Introduction

This privacy policy tells you what to expect when Suite Hub Limited (“we”, “us”, “our”) collects personal information about you when you use www.suitehub.com, email us or phone us.

Suite Hub Limited is committed to protecting your personal information when you use Suite Hub services. Whenever you provide such information we will only use your information in line with all applicable data protection laws, including the General Data Protection Regulation (GDPR). Your information will be kept in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

About Us

For the purposes of the Data Protection Act 1998 (“the Act”) and the General Data Protection Regulation (“GDPR”), the data controller is Suite Hub Limited (company number: 6293944) whose registered office is Queen Anne House, 25–27 Broadway, Maidenhead, Berks SL6 1LY.

Our Privacy Promise

• We promise to collect, use and store your personal data in a safe and secure way.
• We promise to only use your personal data for the specific purposes stated.
• We promise to keep you informed about how we use your information and who we give it to.

Information We May Collect From You

We only seek to gather information from you that we need in order to provide our services. This includes your full name, telephone number, email address and date of birth. We may also need to take the names of other guests, as long as they are over 18 years of age. We also ensure we take down details of your booking enquiry such as length of stay, accommodation type and the budget for your stay.

We collect some information from you when you visit our website via cookies. This helps us improve our website and your overall experience. The information we collect includes your IP address, language settings and what browser you’re using.

Please note if someone is booking your accommodation on your behalf, we may collect your information from them directly. We never collect or store your payment information.

Why Do We Collect Your Information?

We only seek to gather information from you that we need in order to provide our services. Primarily, your information is used so that we can communicate with you and process your accommodation enquiry. We email you with accommodation options after you make an enquiry with us and may contact you by phone to help you make an informed choice.

Unless a booking proceeds, we will never share any of your information with anyone. Once a booking has been completed, we will keep your information for no longer than 6 years to comply with regulatory bodies such as HMRC.

We like to keep in touch with you with relevant marketing emails, letters and phone calls should you opt-in when making an enquiry on our website. These efforts include promotions, company and industry news, competitions and special offers.

How Do We Obtain Your Information?

• Website — We take your information via our enquiry forms and online booking form on our website.
• Telephone — When you call us to make an accommodation enquiry, we will ask and collect the information we need to process your enquiry.
• Email — When you email us to make an accommodation enquiry, we will collect the information we need to send you accommodation options.
• Social Media — We may sometimes use your information in response to a social media campaign, such as a promotion or competition.

How Do We Contact You?

During the booking process: We will contact you by phone or email to provide accommodation options, discuss and answer questions, arrange property viewings and proceed with your booking. We also like to contact either the booker or the guest during their booking to ensure everything is satisfactory and to resolve any requests or problems.

Marketing: With your consent, we may contact you by email, phone or letter to let you know about promotions, special offers, competitions or industry and company news.

Information We May Share With Others

We share your information only so that we may process your booking. As a booking agent, once you confirm that you wish to proceed with a particular property option, we will share your information with the Apartment Provider that operates that option. The information we share is your full name, email address, telephone number, other guest names (if over 18) and the number of guests.

Please note that we require all of our Apartment Providers to sign our provider terms and conditions which binds them to strict data privacy requirements. If your booked property resides outside of the EU, your information may be transferred to a country without the same data protection standards in place.

We may also share your information in the event that we sell our company, enter into a joint venture, or need to submit or defend a legal matter, and to comply with legal obligations.

Children’s Personal Data

To both book and stay in one of our properties, one has to be over 18. We will never ask for the names of any guests under the age of 18, but may require their ages for logistical reasons such as bed configuration, high chairs and cots.

How We Store Your Information

The security of your personal data is very important to us. All information provided is secured and stored in our industry-leading cloud-based software systems, all of which require personal logins from our members of staff. We have made sure that only those that need to view your data for the purposes laid out in this privacy policy can do so, with the help of security roles and restrictions within our systems.

Your Data Rights

As a user of our services, you have the following rights in relation to the information we hold about you:

• Right to be informed — You have a right to be informed in a clear, transparent and easily understandable way about how we use your personal information.
• Right of access — You can request access to your personal information at any time. We can tell you what information we hold, why we hold it and who it may have been shared with.
• Right to rectification — If you notice that your data is inaccurate, you can request for it to be corrected by emailing enquiries@suitehub.com.
• Right to restrict processing — You have the right to restrict the processing of your data. We only use your data to process your booking and any restriction request will take effect after your booking has been completed.
• Right to object — If you feel your data has been processed incorrectly or unfairly, you have the right to object by contacting us.
• Right to erasure — If you decide you don’t want us to store your data, you can request deletion. We will only retain data if we are under a legal obligation to do so.
• Right to withdraw consent — Where we rely on your consent to process your information, you have the right to withdraw that consent at any time.
• Right to complain — If you think we are using your information in a way which breaches data protection law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

How to Contact Us

Email: enquiries@suitehub.com
Phone: +44 (0) 203 743 7474
Hours: Monday to Friday, 9:00am – 5:30pm GMT