Introduction
This privacy policy tells you what to expect when Suite Hub Limited (“we”, “us”, “our”) collects personal information about you when you use 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 Protect 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 SL61LY.
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, which are called cookies. It 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, instead of from you. We’re pleased to advise that 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. We also like to speak to you on the phone about your requirements and help you make an informed choice. Although when placing a booking, this can be done yourself on our website, we may by email or phone contact you for the process of administering your booking.
Unless a booking proceeds, we will never share any of your information you provide us with anyone. Once a booking has been completed, we will keep your information for no longer than 6 years. This is also to comply with regulatory bodies such as Her Majesties Revenue & customs (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 on our website, and also from our online booking form when you want to proceed with an option we have offered you.
Telephone: When you call us to make an accommodation enquiry, we will ask and collect the information that we need in order to process your enquiry and send you accommodation options.
Email: When you email us to make an accommodation enquiry, we will look for and collect the information that we need in order to process your enquiry and send you accommodation options.
Social Media: We may sometimes use your information in response to a social media campaign. For example, we may run a promotion or competition and if you winner may be contacted.
How do we contact you?
During the booking process: We will contact you by phone or email in order to provide you accommodation options, discuss and answer questions, arrange property viewings and then proceeding with your booking. We also like to contact either the booker or the guest staying in the property during their booking to ensure everything is satisfactory, to resolve any requests or problems, or to ask about any possible extensions to the booking or any future booking requirements.
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 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 and book 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.
Please note we may share your information to others in the event that we sell our company, introduce, joint venture or purchase another business or company, or for when we may need to submit or defend a legal matter. We may also have to disclose your information to assist and comply with legal obligations.
Children’s personal data
We only require the names of those booking the apartment, and/or staying in the apartment as guests. 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 that are under the age of 18, but may require their ages for logistic reasons. For example, it helps us know how to set up beds, provide high chairs and cots if we know the ages of children.
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 view your data with the help of security roles and restrictions within our systems.
Your data rights
As a user of our services, in relation to the information we hold about you. you have rights as an individual which you can exercise.
You have a right to be informed in a clear, transparent and easily understandable way about how we use your personal information and about your rights. This is why we are providing you with the information in this policy. If you require further information about how we use your personal data, just let us know.
You can request access to your personal information by making a ‘Personal information request’. We can tell you what information we hold about you, why we are holding it and who it may be shared with. If it’s been shared, this will only have been with a property that you have made a reservation with. Further to this, you may request a full copy of the personal information we hold for you which we will send to you. You can do this by contacting us at any time.
If you notice that your data is inaccurate you can request for it to be rectified. Just send an email to enquiries@suitehub.com and we will make the relevant corrections.
You have the right to restrict the processing of your data. We only use your data to process your booking and if you request us to restrict any processing then this will take place after your booking and stay has been completed. Further to this, if you feel your data has been processed incorrectly or unfairly then you have the right to object to the processing of this data. You can do this by contacting us.
If you decide that you don’t want us to store your data anymore then you can request it to be deleted. Just contact us and we will delete all of your personal data. We will only retain your data if we’re under a legal obligation to do so or we need to keep it to establish, exercise or defend a legal claim, and you will always be informed in these scenarios.
If you think that we are using your information in a way which breaches data protection law, you have the right to lodge a complaint with your national data protection supervisory authority (if you are in the UK, this will be the ICO).
In the limited circumstances where we are relying on your consent (as opposed to the other bases set out above) to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another compelling legitimate interest in doing so.
How to contact us
Email: enquiries@suitehub.com
Phone: +44 (0) 203 743 7474
