Privacy policy

Yorkshire Coast Property Management Ltd. takes your privacy seriously and we are committed to ensuring the privacy and safeguarding of your data. Our Privacy Policy describes how we collect and process your personal data in a format that is easy to understand. Please read the following information carefully to understand how we treat your data and what you can expect of us as a data controller. Please take your time to read this Privacy Policy
carefully. When using Stay in Scarborough website, this Policy should be read alongside the Stay in Scarborough Booking Terms and Conditions.
We hope that we can cover all your questions but if you have any further queries then please do not
hesitate to email us at info@stayinscarborough.com. We reserve the right to change or amend our Privacy
Policy to ensure its accuracy.
Contents
1. GDPR Requirements and Data Protection
The GDPR (General Data Protection Regulation) on data protection sets out a number of different reasons
a company may collect and process your personal data, including:
Consent
In specific situations, Stay in Scarborough can collect and process your data with your consent – e.g. when you
tick a box online or sign up to receive emails or postal communication from Stay in Scarborough. When collecting
your personal data, we’ll always make clear to you which data is necessary in connection with a particular
service and have given details on this in section 4.
Contractual obligations
In some instances, we need your personal data to comply with our contractual obligations. For example,
if you book an apartment with us, we need certain details from you in order to make the booking.
Legal compliance

We may be legally bound to collect and process your data. For example, if someone is involved in any
criminal activity or fraud affecting us, we need to pass details to law enforcement.
Legitimate interest
We require your data to pursue our legitimate interests in a way which might reasonably be expected as
part of running our business and which does not materially impact your rights, freedom or interests. For
example, we may use your booking history or personal data to offer you a more personalised experience
when you stay with us.
We are committed to protecting and respecting your privacy as well as being transparent about what
information we hold.
For the purpose of the GDPR the data controller is managed by Yorkshire Coast Property Management Ltd
Trading as Coastal Lux and having its registered office at Top Office, Yorkshire Bank Chambers, 24 Huntriss
Row, Scarborough, North Yorkshire, YO11 2EF), trading as:
(a) The Salisbury;

2. Ways In Which We May Collect Your Personal Data
We may collect your personal data in a number of ways including:
• When you submit a booking enquiry online
• When you phone, email or send direct mail
• When you engage with us on one of our social media platforms
• When you visit our website (through cookies and other tracking technologies)
• When you have given a third-party permission to share information they hold about you with us
• When you comment about or review our products and services
• When you enter a competition or prize draw or fill in a survey
• When you visit a Stay in Scarborough property which has CCTV systems that may record your image

3. What Data May We Need?
Whilst we are working with you, we may collect the following data dependent on the service you
require:
• Your full name
• Your address
• Your email address
• Your date of birth

• Your IP address
• Search terms you entered on our website
• Comments or product/service reviews
• Information you may have told us that suggests your preferences
• Your credit card details
• Your position/job title
• Your contact phone number
• Notes from conversations we might have with you
• Your passport details
• Websites you came from when visiting ours
• Cookies in your web browser
• Your image
• Names of people who you are travelling with, including the age of any children

4. How and Why We Use Your Personal Data
When you engage with us, we want to give you the best possible experience. By collecting data about
you, it allows us to offer a great and tailored service.
We will process your personal data in order to fulfil our contractual requirements to provide serviced
apartments to you. We interact with you in a variety of ways, depending on the service you require. There
is a contractual requirement for you to provide the information detailed in section 2. (dependent on the
service you require) and without collecting this data we are not able to fulfil our obligations which may
result in us not being able to provide services to you.
We may also process your data in line with legitimate interests. This means that we may contact you
regarding products or services which we believe you may be interested in due to your previous
interactions with us. But don’t forget, you can opt-out of receiving such contact at any time.
Here are some of the ways we may use your personal data:
• Our teams need to be able to respond to your queries, complaint or process a refund so we need your
contact information in order to respond. We will keep a record of your information including notes on
how we communicated with you and what was discussed. We do this on the basis of our contractual
obligations to you, our legal obligations and our legitimate interests in providing you with exceptional
customer service and helping us improve this service to you.
• We keep your personal data to maintain, update and safeguard you and to protect our business from
fraud or other illegal activities. We’ll also monitor your browsing activity in order to identify and resolve
any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate
interest.

