Privacy Policy for Henley Tailored Stays

Effective Date: 13 May 2026

1. Important Information and Who We Are

Henley Tailored Stays is the data controller and is responsible for your personal data. We operate short stay accommodation services at [18 Tuns Lane, Henley on Thames , RG9 1SA.

• Email address: Info@henleytailoredstays.co.uk

• Postal address: 18 Tuns Lane, Henley on Thames , RG9 1SA

• Telephone number: +44 7913174702

2. The Data We Collect About You

We may collect, use, store, and transfer the following types of personal data:

• Identity Data: First name, last name, title, date of birth and confirmation of ID.

• Contact Data: Billing address, home address, email address, and telephone numbers.

• Financial & Transaction Data: Payment status and booking history. We do not store raw card numbers; card transactions are safely outsourced.

• CCTV Video Images: Visual footage capturing individuals moving through designated communal or entry zones.

3. Special Note on CCTV Monitoring

We operate a Closed-Circuit Television (CCTV) surveillance system at our property.

• Locations: Cameras are positioned strictly at the front entrance (external) and within property hallways (internal).

• Purpose: To ensure the safety of our guests, protect the property against unauthorized access, and deter anti-social behaviour.

• Privacy Assurance: No cameras are placed inside private guest quarters, bathrooms, or bedrooms.

4. How We Collect Your Data

We collect data from and about you through:

• Direct Booking Forms: Information you type when securing dates.

• Digital Platforms: Automation syncing through our site analytics or direct communication channel tools.

5. How and Why We Use Your Personal Data

We only process personal data under valid legal bases allowed by the UK GDPR:

• Performance of Contract: To process dates via our management framework, coordinate check-in details, and fulfill your staycation booking.

• Legitimate Interests: To maintain security and property safety via CCTV, address any customer service inquiries, or handle damage disputes.

• Legal Obligation: To comply with local tax reporting and accounting requirements.

6. Disclosures of Your Personal Data

We do not sell your data. We share your information only with essential data processors:

• Tokeet: Our chosen property management tool used to coordinate calendars, process channel communication, and handle reservation profiles.

• Stripe: Our secure, PCI-compliant third-party payment gateway handler. They process your credit or debit cards directly.

• Operational Teams: Local maintenance or cleaning personnel who require guest names and arrival times for turnovers.

7. Data Retention

• Booking and Tax Ledger Records: Maintained for 6 years following your booking year to comply with HMRC financial audits.

• CCTV Video Footage: Footage is automatically overwritten every 30 days on a rolling loop unless flagged for an active legal or safety incident investigation.

8. Your Legal Rights

Under UK law, you have rights to access, correct, erase, restrict, or transfer your personal data, or to object to our handling of it. To exercise these rights, email us at the address provided in Section 1.

You also hold the right to log a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk. We request you contact us first to resolve any problems directly.