Privacy Policy

At Bristol Stays, we are committed to protecting your personal data and ensuring your privacy is respected in accordance with UK data protection law, including the UK GDPR, the Data Protection Act 2018, and the Immigration (Hotel Records) Order 1972.

This Privacy Policy explains how we collect, use, store, and share your information when you use our direct booking website or stay at one of our properties.

1. Who We Are

Bristol Stays is the trading name under which we manage a small portfolio of short-term rental properties in Bristol. These include:

• Two family-run properties operated personally by us, Jaya Chakrabarti and Stuart Gallemore (not VAT registered) and
• One city-centre property (Duel House, Bristol), which is operated personally by us, Jaya Chakrabarti and Stuart Gallemore, as co-hosts on behalf of Big Red Square Ltd, a VAT-registered company.

While all bookings and guest communication are managed through Bristol Stays, Big Red Square Ltd is the data controller for all properties and is registered with the UK Information Commissioner’s Office (ICO).

Note: The slightly different arrangements between the properties are due to VAT status. Duel House is owned by Big Red Square Ltd, a VAT-registered company, whereas the other properties are operated by us personally and are not VAT-registered.

Although we, Jaya Chakrabarti and Stuart Gallemore, are directors of Big Red Square Ltd, the VAT structure requires us to manage each property under the appropriate legal entity.

For privacy-related enquiries, you can contact us via the contact form at: www.bristolstays.com/contact

2. Information We Collect

We are required to collect personal information when you book a stay, contact us, or use our website. This may include:

• Full name
• Email address
• Mobile phone number
• Nationality
• For non-British, Irish, or Commonwealth guests: passport or ID number and next destination (as required by the Immigration (Hotel Records) Order 1972)
• Booking details (arrival and departure dates)
• Payment information (processed via Stripe)
• IP address and website usage data (via Google Analytics)

3. How We Use Your Information

We use your data to:

• Manage and fulfil bookings
• Send access codes, invoices, and stay instructions
• Comply with legal obligations under UK immigration law
• Maintain insurance coverage and regulatory compliance
• Occasionally send business-related promotional offers to companies booking on behalf of employees (not to non-business guests)
• Monitor and improve our website using analytics

We do not sell your data or use it for third-party advertising.

4. Legal Basis for Processing

We process your personal data under the following lawful grounds:

• Contractual obligation: To manage and fulfil your booking
• Legal obligation: To comply with immigration and record-keeping regulations
• Legitimate interest: To operate and improve our business and protect our guests
• Consent: For analytics cookies and any marketing communications (only if applicable)

5. Sharing Your Information

Your data is only shared with GDPR-compliant third parties essential to delivering our services:

• Hostex – property and booking management system
• Xero – our accounts system
• Stripe – payment processor
• Our insurers – to maintain appropriate coverage
• Government authorities – if required for legal compliance

All third parties process data under data processing agreements and only for the purposes required.

6. Data Storage and Retention

We store your personal data securely in Hostex.

We retain details of the customer paying the invoice for our accounts records, which we are obliged to do for seven years.

In line with UK immigration regulations, we retain guest data for 12 months after the end of your stay. After that period, your personal data is securely deleted.

7. Your Rights Under GDPR

You have the right to:

• Request access to your personal data
• Request correction of any inaccurate information
• Request deletion of your data, where appropriate
• Object to or restrict certain types of processing

To exercise these rights, please contact us through the form at:
www.bristolstays.com/contact

8. Cookies and Website Tracking

We use Google Analytics to understand how visitors use our website. This may involve setting cookies on your device.

You will see a cookie banner when you visit the site, allowing you to consent to or reject analytics cookies.

You can also manage cookies through your browser settings at any time.

9. Children’s Privacy

Our services are not intended for children directly. We do not knowingly collect data from anyone under the age of 16.

10. Updates to This Policy

We may update this Privacy Policy to reflect legal or operational changes. The latest version will always be available at:
www.bristolstays.com/privacy-policy

11. Contact

For any questions or requests relating to your personal data or this Privacy Policy, please contact us via the form at:
www.bristolstays.com/contact