This policy explains how SEH Properties collects, uses and protects your personal information when you visit our website, enquire about our property management services, become one of our property owner clients, or stay in one of the properties we manage.
We are committed to handling your information fairly, securely and in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1.Who we are
SEH Properties is a trading name of Sahota Property Ventures Ltd, a company registered in England and Wales (company number 17491915), with its registered office at 53 New House Lane, DA11 7HJ.
Sahota Property Ventures Ltd is the data controller for the personal information described in this policy. This means we decide how and why your information is used.
Contact us about your data
Email: sehproperties@outlook.com
Phone: 07478 740146 (Mon–Fri, 8am–8pm)
Post: Sahota Property Ventures Ltd, 53 New House Lane, DA11 7HJ
2.Who this policy applies to
- Property owners and landlords who enquire about our services, request a rental income assessment, or sign up for property management.
- Guests who book or stay in a property we manage, whether booked through Airbnb, Booking.com or directly with us.
- Website visitors and anyone who contacts us through our website, by email, by phone or through social media.
3.The information we collect
Property owners and landlords
- Your name, email address and phone number.
- Details about your property, such as its postcode or address, number of bedrooms, property type and when it could be available.
- Information you share with us during calls and meetings about your property and your goals for it.
- If you become a client: your property address, the details in our management agreement, information needed to manage the property, and bank details so we can pay you your rental income.
- Records of our communications with you.
Guests
- Your name, email address, phone number and the details of your booking (dates, property, number of guests and any requests).
- A copy of your photo identification (such as a passport or driving licence), which we use to verify who is staying in the property.
- Payment card details, which are held securely through our booking and payment systems so we can take payment and hold a card on file for the duration of your stay. We do not keep full card numbers in our own records.
- Information about the refundable security deposit (currently £150) and any deductions made from it.
- Messages between you and us before, during and after your stay, and any information about incidents, damage or complaints relating to your stay.
Website visitors and enquirers
- Information you enter into forms on our website, such as your name, email address, phone number and message.
- Technical information collected when you visit our website, such as your IP address, browser type and the pages you view. See section 11 for how we use cookies.
Marketing preferences
- Whether you have agreed to receive marketing emails from us, and your choices if you later change your mind.
4.Where we get your information from
- Directly from you, when you fill in a form, contact us, sign an agreement with us or book a stay.
- From Meta (Facebook and Instagram), when you submit one of our lead forms on those platforms. Meta passes us the details you entered in the form.
- From booking platforms, such as Airbnb and Booking.com, when you book one of our properties through them. They share the booking details we need to host your stay.
5.How we use your information and our lawful basis
We only use your personal information where the law allows us to. The table below explains what we use it for and the lawful basis we rely on.
| What we use it for | Lawful basis |
|---|---|
| Responding to your enquiry and preparing a rental income assessment for your property | Taking steps at your request before entering into a contract, and our legitimate interest in responding to people who ask about our services |
| Managing your property under our management agreement, including paying you your rental income | Performance of a contract |
| Taking and managing bookings, communicating with guests and providing their stay | Performance of a contract |
| Verifying guest identity, protecting the property against fraud and damage, and managing security deposits | Our legitimate interests in keeping the properties we manage, our property owners and our business safe |
| Keeping accounting and tax records | Legal obligation |
| Sending you marketing emails about our services | Your consent or, for existing clients and people who have enquired about our services, our legitimate interests where the law allows. You can opt out at any time (see section 10) |
| Running and improving our website, advertising and services | Our legitimate interests in operating and growing our business, and your consent for any non-essential cookies |
| Handling complaints and establishing, exercising or defending legal claims | Our legitimate interests, and legal obligation where it applies |
Where we rely on legitimate interests, we have considered whether those interests are outweighed by your rights and freedoms, and are satisfied that they are not. You can ask us for more information about this.
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.
6.Who we share your information with
We do not sell your personal information. We only share it where we need to in order to run our business, provide our services or meet our legal obligations. The organisations we share information with include:
- Hostaway, the property management and channel management software we use to manage bookings, guest messages and reservations.
- Airbnb and Booking.com, when you book through them. These platforms are responsible for their own use of your information under their own privacy policies.
- Payment providers, which process card payments and hold card details securely on our behalf.
