Impressive Property Solutions LLP - Privacy Policy
Effective date: 15 July 2024
Last updated: 7 January 2026
- Who we are
- What personal data we collect
- How we collect your information
- Why we use your data (purposes)
- Lawful bases for processing (UK GDPR)
- Who we share your data with
- International transfers
- How long we keep your data (retention)
- CCTV and smart lock details
- Security
- Your rights
- Marketing
- Cookies and website analytics
- Children
- Complaints
- Changes to this policy
1. Who we are
Impressive Property Solutions LLP provides serviced accommodation and short-stay accommodation services, including taking bookings, communicating with guests, and managing stays.
For data protection purposes, we are the "data controller" for the personal data described in this policy.
Partners: Andrew Findlay, Sunathee Findlay, Nicholas Findlay, Nicole Findlay.
Contact details (please complete where applicable):
- Data Controller: Andrew Findlay
- Registered office: 218 Lower Hillmorton, Rugby, Warwickshire, CV21 3TS.
- Email: [Andrew.findlay@impressive-property-soultions.co.uk]
- Phone: [+44 7710 533762]
- Website: [https://impressive-property-so...]
2. What personal data we collect
We may collect and process the following categories of personal data:
2.1 Booking and guest information
- Name, email address, phone number
- Country (if overseas), Town/city of residency (Fire safety)
- Booking details (dates, property, number of guests, special requests)
- Names of additional guests (where needed for check-in and property rules)
- Vehicle registration
2.2 Payment and transaction information
- Payment status, amounts, invoices, and transaction references
- We typically do not store full payment card details; payments are usually handled by third-party payment processors
2.3 Communications and support
- Emails, WhatsApp messages, Phones, Complaint handling, and Maintenance reports
2.4 Property access and security
- Smart lock information (e.g., codes issued and access logs such as date/time of entry where supported by the system)
- 3 External CCTV footage (front, back & side of the property). We use CCTV for safety and security purposes; it is not installed inside private accommodation areas
2.5 Special category data
We do not normally need special category data (for example, health information); however, if you choose to share accessibility needs or other sensitive information, we will use it only to support your stay and handle it with additional care.
3. How we collect your information
We collect personal data:
- Directly from you via channel manager (enquiry forms, direct bookings, emails/messages, WhatsApp, phone calls)
- From booking platforms where you book via them (Logify, Airbnb & Booking.com)
- Via our booking and property management tools (Logify) where used to manage bookings and communications
- From corporate bookers/agents (where they arrange accommodation for you)
- From service providers (e.g., payment processors) where needed to take payments and manage bookings
4. Why we use your data (purposes)
We use your personal data to:
- Provide and manage bookings and your stay (including check-in/out and guest communications)
- Take payments, deposits, refunds, and manage invoices/accounts
- Prevent fraud, protect our properties, and keep guests and neighbors safe
- Provide customer service, handle complaints, and recover lost property
- Comply with legal obligations (e.g., accounting and tax) and respond to lawful requests
- Improve our services and website (analytics and feedback)
- Send marketing where permitted (see section 12 - Marketing)
5. Lawful bases for processing (UK GDPR)
We process personal data under one or more of the following lawful bases, depending on the activity:
- Contract - to take and manage bookings and provide accommodation services
- Legal obligation - for accounting/tax and responding to lawful requests
- Legitimate interests - property security, fraud prevention, operational communications, and service improvement (balanced against your rights)
- Consent - for certain marketing activities and non-essential cookies (where required)
6. Who we share your data with
We may share personal data with trusted third parties where necessary, including:
- Booking platforms and channel partners you use (including Airbnb and Booking.com)
- Payment processors and banking providers
- Booking and property management systems (including Logify)
- Cleaning, laundry, maintenance, and contractor services (only what they need to do the job)
- Accountants, insurers, and professional advisers
- IT, communications, and hosting providers (email, cloud storage, security, website hosting)
- Authorities (police, local authorities, HMRC, courts) where legally required
We do not sell your personal data.
7. International transfers
Some of our suppliers (including booking platforms such as Logify, Booking.com & Airbnb) may process personal data outside the UK. Where this happens, we take steps to ensure appropriate safeguards are in place, such as adequacy regulations and/or approved contractual protections.
8. How long we keep your data (retention)
We keep personal data only as long as necessary for the purposes set out in this policy. Typical retention periods are:
Record type | Typical retention period |
Booking and invoice records | 6 years (or longer if required by law, audit, or an ongoing dispute) |
Enquiries with no booking | Up to 12 months |
Guest communications and support records | Up to 12 months (longer where needed for disputes/complaints or repeat customers) |
Smart lock access logs | Up to 6 years (or longer if needed for incident investigation & for HMRC purposes) |
CCTV footage | Until it's overwritten normally for 30 days but no more than 42 days, unless required for incident investigation |
Website analytics data | As configured in our analytics tools, typically up to 26 months |
Where retention periods differ for a specific property, booking channel, or legal requirement, we will apply for the longer period as needed.
9. CCTV and smart lock details
CCTV: Where CCTV is in use, it is intended for safety and security (for example, deterring and detecting crime and investigating incidents). CCTV is not used to monitor guests inside private accommodation areas. Appropriate signage will be displayed for CCTV operating.
Smart lock: We use a smart lock on the front door to support secure access and operational management. It creates access logs (such as date/time of access). We use this information for security and to manage access issues.
10. Security
We use appropriate technical and organisational measures to protect personal data, such as access controls, secure storage, and limiting access to those who need it for their role. No method of transmission or storage is completely secure, but we work to reduce risk.
11. Your rights
You have rights under UK data protection law, including:
- Access to your personal data
- Correction of inaccurate data
- Erasure (in some circumstances)
- Restriction of processing
- Data portability (where applicable)
- Objection to processing (especially where we rely on legitimate interests)
- Withdraw consent (where processing is based on consent)
To exercise your rights, contact us using the details in section 1.
12. Marketing
We may send service messages that are necessary (for example, booking confirmations and check-in details). For marketing, we will only send a digital flyer and a link to directly book with us next time.
13. Cookies and website analytics
If you book directly through our website, we personally do not use cookies or similar technologies but if you use third-party (Logify, Airbnb & Bokking.com) booking widgets or tools, their cookies and privacy practices will apply.
14. Children
Our accommodation is not intended to be booked by children. If a child’s data is provided as part of a family booking, we use it only to manage the stay.
15. Complaints
If you are unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113 (Monday-Friday, 9am - 5pm)
Phone (Overseas): +44 1625 545745.
ICO website: https://www.ico.org.uk
16. Changes to this policy
We may update this policy from time to time. The latest version will be published on our website and will show the updated date at the top.