Privacy Policy

At PolkaStays, your privacy is important to us. This policy explains how we collect, use, and protect your personal data.

We comply with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018 (UK)
  • Any applicable data protection laws for our guests in the UK and EU

By using our website or booking a stay with us, you agree to this policy.

Information We Collect

  • Name, email, phone number, and address
  • Booking details: dates, number of guests, special requests
  • Payment data (processed via secure third-party providers – we don’t store card details)
  • Device and usage data (IP address, browser, OS, and cookies)
  • Communications with our team (emails, support messages)

Why We Collect Your Data

  • To process and confirm your booking
  • To provide key information before, during, and after your stay
  • To manage support requests and feedback
  • To meet legal and regulatory requirements
  • To improve our service and website

Legal Grounds for Use

We rely on the following lawful bases:

  • Contract (to provide our services)
  • Legal obligation (such as safety or tax rules)
  • Legitimate interests (business operation and improvement)
  • Consent (for optional features like marketing)

When We Share Your Data

We only share when necessary, including with:

  • Hostaway (our property management platform)
  • Payment processors
  • Cleaning and maintenance partners
  • Authorities, if legally required
  • Your data is never sold or rented.

How Long We Keep Your Data

  • Only as long as needed for bookings, support, or legal purposes
  • We securely delete or anonymise it when no longer required

Cookies

  • We use cookies for analytics and to improve your website experience
  • You can manage cookies via your browser settings

Your Rights

You have the right to:

  • Access the data we hold on you
  • Request a correction or deletion
  • Object to or limit how we use your data
  • Withdraw consent for optional processing
  • Complain to the Information Commissioner’s Office (ICO) via https://ico.org.uk

Contact Us

If you have questions about your data or this policy:

PolkaStays (Polka Group)

📧 Email: support@polkagroup.co.uk

📞 Phone: +44 7958 968029