Last Updated: 1st January 2026
Version: 1.0
1. Introduction
1.1 About This Policy
This Privacy Policy explains how RYM Property Limited trading as Short Stay Houses (“Short Stay Houses”, “we”, “us”, “our”) collects, uses, shares, and protects your personal data when you use our website and platform services.
1.2 Data Controller
Short Stay Houses is the data controller for personal data collected through our main website (shortstayhouses.co.uk) and the Platform administration.
Contact Details:
RYM Property Limited
17 Palmerston Avenue
St Georges Wood
Morpeth, Northumberland
NE61 2GF
United Kingdom
Company Number: 15613602
Email: privacy@shortstayhouses.co.uk
1.3 Important Note for Website Owners
If you are a Short Stay Houses customer operating a booking website through our Platform, you act as an independent data controller for your guests’ personal data. You are responsible for your own privacy policy and compliance with data protection laws regarding your guests.
2. Information We Collect
2.1 Information You Provide
Account Registration:
- Full name
- Email address
- Password (encrypted)
- Date of birth
- Telephone numbers
- Home address
- Business/trading name
- Business address
- Business contact details
Website Configuration:
- Property details and descriptions
- Property photographs
- Pricing information
- Availability calendars
- Website customisation preferences
Communications:
- Support enquiries and correspondence
- Feedback and survey responses
- Any other information you choose to provide
2.2 Information Collected Automatically
Technical Data:
- IP address
- Browser type and version
- Device type and operating system
- Time zone and location (country level)
- Pages visited and features used
- Referring website
Usage Data:
- Login times and frequency
- Features accessed
- Actions taken on the Platform
- Booking and revenue statistics
Cookies and Similar Technologies:
- Session cookies for functionality
- Analytics cookies (with consent)
- See our Cookie Policy for details
2.3 Information from Third Parties
Payment Processing:
- Stripe provides confirmation of account connection status
- We do not receive or store your full banking details
Domain Services:
- Domain availability and registration status
3. How We Use Your Information
3.1 Legal Bases for Processing
We process your personal data based on the following legal grounds:
Contract Performance:
- Creating and managing your account
- Providing the Platform services
- Processing subscription payments
- Communicating about your account and services
Legitimate Interests:
- Improving and developing our Platform
- Analysing usage patterns and trends
- Preventing fraud and ensuring security
- Marketing our services (with opt-out available)
Legal Obligation:
- Complying with tax and accounting requirements
- Responding to legal requests
- Maintaining records as required by law
Consent:
- Sending marketing communications (where required)
- Using non-essential cookies
- Any other processing requiring consent
3.2 Specific Uses
We use your information to:
- Provide Services
- Create and host your booking website
- Process bookings and payments
- Enable communication features
- Provide customer support
- Manage Your Account
- Verify your identity
- Process subscription billing
- Send service-related communications
- Enforce our Terms of Service
- Improve Our Platform
- Analyse usage patterns
- Identify and fix issues
- Develop new features
- Personalise your experience
- Communicate With You
- Service updates and changes
- Security alerts
- Marketing (with consent or legitimate interest)
- Respond to enquiries
- Legal and Safety
- Comply with legal obligations
- Protect against fraud
- Enforce our terms
- Protect rights and safety
4. Information Sharing
4.1 Service Providers
We share data with trusted third-party service providers who assist in operating our Platform:
| Provider | Purpose | Data Shared |
|---|---|---|
| Stripe | Payment processing | Name, email, business details |
| Hosting Provider | Website hosting | All Platform data |
| Email Service | Transactional emails | Name, email address |
| Analytics | Usage analysis | Anonymised usage data |
All service providers are bound by data processing agreements and must protect your data.
4.2 Legal Requirements
We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to:
- Comply with legal obligations
- Protect our rights or property
- Prevent fraud or illegal activity
- Protect the safety of users or the public
4.3 Business Transfers
If Short Stay Houses is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change and any choices you may have.
4.4 With Your Consent
We may share your information in other ways if you give us explicit consent.
4.5 What We Don’t Do
We do not:
- Sell your personal data to third parties
- Share your data for third-party marketing without consent
- Use your data for automated decision-making with legal effects
5. Data Retention
5.1 Active Accounts
We retain your personal data for as long as your account is active and as needed to provide services.
5.2 After Account Closure
After account closure, we retain data for:
- Financial records: 7 years (legal requirement)
- Communications: 2 years
- Technical logs: 12 months
- Marketing preferences: Until withdrawn
5.3 Anonymised Data
We may retain anonymised, aggregated data indefinitely for analytics and improvement purposes. This data cannot identify you.
