Privacy Policy

Last Updated: 09.06.2025

1. Introduction

Eden Short Term Stays Ltd operates a serviced accommodation management business, providing property management services to property owners and accommodation services to guests. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you:

• Book and stay at properties we manage (as a Guest)

• Contact us to enquire about our management services (as a Property Owner)

• Engage us to manage your property (as a Client)

• Visit our website or use our services

By using our services or engaging with us, you consent to the collection and use of information in accordance with this policy.

2. Information We Collect

Information from Guests

Booking and Stay Information:

• Full name and contact details (email, phone number, address)

• Payment information and billing details

• Government-issued ID or passport details for verification

• Date of birth and nationality

• Emergency contact information

• Special requirements, accessibility needs, or preferences

• Check-in and check-out dates

• Guest reviews and feedback

• Communication records and booking history

Information from Property Owners (Enquirers)

Initial Enquiry Information:

• Name and contact details (email, phone number)

• Property address and basic details

• Current property status and rental history

• Investment goals and management requirements

• Communication records and meeting notes

• Financial information discussed during consultations

• Mortgage Agreements and freehold / lease information 

Information from Clients (Property Owners Under Management)

Property Management Information:

• Full name, company details, and contact information

• Property ownership documentation and legal details

• Bank account and payment processing information

• Tax identification numbers and financial records

• Insurance details and policy information

• Property condition reports and maintenance records

• Revenue and expense data

• Communication history and service preferences

• Emergency contact information

Website and Digital Information (All Users)

• IP address and device information

• Browser type and operating system

• Website usage data and analytics

• Cookies and tracking technology data

• Marketing preferences and communication history

Automatically Collected Information

We automatically collect certain information through:

• Website cookies and similar tracking technologies

• Server logs and analytics tools

• Security cameras at managed properties (where legally permitted and disclosed)

• Property management software and booking platforms

3. How We Use Your Information

For Guests

Service Delivery:

• Processing bookings and managing reservations

• Facilitating check-in/check-out procedures

• Providing accommodation services and customer support

• Managing payment processing and billing

• Ensuring property security and guest safety

Legal and Operational Requirements:

• Identity verification and fraud prevention

• Complying with hospitality and safety regulations

• Maintaining guest records for legal compliance

• Tax reporting and accounting purposes

For Property Owner Enquirers

Business Development:

• Responding to management service enquiries

• Providing property valuations and market analysis

• Preparing management proposals and contracts

• Conducting property assessments and consultations

• Following up on potential business opportunities

For Clients (Property Owners Under Management)

Property Management Services:

• Managing property listings and bookings

• Coordinating maintenance and cleaning services

• Processing rental income and expense payments

• Providing financial reporting and tax documentation

• Handling guest communications and issues

• Managing property insurance and compliance matters

• Maintaining property condition and inventory records

General Business Operations (All Users)

• Improving our services and customer experience

• Conducting market research and business analytics

• Sending service-related communications and updates

• Marketing our services (with appropriate consent)

• Ensuring compliance with legal and regulatory requirements

4. Legal Basis for Processing

We process your personal information based on:

• Contractual necessity for providing accommodation or management services

• Legal obligations including tax, safety, hospitality, and regulatory requirements

• Legitimate interests in operating our business, preventing fraud, managing properties, and improving services

• Consent for marketing communications and certain data processing activities

5. Information Sharing and Disclosure

Service Providers and Business Partners

• Payment processors and financial institutions

• Property management and booking platform providers

• Insurance companies and legal advisors

• Cleaning, maintenance, and repair service providers

• Accounting and tax preparation services

• Customer service and communication platforms

• Marketing and analytics service providers

Property-Related Sharing

For Guest Information:

• Property owners (our clients) may receive guest information necessary for property management

• Emergency services and local authorities when required for guest safety

• Insurance companies for claims processing

For Client Information:

• Booking platforms and travel agencies for property listings

• Maintenance and service providers for property management

• Financial institutions for payment processing

• Insurance providers and assessors

Legal and Regulatory Requirements

• Law enforcement agencies and regulatory bodies

• Courts and legal proceedings as required

• Government authorities for tax, compliance, and safety purposes

• Health and safety authorities during emergencies

We do not sell, trade, or otherwise transfer personal information to third parties for their independent marketing purposes without explicit consent.