• When you make a booking with us or need to make a payment to us for ad hoc charges and wish to do
this by credit card, your card details are collected by our third party payment processors Stripe who use
secure online capture and processing methods. This helps to protect you from fraud. We do this on the
basis of our contractual and legitimate business interests.

• On our premises, we use CCTV to protect our customers, premises, assets and staff from crime. We do
this on the basis of our legitimate business interests.
• If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring
and suspicious transaction monitoring, we will process this data for the purposes of preventing or
detecting unlawful acts. We aim to protect the individuals we interact with from criminal activities.
• We will use your personal data, preferences and details of your bookings to keep you informed about
relevant products and tailored special offers, discounts, promotions, competitions and events by email
or post. As ever, you can always opt out of hearing from us through these channels at any time.
• To comply with our legal and contractual obligations, we will send you communications required by law
or which are legally or contractually necessary e.g. significant updates to this Privacy Policy, and
information relating to your bookings. These messages are to inform you about changes to the service
we provide you and will not include any promotional content and so do not require prior consent when
sent by email or phone.
• If you enter a competition or prize draw run by us we will use your information to contact you in the
event of you winning based on your agreement to the terms and conditions of the competition at the
time of entry. The personal data relating to your competition entry will be processed in line with this
agreement unless you are drawn as a winner in which case the terms and conditions of the competition
may require a longer period of retention for marketing purposes.
• To display the most interesting content to you on our website we’ll use data we hold about your
interactions with us and so on. We do so on the basis of your consent for our website to place cookies
or similar technology on your device.
• We use your data to develop and improve our systems. We’ll do this on the basis of our legitimate
business interests, survey feedback etc.
• To comply with our contractual or legal obligations to share data with law enforcement.

Your data is controlled by a third-party booking engine, Avantio.

5. Tracking Technologies
Our Cookie Policy
Whenever you visit a website, your computer may store a small string of information which is commonly
known as a cookie - your browser will then provide this back to the website every time you return in order
to improve your experience. At Stay in Scarborough, we use these cookies to help identify and track our valuable
visitors, by understanding your usage of the website, website access preferences and they enable us to
recommend content we feel would be most relevant to you. Don’t worry, most cookies will not collect
information that identifies you personally but instead they may store more general information such as
how you visit and navigate our website.

What type of cookies do we use?
• Authentication/Security Cookies
We use cookies to check the authenticity of information supplied in a form and to help the website
guarantee that all details, whenever they are submitted throughout the site, are genuine and haven’t
been modified to contain any malicious links.
• Personalisation Cookies
We use different types of cookies to run our website and ads-related products. Third-party cookies are
derived from other websites' advertisements to track your web use for marketing purposes.
• Orders Processing Related Cookies
We offer e-commerce or payment facilities and some cookies are essential to ensure that your order is
remembered between pages so that we can process it properly.
• Site Preferences Cookies
We provide the functionality to set your preferences for how this site runs when you use it in order to
provide you with a great experience. Cookies are therefore set to remember your preferences, so that
they can be recalled whenever you interact with a page affected by your preferences.
• Targeting Cookies
We use targeting cookies in order to build a profile of your interests and show you relevant content,
delivering specially tailored targeted advertising where appropriate.

• Analysis Cookies
We use analysis cookies through third party analytic websites to help understand how our visitors engage
with our properties. These cookies collect information and report website usage statistics to help us
continuously improve user experience.
Third Party Cookies
In some special cases we also use cookies provided by trusted third parties. The following section details
which third party cookies you might encounter through our site.
• This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the
web for helping us to understand how you use the site and ways that we can improve your experience.
These cookies may track things such as how long you spend on the site and the pages that you visit so we
can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics help centre.
• We work with a number of third party agencies who also use analytics to track and measure usage of this
site so that we can continue to produce engaging content. These cookies may track things such as how
long you spend on the site or pages you visit which helps us to understand how we can improve the site
for you.

• As we sell products it's important for us to understand statistics about how many of the visitors to our site
actually make a purchase and as such this is the kind of data that these cookies will track. This is important
to you as it means that we can accurately make business predictions that allow us to monitor our
advertising and product costs to ensure the best possible price.