6. Data Security
6.1 Security Measures
We implement appropriate technical and organisational measures to protect your data:
- Encryption in transit (HTTPS/TLS)
- Encryption at rest for sensitive data
- Access controls and authentication
- Regular security assessments
- Staff training on data protection
- Incident response procedures
6.2 Your Responsibilities
You are responsible for:
- Keeping your password secure
- Not sharing account credentials
- Logging out from shared devices
- Reporting suspected security issues
6.3 Data Breach Response
In the event of a data breach that poses a risk to your rights:
- We will notify the ICO within 72 hours if required
- We will notify affected users without undue delay
- We will take steps to mitigate the impact
7. International Transfers
7.1 Transfer Safeguards
Your data is primarily stored in the United Kingdom. Where data is transferred outside the UK, we ensure appropriate safeguards:
- Adequacy decisions
- Standard Contractual Clauses
- Other approved mechanisms
7.2 US Service Providers
Some of our service providers are based in the United States. Where applicable, we rely on approved transfer mechanisms to ensure your data is protected.
8. Your Rights
8.1 Under UK GDPR
You have the following rights regarding your personal data:
Right of Access
Request a copy of the personal data we hold about you.
Right to Rectification
Request correction of inaccurate or incomplete data.
Right to Erasure
Request deletion of your data in certain circumstances.
Right to Restrict Processing
Request limitation of how we use your data.
Right to Data Portability
Receive your data in a structured, machine-readable format.
Right to Object
Object to processing based on legitimate interests or for marketing.
Rights Related to Automated Decision-Making
We do not make automated decisions with legal effects about you.
8.2 Exercising Your Rights
To exercise any of these rights:
- Email: privacy@shortstayhouses.co.uk
- Dashboard: Some options available in account settings
- Post: [Business Address]
We will respond within one month. Complex requests may take up to three months with explanation.
8.3 Identity Verification
We may need to verify your identity before processing requests to protect your data from unauthorised access.
8.4 Complaints
If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113
9. Marketing Communications
9.1 What We Send
With appropriate consent or legitimate interest, we may send:
- Platform updates and new features
- Tips for improving your booking website
- Industry news and insights
- Promotional offers
9.2 Your Choices
You can opt out of marketing at any time by:
- Clicking “unsubscribe” in any email
- Updating preferences in your dashboard
- Emailing privacy@shortstayhouses.co.uk
9.3 Service Communications
We will always send essential service communications (security alerts, billing issues, Terms changes) regardless of marketing preferences.
10. Cookies and Tracking
10.1 What Are Cookies?
Cookies are small text files placed on your device when you visit our website. They help us provide functionality, remember preferences, and understand usage.
10.2 Types of Cookies We Use
Essential Cookies
Required for the Platform to function. Cannot be disabled.
- Session management
- Security features
- Load balancing
Functional Cookies
Remember your preferences and settings.
- Language preferences
- Dashboard layout
- Theme settings
Analytics Cookies
Help us understand how the Platform is used.
- Page views and navigation
- Feature usage
- Performance metrics
Marketing Cookies
Used for advertising and tracking (main website only).
- Ad effectiveness
- Remarketing
10.3 Managing Cookies
You can manage cookies through:
- Our cookie consent banner
- Your browser settings
- Third-party opt-out tools
Note: Disabling essential cookies may prevent the Platform from functioning correctly.
10.4 Do Not Track
We respect Do Not Track browser signals where technically feasible.
11. Children’s Privacy
Our Platform is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will delete it promptly.
12. Third-Party Links
Our Platform may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.
13. Changes to This Policy
13.1 Updates
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last Updated” date.
13.2 Notification
For material changes, we will notify you via:
- Email to your registered address
- Notice on your dashboard
- Banner on our website
13.3 Continued Use
Your continued use of the Platform after changes constitutes acceptance of the updated policy.
14. Contact Us
For any questions about this Privacy Policy or our data practices:
Email: privacy@shortstayhouses.co.uk
Post:
Short Stay Houses
RYM Property Limited
17 Palmerston Avenue
St Georges Wood
Morpeth, Northumberland
NE61 2GF
United Kingdom
Company Number: 15613602
Data Protection Enquiries:
For data protection specific queries or to exercise your rights, please email privacy@shortstayhouses.co.uk with “Data Protection” in the subject line.
This Privacy Policy was last updated on 1st January 2026.