1. Introduction

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KeyPoint Stays (“we”, “us”, “our”) is committed to protecting the privacy and security of personal information belonging to property owners, guests, cleaners, contractors, and website users.

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This Privacy Policy explains:

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• What personal data we collect

• Why we collect it

• How we use it

• Who we share it with

• Your data rights under UK GDPR
   

By using our services, you agree to the terms outlined in this policy.

 

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2. Who We Are

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KeyPoint Stays
Email: Info@keypointstays.com
Phone: 07512989994
Address: 97 Orchard Road, Lutterworth

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We act as a Data Controller when processing owner and contractor data, and as a Data Processor when handling guest data on behalf of booking platforms (e.g., Airbnb).

 

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3. Data We Collect

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We may collect the following categories of data:

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3.1 Owner Information

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• Full name

• Email address

• Phone number

• Property address

• Bank details for payouts

• Compliance documents (Gas Cert, EICR)

• Insurance details

• Access codes, lockbox info, and check-in instructions
   

3.2 Guest Information

(Provided via Airbnb/other platforms, as Data Processor)

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• Full name

• Contact details

• Booking details

• Communication history

• Special requests

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3.3 Cleaner & Contractor Information

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• Contact details

• Payment details

• Work history and logs
   

3.4 Website & Marketing Data

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• Contact form submissions

• IP address

• Cookie data

• Browsing behaviour (via analytics tools)
   

 

4. How We Use Personal Data

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We process personal data for the following purposes:

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4.1 To Provide Short-Let Management Services

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• Managing bookings

• Communicating with owners, guests, and contractors

• Coordinating check-ins, cleaning, and maintenance

• Revenue reporting and payouts

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4.2 Legal & Compliance

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• Verifying ownership

• Ensuring safety compliance

• Maintaining financial records
   

4.3 Business Operations

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• Improving services

• Internal training

• Managing disputes or insurance claims
   

4.4 Marketing Communications

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We may send service updates or offers with your consent.
You can unsubscribe at any time.

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5. Legal Basis for Processing (UK GDPR)

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We process data under the following legal bases:

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• Contractual necessity: To manage your property or booking.

• Legal obligation: Safety records, tax records, regulatory compliance.

• Legitimate interests: Improving services, preventing fraud.

• Consent: For marketing and optional communications.

 

6. Sharing Your Data

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We may share data with:

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• Cleaners and maintenance contractors

• Booking platforms (Airbnb, Booking.com, etc.)

• Payment processors

• IT service providers (CRM systems, scheduling apps, cloud storage)

• Insurance companies when handling claims

• Legal authorities when required
   

We do not sell personal data.

All third-party processors are required to comply with UK GDPR.

 

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7. International Transfers

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Some service providers we use (e.g., cloud tools or booking platforms) may store data outside the UK.

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Where this occurs, we ensure appropriate safeguards such as:

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• Standard Contractual Clauses (SCCs)

• Adequacy decisions

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8. Data Retention

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We keep data only as long as necessary:

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• Owner and property records: Up to 6 years (legal/tax reasons)

• Guest data: 12–24 months, depending on booking platform rules

• Contractor information: Duration of contract + 1 year

• Financial records: 6 years
   

 

9. Data Security

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We take all reasonable steps to protect data, including:

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• Password-protected systems

• Limited internal access

• Encrypted storage where possible

• Secure communication channels

• Staff/contractor confidentiality agreements

 

10. Your Rights Under UK GDPR

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You have the right to:

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• Access your data

• Correct inaccuracies

• Request deletion (“right to be forgotten”)

• Object to processing

• Restrict processing

• Request data transfer (data portability)

• Withdraw consent at any time
   

To exercise your rights, contact us at:

Info@Keypointstays.com 

 

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11. Cookies & Website Tracking

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We may use cookies to:

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• Improve website performance

• Analyse visitor behaviour

• Personalise content
   

You can change cookie settings in your browser at any time.

 

 

12. Changes to This Policy

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We may update this Privacy Policy to reflect legal changes or improvements to our services.

Updated versions will be posted on our website.

 

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13. Contact Us

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If you have any questions about this Privacy Policy or how we handle data,

contact us:

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KeyPoint Stays
Email: Info@keypointstays.com
Phone: 07512989994