• We engage in online advertising to keep you aware of what we’re up to and to help you see and find our
services. Like many companies, we target ads that may be relevant to you based on your interests and
interactions with our website. We use the ad services of social networks such as Facebook and LinkedIn.
Data collection remains anonymous to us, however, this data is stored and processed by social networks
in accordance with their own Data/Privacy Policies.
If you do not wish to have cookies placed on your computer, you can disable them by amending the
settings within your browser but please keep in mind this could come with the drawback that certain
features of the website may not function properly without this aid.
6. Sharing Your Personal Data

In order to fulfil our contractual obligations of providing corporate housing services it may be necessary
to share your data with selected third parties. These may include preferred suppliers (where we have an
obligation to provide services in locations where we do not operate our own stock) as well as
contractors and suppliers as follows; taxi providers, IT companies, mailing houses, credit card processing
services and so on. This list is not exhaustive and we may change or add to this list in order to continue
to provide you with the best service. We only provide what they need and they cannot use your data
for anything other than the purposes that we have instructed them to use it. Your data is deleted or
rendered anonymous if we stop working with them.
7. Transfer of Personal Data to countries outside of the EEA
Countries within the European Economic Area (EEA) are governed by the GDPR and therefore if any of
your personal data is transferred to third parties within the EEA they will be required to comply with and
safeguard your data in line with the GDPR.
Where it is necessary to transfer your personal data to countries outside of the EEA (in order to fulfil our
contractual obligations or for legal reasons), your data will only be transferred to third parties whose
data protection laws have been assessed as adequate by the EU or where adequate safeguards, such as
the US Privacy Shield, are in place.
8. How long your Personal Data is retained
We will only keep your personal information for as long as reasonably necessary to fulfil marketing
purposes and to comply with our legal and regulatory obligations. We set out below examples of the
retention periods that we apply:
Where you book an apartment, the personal information that we collect from you will be retained for 7
years.
Where you submit an enquiry through our website but do not proceed to book a Stay in Scarborough serviced
apartment, we will retain your personal information for 12 months.
If you would like further information about how long we will keep your personal information for, please
email us at info@stayinscarborough.com.
9. Your rights regarding your Personal Data

Under the GDPR, you have a number of rights regarding your personal data:
Right to be informed
This policy sets out the information you are entitled to receive regarding the personal data that we
collect and store for you
Right of Access
You have the right to obtain confirmation that your data is being processed as well as access to the
personal data that we hold for you.
Where you make such a request, we will respond as soon as possible and at the latest within one month
of receipt of your request.
If we consider that your request is unfounded or excessive, we reserve the right to charge a reasonable
fee for providing such information. We may also extend the time taken to respond to you fully.
Right to rectification
You have the right to have personal data rectified where it is inaccurate or incomplete. You may put this
request in writing to info@stayinscarborough.com. Where a request is made, the data will be rectified as
soon as possible and at the latest within a month of receiving your request.
Where applicable, we will notify relevant third parties of any changes to ensure that the data they are
processing is rectified.
Right to erasure
You have the right to have your personal data erased if it is no longer necessary in relation to the
purpose for which it was collected/processed. Where possible we will comply with all requests to erase
your data, save for data that is necessary to meet any statutory requirements or our record keeping
purposes.
Where we have transferred your personal data to third parties, we will inform them of this erasure.
Right to restrict processing

You have the right to request that we restrict processing your personal data if you believe that the data
we hold is inaccurate. You can request that we restrict processing whilst we verify the accuracy of data
that we hold. You may also request that we restrict processing if you have issues with how your data is
being processed. This restriction may be put in place whilst we consider whether our legitimate grounds
to processing your data supersede your request for restriction.
Where we have transferred your personal data to third parties, we will inform them of this restriction.
Right to data portability
You have the right to receive a copy of your personal data and/or have this data transmitted to another
data controller. We will comply with any such requests as far as is reasonable but it may not be possible
to transmit data in a way that is compatible with systems of another controller.
Right to object
You have the right to object to us collecting, storing and processing your personal data. Where an
objection is made to us processing your data for direct marketing purposes, we will deal with this as
soon as possible (and without unnecessary delay) and cease all marketing activities. You can tell us that
you don’t want to receive marketing information by using the ‘unsubscribe’ link in any email
communication that we send to you or by emailing info@stayinscarborough.com.
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask
us to stop for reasons connected to your individual situation. We must then do so unless we believe we
have a legitimate overriding reason to continue processing your personal data.
Rights related to automated decision making including profiling
We do not operate any systems using automated decision making or profiling in relation to providing
you with serviced accommodation.
We will not share your data with any other third party, except as allowed for in other privacy policies or
required by law. We do not sell your personal data to third parties under any circumstances.