6. Data Security

We implement comprehensive security measures to protect personal information:

Technical Safeguards:

• Encryption of sensitive data during transmission and storage

• Secure payment processing systems and tokenization

• Regular security assessments and vulnerability testing

• Multi-factor authentication for system access

• Secure cloud storage with backup and recovery systems

Organizational Measures:

• Staff training on data protection and privacy

• Access controls based on job responsibilities

• Regular privacy and security policy updates

• Incident response and breach notification procedures

• Vendor security assessments and contracts

7. Data Retention

We retain personal information for different periods based on the relationship and legal requirements:

Guest Information:

• Booking and stay records: Up to 7 years after last stay (for legal and tax compliance)

• Payment data: As required by financial regulations

• Identity verification records: As required by hospitality regulations

Property Owner Enquirer Information:

• Enquiry records: Up to 3 years or until consent withdrawn

• Consultation and proposal data: Up to 5 years for business records

Client Information:

• Management contract duration plus 7 years (for legal and tax compliance)

• Financial records: As required by accounting and tax regulations

• Property condition records: For insurance and liability purposes

General Data:

• Marketing data: Until consent withdrawn or as legally required

• Website analytics: Typically 24-26 months

• Communication records: As needed for business and legal purposes

8. Your Rights

You have the following rights regarding your personal information:

Access and Information:

• Request access to your personal information

• Receive information about how your data is processed

• Obtain a copy of your data in a portable format

Correction and Updates:

• Request correction of inaccurate or incomplete information

• Update your contact details and preferences

• Modify your service requirements

Deletion and Restriction:

• Request deletion of your personal information (subject to legal retention requirements)

• Request restriction of processing in certain circumstances

• Object to processing based on legitimate interests

Communication Preferences:

• Withdraw consent for marketing communications

• Opt-out of non-essential communications

• Update communication channel preferences

To exercise these rights, please contact us using the information in the Contact section. We will respond within the timeframes required by applicable law.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Enable website functionality and user authentication

• Remember your preferences and login status

• Analyze website traffic and user behavior

• Provide personalized content based on your user type (guest, property owner, client)

• Improve website performance and security

• Facilitate booking and enquiry processes

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality and your ability to use our services effectively.

10. Third-Party Services and Links

We work with various third-party services including:

• Booking platforms and channel managers

• Payment processors and financial services

• Property management software providers

• Marketing and analytics platforms

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external sites and encourage you to review their privacy policies.

11. International Data Transfers

As we work with international guests and may use global service providers, your personal information may be transferred outside your country of residence. We ensure appropriate safeguards through:

• Adequacy decisions by relevant data protection authorities

• Standard contractual clauses approved by regulators

• Binding corporate rules and certification schemes

• Vendor agreements with appropriate data protection clauses

12. Marketing Communications

For Property Owner Enquirers: We may contact you about our management services, market updates, and relevant business opportunities.

For Clients: We may send service updates, financial reports, property performance data, and relevant business communications.

For Guests: With consent, we may send information about properties, special offers, and accommodation updates.

You can opt-out of marketing communications at any time through unsubscribe links, account settings, or by contacting us directly.

13. Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

• Notify relevant supervisory authorities within 72 hours (where required)

• Inform affected individuals without undue delay

• Provide information about the nature of the breach and steps being taken

• Offer guidance on protective measures you can take

14. Children's Privacy

Our services are intended for adults and business entities. We do not knowingly collect personal information from individuals under 18 years of age. If we become aware of such collection, we will delete the information promptly.

15. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, services, technology, or legal requirements. We will:

• Post the updated policy on our website with a new "Last Updated" date

• Notify clients and regular users of significant changes via email

• Provide reasonable notice before implementing material changes

• Maintain previous versions for reference where legally required

16. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices:

Eden Short Term Stays Ltd

• Email: edenshorttermstays@gmail.com

• Phone: 07437010067

• Address: 282 Leigh Road, Leigh On Sea, Essex, SS9 1BW

For specific enquiries:

• Property Management Enquiries: edenshorttermstays@gmail.com or +44 7437010067

• Guest Services: edenshorttermstays@gmail.com or +44 7437010067

• Client Services: edenshorttermstays@gmail.com or +44 7437010067

• You also have the right to lodge a complaint with your local data protection authority if you believe your privacy rights have been violated.

 

This Privacy Policy is effective as of the date listed above and forms part of our Terms of Service. It should be read alongside our Management Agreements, Booking Terms, and other relevant service agreements.