All references to ‘we’, ‘us’ or ‘the company’ in this Privacy Notice refer to the following organisation:

Stayspace Property Limited
20 Wenlock Road,
London.
N1 7GU
United Kingdom

Telephone: +44 (0)207 138 3030
Email: hello@stayspace.co
Web: stayspace.co

Who this Privacy Notice applies to

This Privacy Notice sets out how we use personal data for the following individuals:

  • Our clients (Hosts) who are individuals, as well as representatives or contact persons of our clients who are legal entities (collectively referred to as ‘clients’ in this Privacy Notice for ease of reference).

  • For the avoidance of doubt, clients refer to customers of our property management service, not any other parties, including guests staying within our properties, or franchise partners.

Our role in the processing of your personal data

Where we choose, or assess whether to choose, to enter into a business relationship with a client, we are the controller of any personal data that you give to us for the purpose of enabling that business relationship. This means that we are responsible for deciding how we collect, use, and store information about you regarding our relationship.

How to contact our data protection officer

Email hello@stayspace.co

Your personal data that we process

Within the scope of the client relationship, we collect the following personal data directly from you:

Personal Identification and Contact Information

We collect this data to help you set up your account and to (when required) create an Airbnb account on your behalf. In some jurisdictions, we may be required to hold this information as part of our regulatory compliance.

  • Personal Identification Information:First name, last name, title, date of birth, photo ID and, in some locations, Identity Number.

  • Contact Information:Address, email address, and phone numbers.

Demographic Information

We may collect this information during the sales process to help us understand who our customers are so that we can better tailor our services.

  • Gender: Gender category

  • Employment Status: Category of employment status

  • Age Category: Approximate Age

Existing Airbnb Account Information

Where you already have an existing Airbnb account, we have access to this data when you delegate the management of the account to us.

  • Existing Personal Identification Information:First name, last name, title, date of birth, photo ID.

  • Financial History:Records of previous bookings and transactions.

Managed Property Information

We collect this data so that we can advertise your property on short term rental marketplaces, and where required to register the property with local authorities.

  • Address: Address of properties being managed on behalf of the client.

  • Licence Number: Any property licence number relating to local property rental laws.

  • Property Documentation: Depending on where your property is located, we may capture Property Deed, First Occupancy License, Energy Efficiency Certificate, or other property documentation required by local authorities.

  • Police Registration Access Details: In jurisdictions where the property is required to be registered with local police authorities, we will capture or request your access details (login information) to allow us to administer your property.

  • Property Registry Details: Cadastral Reference

Financial Information

We collect this data for accounting purposes, and so that we can collect our fees for managing your property or pay you any monies owed.

  • Bank Account Details: Including account numbers and sort codes for transaction purposes.

  • Payment History and Details: Records of transactions, payments made, and amounts owed.

Business Information

If your property is registered to a business we collect this data for accounting purposes.

  • Business Details: Business Name, Registered Address (for individuals whose property arrangements are linked to business entities).

Legal and Regulatory Information

We collect this data to protect both you and us in case there is any dispute around our service.

  • Contracts and Agreement Details: Documentation of the terms of our financial arrangements with you.

  • Legal Claims or Proceedings: Information related to any legal actions involving you that might affect our relationship.

Transactional Data

We collect this data for accounting purposes, which includes giving you an itemised breakdown of revenue and costs relating to the management of your property.

  • Account Transactions: Detailed records of transactions related to the client arrangements, including dates, amounts, and descriptions.

  • Invoices and Statements: Copies of billing documents sent to or received from you.

Communication Records

We collect this data for training purposes, to help us provide you with clear and accurate information about the service we are providing you, and to protect both you and us in case of any dispute around our service.

  • Correspondence: Copies of communications between you and us, including emails, letters, and notes from phone calls.

  • Customer Service Records: Details of interactions with our customer service teams, including inquiries, complaints, and feedback.

Sources of your personal data

Most of the personal data that we process is sourced directly from you.

In addition, in some circumstances we will collect personal data from third-party agencies or publicly available sources in order to fulfil the purposes for processing your personal data outlined in this Privacy Notice.

Who we share your personal data with

We only transfer your personal data to external recipients if you have consented or if this is permitted by law.

In the course of processing your personal data, we may also disclose your personal data to the following recipients.

  • Operational Service Providers (e.g. Cleaners, Photographers, Maintenance Providers)

  • Credit reference agencies

  • Debt collection agencies

  • Legal and professional advisors

  • Regulatory bodies and law enforcement

  • Banks and financial institutions

  • Insolvency practitioners

  • Other creditors

The data is transferred to the above recipients for accounting purposes, to contractual and legal obligations, and to assert, exercise or defend our legal interests (if necessary). 

How long we keep your personal data for

We will delete your personal data as soon as the purposes for storing it mentioned in the ‘Purposes of data processing’ section above no longer apply, you object to the use of your personal data, or you revoke your previously given consent. However, your personal data may also be stored beyond this, in particular in the following cases:

  • If there are outstanding obligations from the contractual relationship

  • If a deletion conflicts with contractual, legal or statutory retention periods

  • For the assertion, exercise or defence of legal claims

  • If this is required for the fulfilment of a legal obligation to which we are subject.

Your rights

You have the following rights under the General Data Protection Regulation:

  • right to be informed about how your data is used;

  • right of access to your personal data;

  • right to correction or rectification of your data;

  • right to request deletion of your data;

  • the right to object to the processing of your data;

  • the right to restrict the processing of your data;

  • the right to not be part of automated decision making;

  • the right to data portability.

Should you wish to exercise the above rights, please send an email to the following email address: privacy@passthekeys.com

In most cases, we will respond to any requests to exercise your rights free of charge and within one month, if not before.

Further information on your right to object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out in the public interest or based on our legitimate interests.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate interests for the processing which override your interests, rights and freedoms, or the processing serves the assertion, exercise or defence of legal claims.

The objection can be made without any formalities.

Further information on your right to withdraw consent

In addition, if you have consented to the processing of your personal data, you may revoke your consent at any time. Please note, however, that the lawfulness of the data processing that took place until the revocation is not affected in this case.

Complaints

If you are unhappy with any aspect of this privacy notice, or how your personal data is being processed, please contact our data protection officer.


For clients residing in the United Kingdom or non-EU member states:

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

By post:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Live chat: https://ico.org.uk/global/contact-us/live-chat

Email: casework@ico.org.uk

Telephone: +44303 123 1113

For clients residing in the EU member states:

You also have the right to lodge a complaint with the data protection authority of your country.

You can find the details of your local DPA on the European Data Protection Board website.