Privacy policy

Who we are

KS Safe Places Ltd is the data controller for the information described here. We are a company registered in England and Wales, company number 16280138, and registered with the Information Commissioner's Office (ICO), registration number C2068530. For any privacy question or request, email info@kssafeplacesltd.com.

What we collect

• Booking enquiries: your name, email, phone number, dates, number of guests, the property, the purpose of your stay, any company name for invoicing, and anything you write in your message.
• Booking agreements: the lead guest's name and email, the stay dates, your answers, your typed signature and the date and time you sign.
• Reviews: your first name, the property you stayed at, your rating and review, and whether you agree to it being shown.
• Bookings and payments: invoices, payment records and the security deposit. Payment is by bank transfer, and we never ask for or store card details.
• During your stay: if your stay uses smart self check-in, the lock records when access codes are used.
• Emails and messages: anything you send us by email, phone or a booking platform such as Airbnb.

Why we use it

• To arrange and manage your stay (needed for our contract with you): replying to enquiries, confirming bookings, sending invoices, check-in details and the booking agreement.
• To meet legal obligations: keeping financial records for tax and accounting.
• For our legitimate interests: looking after the property and guests' safety, handling deposits, damage or complaints, and improving our service.
• With your consent: showing your review and first name on the website. You can withdraw consent at any time and we will remove it.

We do not sell your information, and we do not send marketing emails unless you ask us to.

Who we share it with

We only share what is needed with trusted services that help run the business:

• Netlify, which hosts this website and receives the forms you send.
• Web3Forms, which emails us a copy of each form you send.
• Google Workspace, which we use for email.
• Our accountant, bank and HMRC, for payments and tax.
• Booking platforms such as Airbnb, if you book through them.
• Cleaners or tradespeople, only the details they need, such as your arrival date.
• The police, insurers or other authorities where the law requires it, or to protect people or property.

Some of these providers may process data outside the UK, for example in the United States. Where they do, they use legal safeguards approved under UK data protection law.

How long we keep it

• Enquiries that don't become a booking: up to 12 months.
• Booking, agreement and payment records: six years after your stay, as required for tax and accounting.
• Reviews: for as long as they are shown on the site, or until you ask us to remove them.

Cookies and this website

This website does not use advertising or tracking cookies. Fonts are loaded from Google Fonts, and the virtual tour uses a script from Cloudflare's cdnjs, so those services see your device's IP address when the page loads.

Your rights

Under UK data protection law, you can ask us to:

• give you a copy of the information we hold about you;
• correct anything that is wrong or incomplete;
• delete your information, where we no longer need to keep it;
• restrict or object to how we use it;
• send your information to you or another organisation in a usable format.

To make a request, email info@kssafeplacesltd.com. We will reply within one month.

Keeping it safe

We keep your information in password-protected accounts, limit who can see it, and only keep paper copies where necessary, stored securely.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.