Ideal Host Privacy Notice

This privacy notice explains how Ideal Host (“we”, “our”, “us”) collects, uses, and protects your personal information when you visit our website www.ideal-host.co.uk, make a booking, o r otherwise interact with us.

It also explains your rights under UK data protection law and how you can contact us if you have questions or concerns about how we handle your data.

1. Contact details

Company Name: Ideal Host

Email: info@ideal-host.co.uk

If you have any questions about this Privacy Notice or our data practices, please contact us using the details above. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection (www.ico.org.uk).

2. Scope of this notice

This privacy notice applies to all personal information collected through:

• Our website (www.ideal-host.co.uk)

• Direct bookings (via our website www.ideal-host.co.uk), enquiries, or com munications with us

• Surveys, feedback forms, or marketing interactions

It does not cover data collected by third-party websites or services not controlled by Ideal Host. If you access external links or use third-party platforms (such as Stripe, Google, or Facebook), their own privacy policies will apply.

3. What information we collect

a. Information you provide

We collect personal information that you voluntarily provide when you:

• Make a booking or enquiry

• Sign up for updates or marketing communications

• Participate in surveys or feedback forms

This may include:

• Full name

• Age

• Gender

• Email address

• Telephone number

• Address

• Booking details (e.g., property, payment records, dates of stay, number of guests)

• Special requirements or preferences (if disclosed, e.g., accessibility needs, dietary information)

We do not intentionally collect information from children under 18, and bookings must be made by adults.

b. Automatically collected information

When you visit our website, we may automatically collect:

• Device type and operating system

• Browser type

• IP address and general location

• Pages visited and time spent on the site

This is used in aggregated form to understand website performance and improve functionality.

4. How we use your personal information

We may use the personal information you provide for the following purposes:

• To process and manage your booking: This includes confirming reservations, processing payments, and sending booking-related communications.

• To deliver customer service: We use your details to respond to enquiries, resolve issues, and provide support before, during, and after your stay.

• To improve our website and services: We analyse how visitors use our website to enhance functionality, usability, and overall guest experience.

• To respond to specific requests: When you contact us with questions or feedback, we use your information to provide a tailored response.

• To maintain website security and integrity: We may use data to detect and prevent fraud, unauthorised access, or other security risks.

• To send service updates and marketing communications: We may contact you with news, offers, or promotions relevant to our properties and services. These communications may be sent via email, post, telephone, or other methods. You can opt out of marketing messages at any time by contacting us.

• To personalise your experience: tailoring recommendations and offers to your interests, without automated decisions that have legal or significant effects

• To conduct surveys and gather feedback: detecting fraud, complying with legal obligations, maintaining IT security

5. Disclosures of your information

We do not sell your personal information. We may share it only with:

• Payment processors: e.g., Stripe (PCI-DSS compliant). We do not store your card details. See Stripe’s privacy policy: www.stripe.com/gb/privacy

• Service providers and contractors: e.g., IT support, website hosting, analytics providers (under strict confidentiality and data protection obligations)

• Authorities or regulators: where required by law

Where we use analytics tools such as Google Analytics, information is anonymised or pseudonymised wherever possible.

6. Lawful bases and data protection rights

We rely on one or more of the following lawful bases under UK GDPR:

• Contract: To manage and fulfil your booking and provide our services

• Legal obligation: To comply with tax, accounting, or regulatory requirements

• Legitimate interests: For service improvements, security, and relevant marketing (where consent is not required)

• Consent: Where you actively agree to receive marketing communications or provide optional information

You have the following rights under UK data protection law:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

To exercise your rights, please contact us at info@ideal-host.co.uk . We will respond within one month.

7. Cookies and tracking technologies

Our website uses cookies and similar technologies to:

• Make the site function properly

• Analyse usage and improve performance

• Provide relevant advertising (where applicable)

8. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• Bookings and accounting records: up to 7 years (to comply with legal/tax obligations)

• Marketing communications: until you withdraw consent or unsubscribe

• Enquiries: up to 2 years (unless you become a customer)

We securely delete or anonymise data when no longer needed.

9. Security

We use appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, or misuse. While no system is completely secure, we regularly review and update our practices to ensure your data is safeguarded.

10. Updates to this privacy notice

We may update this privacy notice from time to time. Any significant changes will be communicated via our website or directly to you if appropriate.

Last updated: October 2025