Legal

Privacy Policy

Last updated: 3 November 2026

This policy explains how Bookings And Beyond Property Management Ltd ("Bookings & Beyond", "we", "us") collects, uses and protects your personal information when you visit our website, book a stay, or use our property management services. We are committed to protecting your privacy and handling your data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

Bookings And Beyond Property Management Ltd is a company registered in England and Wales (company number 17422780), with its registered address at 40 Billys Copse, Havant, PO9 5DL. We are the "data controller" for the personal information described in this policy.

Contact us about anything in this policy:
Email: info@bookingsandbeyond.co.uk
Phone: 01243 256285

2. The information we collect

Guests (when you enquire about or book a stay):

  • Name, email address, phone number and postal address
  • Booking details, such as dates, number of guests, pets and any special requests
  • Messages you send us before, during and after your stay
  • Payment records, such as confirmation that a bank transfer has been received (we do not collect or store card details)

Property owners (when you enquire about or use our services):

  • Name, email address, phone number and the address of your property
  • Information about your property, such as photos, availability, rates and house rules
  • Bank details needed so guest payments can be made to you, and records of the bookings we manage for you

Website visitors:

  • Anything you enter into our contact or enquiry forms
  • Technical information, such as your IP address, browser type and the pages you visit, collected through cookies (see section 8)

3. How and why we use your information

Under UK data protection law we must have a lawful basis for using your information. We use it to:

  • Manage bookings and stays, including confirming bookings, sending payment and check-in details, and dealing with your questions or problems. Lawful basis: performance of a contract.
  • Provide our property management services to owners, including listing and marketing properties, arranging cleaning and turnovers, and producing statements. Lawful basis: performance of a contract.
  • Reply to enquiries sent through our website, by phone or by email. Lawful basis: legitimate interests (responding to people who contact us) or taking steps at your request before entering into a contract.
  • Keep our properties, guests and owners safe, and prevent fraud and misuse. Lawful basis: legitimate interests.
  • Keep business and accounting records and meet our legal and tax obligations. Lawful basis: legal obligation.
  • Send you news or offers, but only if you have agreed to receive them. You can unsubscribe at any time. Lawful basis: consent.
  • Improve our website using anonymous or aggregated statistics. Lawful basis: consent, given through our cookie settings where required.

4. Who we share your information with

We never sell your personal information. We only share it where needed to provide our services, with:

  • Property owners: for guests, we share the details needed for your stay (such as your name, dates and number of guests) with the owner of the property you book. The owner also receives your payment directly.
  • Cleaning and maintenance teams: only the details they need to prepare the property, such as arrival and departure dates.
  • Our service providers, who process data on our behalf under contract, including:
    • Squarespace (website hosting and forms)
    • OwnerRez (booking management, calendars and guest messaging)
    • Microsoft (email)
  • Booking platforms such as Airbnb, Vrbo and Booking.com, where a booking is made through them. Those platforms have their own privacy policies.
  • Professional advisers such as accountants, and authorities such as HMRC or the police, where we are legally required to share information.

5. International transfers

Some of our service providers, such as Squarespace and OwnerRez, may store or process data outside the UK, including in the United States. Where this happens, we make sure appropriate safeguards are in place as required by UK law, such as the UK–US data bridge, UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.

6. How long we keep your information

  • Booking and financial records: 6 years from the end of the tax year they relate to, as required for tax and accounting purposes.
  • Owner service records: for as long as we manage your property, and then 6 years afterwards.
  • Enquiries that do not lead to a booking or agreement: up to 2 years.
  • Marketing preferences: until you unsubscribe or ask us to delete them.

After these periods, we securely delete or anonymise your information.

7. Keeping your information secure

We use reputable, secure systems to store your information, and we limit access to people who need it to do their job. Bank transfers go directly to the property owner, and we never ask for card details by email or phone.

8. Cookies

Our website uses cookies, which are small files stored on your device. Some are essential for the site to work, such as remembering your booking selections. Others help us understand how visitors use the site, so we can improve it. Non-essential cookies are only used with your consent, which you can give or change through the cookie banner. You can also block or delete cookies in your browser settings, although some parts of the site may not work properly if you do.

9. Your rights

Under UK data protection law, you have the right to:

  • Ask for a copy of the personal information we hold about you
  • Ask us to correct information that is wrong or incomplete
  • Ask us to delete your information, where we no longer have a reason to keep it
  • Ask us to restrict or stop using your information in certain circumstances
  • Object to us using your information based on our legitimate interests, or for marketing
  • Ask us to transfer your information to another organisation, where this applies
  • Withdraw your consent at any time, where we rely on consent

To make a request, email info@bookingsandbeyond.co.uk. We will respond within one month and will not usually charge a fee.

10. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:
Website: ico.org.uk/make-a-complaint
Helpline: 0303 123 1113

11. Children

Bookings must be made by an adult aged 18 or over. We do not knowingly collect information directly from children. Children's names may be included in a booking by the lead guest where needed for the stay.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.