At Hostmate, we are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and share your information when you engage with our property letting and management services. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and other applicable laws.

 

1. Information We Collect

We may collect the following types of personal information:

• Personal Identification Information: Name, address, email, phone number, date of birth, and government-issued ID (e.g., passport, driving licence).

• Financial Information: Bank details, payment information, and records of transactions.

• Property Information: Details of your property, tenancy agreements, rental history, and associated documents.

• Communication Data: Emails, phone calls, and other correspondence with us.

• Technical Information: IP address, browser type, and website usage data (via cookies).

 

2. How We Collect Your Information

We collect your information through the following channels:

• When you contact us via our website, email, or phone.

• When you sign a contract with us as a landlord or tenant.

• From third-party platforms (e.g., property listing platforms like Airbnb).

• Through our website cookies or other tracking technologies (see Cookies section below).

 

3. Purpose of Data Collection

We use your information to:

• Provide and manage property letting and management services.

• Communicate with you about your property, tenancy, or our services.

• Process payments and manage accounts.

• Conduct background checks, where necessary, for tenants or landlords.

• Comply with legal and regulatory obligations (e.g., tax laws, anti-money laundering regulations).

• Improve our services and website functionality.

 

4. Sharing Your Information

We only share your personal information when necessary, and only with trusted third parties, including:

• Contractors, cleaners, and maintenance providers for property management purposes.

• Payment processors to handle transactions securely.

• Government agencies, law enforcement, or regulatory bodies if required by law.

• Marketing service providers (if applicable and with your consent).

 

We ensure all third parties comply with UK GDPR and use your data only as instructed by us.

 

5. Data Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. This includes secure servers, encrypted communications, and strict access controls.

 

6. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy or as required by law. Once your data is no longer needed, it will be securely deleted or anonymised.

 

7. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

• Contractual Necessity: To fulfil our obligations to you as a landlord or tenant.

• Legitimate Interest: To improve our services and ensure the effective management of properties.

• Legal Obligation: To comply with applicable laws and regulations.

• Consent: For certain marketing or optional services (you can withdraw consent at any time).

 

8. Your Rights

You have the following rights regarding your personal data:

• Access: Request a copy of the data we hold about you.

• Correction: Request corrections to incomplete or inaccurate data.

• Deletion: Request the deletion of your data (subject to legal and contractual obligations).

• Restriction: Request restricted processing of your data.

• Data Portability: Receive your data in a structured, machine-readable format.

• Objection: Object to processing based on legitimate interests or for direct marketing.

• Withdraw Consent: If processing is based on your consent, you can withdraw it at any time.

 

To exercise any of these rights, please contact us using the details below.

 

9. Cookies and Website Usage

Our website uses cookies to improve user experience and analyse website traffic. Cookies are small files stored on your device. You can manage your cookie preferences through your browser settings.

 

10. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us:

 

Hostmate

19 Arlington Way EC1R 1UY London

Email: info@hostmatelondon.co.uk

Phone: 

 

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated effective date. We encourage you to review this policy regularly to stay informed.