Privacy policy

Who we are

Welcome2Stay Limited (“Welcome2Stay”, “we”, “us”) is responsible for the personal information described in this policy. We are registered in England & Wales, company no. [00000000], with our registered office at [registered office address]. ICO registration number: [ZA000000].

If you have any questions about this policy or your information, email us at .

What information we collect

• Enquiries: your name, email, phone number, company (for corporate enquiries), dates, number of guests, preferred area and your message.
• Bookings: the lead guest’s name and contact details, stay dates, number of guests, purpose of stay, expected arrival time, company name for invoices and any special requests.
• Payments: payments are processed by [payment provider, e.g. Stripe]. We never see or store your full card details.
• During your stay: messages between you and our team, and [any other information you collect, e.g. ID checks for security, vehicle details for parking].
• Website use: basic technical information such as your IP address and browser type, which our hosting provider records to keep the site running securely. See our cookie policy.

How and why we use it

• To reply to your enquiry and send you a quote, because you asked us to (steps before a contract).
• To take and manage your booking and look after you during your stay (performance of a contract).
• To issue invoices and keep accounting and tax records (legal obligation).
• To keep our guests, homes and neighbours safe and to prevent fraud (our legitimate interests).
• To send you news and offers, only if you have agreed to this. You can unsubscribe at any time [delete this point if you do not send marketing emails].

Who we share it with

We only share what is needed, with:

• our booking system [name, e.g. Guesty / Hostaway / Lodgify] and payment provider [name];
• our form and email service providers [names, e.g. Formspree, Microsoft 365];
• the housekeeping and maintenance contractors who prepare and look after your apartment;
• our professional advisers, such as accountants and lawyers;
• the police or other authorities, where the law requires it.

We never sell your personal information.

Transfers outside the UK

Some of our service providers may store information outside the UK. Where they do, we make sure it is protected by appropriate safeguards, such as UK adequacy regulations or the UK International Data Transfer Agreement.

How long we keep it

• Enquiries that do not lead to a booking: [12 months].
• Booking, invoice and payment records: [6 years], to meet tax and accounting rules.
• Marketing preferences: until you unsubscribe.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to have it transferred to you or another organisation, and to withdraw consent at any time. To use any of these rights, email . We will reply within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.