- Google, whose Google Workspace tools (including Google Sheets) we use to store and manage enquiries.
- Microsoft, which provides our email service (Outlook).
- Meta Platforms (Facebook and Instagram), which runs our advertising and the lead forms you may use to contact us.
- Our website hosting provider, which hosts our website and the information submitted through it.
- An email marketing provider, if you have agreed to receive marketing emails from us.
- Professional advisers, such as our accountants, lawyers and insurers, where needed.
- Police, regulators and other authorities, where we are required by law or need to protect our rights, our property owners' property or the safety of others.
Our service providers may only use your information to provide their services to us and must keep it secure.
7.International transfers
Some of the service providers listed above are based outside the UK or store information on servers outside the UK, including in the United States and the European Economic Area. Where your information is transferred outside the UK, we make sure it is protected by appropriate safeguards, such as UK adequacy regulations, the UK–US data bridge, or the International Data Transfer Agreement or Addendum approved for use in the UK.
8.How long we keep your information
We keep your information only for as long as we need it for the purposes described in this policy, including to meet legal, accounting and tax requirements.
| Type of information | How long we keep it |
|---|---|
| Enquiries from property owners who do not become clients | 12 months from our last contact with you |
| Property owner client records and management agreements | For as long as our agreement is in place, then 6 years after it ends |
| Guest booking, payment and security deposit records | 6 years from the end of the financial year in which the stay took place, to meet tax and accounting requirements |
| Copies of guest photo identification | Deleted within 30 days of check-out, unless we need to keep it longer because of an unresolved damage claim, security deposit dispute or legal matter |
| Website contact form messages | 12 months from our last contact with you, unless they lead to a booking or management agreement |
| Marketing email list | Until you unsubscribe. After that, we keep your email address on a "do not contact" list so we respect your choice |
When information is no longer needed, we delete it securely or anonymise it.
9.Keeping your information secure
We use appropriate technical and organisational measures to protect your personal information against loss, misuse and unauthorised access. These include password-protected and access-restricted systems, limiting access to guest information to the people who need it, and using reputable service providers for bookings, payments and data storage.
If a data breach is likely to put your rights and freedoms at risk, we will tell you and report it to the Information Commissioner's Office where the law requires us to.
10.Marketing emails
We would like to send property owners and past guests occasional emails about our services, news and offers. We will only do this where you have agreed to it, or where the law allows us to contact existing clients and people who have enquired about our services.
Every marketing email includes an unsubscribe link. You can also opt out at any time by emailing sehproperties@outlook.com. Opting out of marketing will not affect messages we need to send you about a booking or your management agreement.
11.Cookies
Cookies are small text files stored on your device when you visit a website. We use cookies that are strictly necessary for our website to work properly and securely.
If we use analytics or advertising cookies, for example to understand how visitors use our website or to measure our advertising, we will only set them with your consent, which you can give or withdraw through the cookie banner on our website. You can also block or delete cookies through your browser settings, although some parts of the website may not work as intended.
12.Your rights
Under UK data protection law, you have the right to:
- Access the personal information we hold about you and receive a copy of it.
- Correct information that is inaccurate or incomplete.
- Erase your information in certain circumstances.
- Restrict how we use your information in certain circumstances.
- Object to our use of your information where we rely on legitimate interests, and to direct marketing at any time.
- Data portability, which means receiving information you gave us in a commonly used, machine-readable format, or asking us to send it to another organisation, in certain circumstances.
- Withdraw your consent at any time, where we rely on consent. This does not affect anything we did before you withdrew it.
To use any of these rights, contact us at sehproperties@outlook.com. We may ask you to confirm your identity before we respond. We will respond within one month, and there is usually no charge.
13.Children
Our services are not aimed at children. Bookings must be made by an adult aged 18 or over, and we do not knowingly collect personal information from children except where an adult provides it as part of a booking, such as the number of guests.
14.Complaints
If you have a concern about how we handle your personal information, please contact us first at sehproperties@outlook.com. We will acknowledge your complaint within 30 days and aim to resolve it as quickly as possible.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:
Information Commissioner's Office
Website: ico.org.uk/make-a-complaint
Helpline: 0303 123 1113
15.Changes to this policy
We may update this policy from time to time, for example if we start using new service providers or change how we use your information. The latest version will always be on this page, with the date it was last updated shown at the top.