Privacy Policy

1. Introduction

Zen Rentals ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Zen Rentals is the data controller responsible for your personal data. You can contact us at:

3. Information We Collect

We collect the following types of personal data:

• Contact Information: Name, email address, phone number, company name
• Enquiry Data: Your accommodation requirements, preferred locations, number of guests
• Technical Data: IP address, browser type, device information, cookies
• Usage Data: How you interact with our website and services

4. Legal Basis for Processing

We process your personal data based on:

• Consent: When you submit enquiries or sign up for services
• Contractual Necessity: To provide accommodation services you've requested
• Legitimate Interests: To improve our services and communicate with you
• Legal Obligations: To comply with legal and regulatory requirements

5. How We Use Your Information

We use your personal data to:

• Process and respond to your accommodation enquiries
• Provide and manage our corporate accommodation services
• Communicate with you about your bookings and requests
• Improve our website and services
• Send marketing communications (with your consent)
• Comply with legal obligations

6. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Property owners and managers (to fulfill accommodation requests)
• Service providers who assist our operations (e.g., IT services, payment processors)
• Legal authorities when required by law

All third parties are required to respect the security of your data and treat it in accordance with the law.

7. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access: Request copies of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your personal data
• Restriction: Request restriction of processing your data
• Data Portability: Request transfer of your data to another organization
• Object: Object to processing of your personal data
• Withdraw Consent: Withdraw consent at any time (where processing is based on consent)

To exercise these rights, please contact us at office@zenrentals.co.uk

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Enquiry data is typically retained for 3 years, unless you request earlier deletion.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

10. Cookies

Our website uses cookies to improve your experience. Cookies are small text files stored on your device. You can control cookies through your browser settings. Essential cookies are necessary for the website to function, while optional cookies help us analyze usage and improve our services.

11. International Transfers

Your data may be transferred and processed outside the UK/EEA. When this occurs, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner's Office.

12. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Complaints

If you have concerns about our handling of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.