Grampian Lettings (“we,” “our,” “us”) values your privacy and is committed to protecting the personal information of all guests, property owners, partners, and website visitors. This Privacy Policy explains how we collect, use, store, and protect your information when you use our services, including short-term rentals, serviced apartments, and self-catering accommodation bookings across Aberdeen and surrounding areas.

By using our website, booking a property, or interacting with our services, you agree to the practices outlined in this policy. Please read it carefully to understand how we handle your data.

1. About Us

Grampian Lettings provides serviced apartments, self-catering accommodation, and short-term rental services in Aberdeen, Scotland.

We also manage properties on behalf of landlords and property owners, offering a transparent and efficient property management solution.

Our services include:

Online booking of short-term stays and serviced apartments.

Landlord support for property management and revenue tracking.

Guest support before, during, and after a stay.

Providing access to third-party booking platforms such as Airbnb, Booking.com, and others.

We act as both a data controller and data processor, depending on the context in which we process your data.

2. Information We Collect

We collect different types of information to deliver our services efficiently and securely.

2.1. Personal Data You Provide

When you book a stay, contact us, or register for services, we may collect:

Full name and title.

Contact details (phone number, email address, billing address).

Payment details (only processed through secure payment processors, we do not store full card numbers).

Identification documents, if required for booking or legal purposes.

Property ownership details for landlords.

Any other information you voluntarily provide (special requests, accessibility needs).

2.2. Data Collected Automatically

When you use our website or booking platforms, we may automatically collect:

IP address.

Browser type and version.

Device information (operating system, settings).

Pages visited and actions taken on our site.

Cookies and tracking information (see Section 9).

2.3. Third-Party Data

We may receive limited data from third-party platforms such as:

Airbnb, Booking.com, and other OTAs for reservations.

Payment service providers (e.g., Stripe, PayPal, or Revolut).

Marketing or advertising partners.

3. How We Use Your Information

We use the information collected for the following purposes:

Managing bookings for short-term rentals, serviced apartments, and self-catering accommodation.

Processing payments and refunds securely.

Communicating with you, including booking confirmations, updates, and support.

Providing property management services to landlords.

Marketing purposes, including promotional offers (only with your consent).

Improving our services, website functionality, and user experience.

Legal and regulatory compliance, including tax and local authority obligations.

Fraud prevention and security monitoring to protect our business and guests.

4. Lawful Basis for Processing Data

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data using one or more of the following lawful bases:

Contractual necessity: Processing required to manage bookings and deliver services.

Legal obligation: Compliance with tax, regulatory, or public safety requirements.

Legitimate interest: Improving services, preventing fraud, and managing operations.

Consent: For optional marketing communications or non-essential cookies.

5. Sharing Your Data

We respect your privacy and do not sell your data. However, we may share your personal information in the following circumstances:

Service providers: Payment processors, IT support, and hosting providers who assist us in delivering our services.

Booking platforms: To manage reservations made through third-party channels like Airbnb or Booking.com.

Regulatory bodies: When required by law or government authorities.

Property owners/landlords: When necessary to coordinate maintenance or property-related issues.

Legal protection: If required to enforce contracts or protect our legal rights.

All third parties are bound by strict data protection agreements.

6. Data Retention

We only retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

Booking data: Retained for 6 years for tax and legal purposes.

Marketing data: Retained until you unsubscribe or withdraw consent.

Landlord contracts: Retained for the duration of the management agreement and up to 6 years afterward.

Website analytics data: Typically retained for 12-24 months.

Once data is no longer required, it is securely deleted or anonymized.

7. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

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

Correction: Request corrections to inaccurate or incomplete information.

Erasure: Request deletion of your data when it is no longer needed.

Restriction: Limit how we use your data in specific circumstances.

Data portability: Request your data in a machine-readable format.

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

Withdraw consent: Where we rely on consent, you may withdraw it at any time.

To exercise these rights, email us at info@grampianLettings.co.uk . We aim to respond to all requests within 30 days.

8. Data Security

We take data security seriously and implement appropriate technical and organizational measures to protect your information, including:

Encrypted payment processing via secure gateways.

Role-based access controls to sensitive data.

Regular staff training on data protection.

Secure servers and firewalls.

Regular monitoring for unauthorized access or threats.

While we strive to protect your data, no system is completely secure. You share information with us at your own risk.

9. Cookies and Tracking

Our website uses cookies to:

Enhance user experience.

Track website performance and analytics.

Remember your preferences for future visits.

You can manage or disable cookies through your browser settings. Disabling cookies may affect the functionality of our website.

10. Children’s Privacy

Our services are not intended for individuals under the age of 18.

We do not knowingly collect personal information from children.

If you believe we have unintentionally collected data from a minor, contact us immediately, and we will take steps to delete it.

11. Links to Third-Party Websites

Our website or emails may contain links to third-party sites, such as Airbnb or Booking.com.

We are not responsible for the privacy practices of these websites.

We encourage you to read their privacy policies before sharing your data.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, laws, or data practices.

Updates will be posted on this page, and the “Last Updated” date will be revised.

We recommend reviewing this policy regularly.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:

Grampian Lettings

Email: info@grampianLettings.co.uk

Phone: +44 (0) 1224 044585

Address: 15-17 Commerce Street, Aberdeen, AB11 5EU

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Grampian Lettings is committed to providing safe, secure, and transparent property management services, whether you are booking short-term rentals, serviced apartments, or self-catering accommodation.

Your privacy matters to us, and we take every reasonable step to protect your personal data while delivering a seamless and professional experience.