Privacy Policy

Short Stay Harrogate Ltd respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, disclose and protect your personal information when you visit www.shortstayharrogate.co.uk, make a booking, purchase a product, contact us, subscribe to marketing communications or otherwise use our services.

1. Who We Are

Short Stay Harrogate Ltd is the controller responsible for your personal data.

We are a company registered in England and Wales under company number 12437023. We operate holiday accommodation, provide property-management services and sell products through our online shop.

Our registered office is:

12 Station Parade
Harrogate
HG1 1UE

For privacy-related enquiries, contact:

Email: info@shortstayharrogate.com

2. Personal information we collect

We may collect and process the following categories of personal information.

Information you provide to us

This may include your name, email address, telephone number, billing address, delivery address, booking details, arrival and departure dates, number and names of guests, order details, product preferences and any information included in enquiries, reviews, complaints, feedback or other communications.

If you are a property owner or prospective client, we may also collect details about you, your property and the services in which you are interested.

Payment information

Payments are processed through third-party payment providers. We do not ordinarily receive or store complete payment-card details.

We may receive limited payment information, such as the payment status, transaction reference, card type, last four digits of the card and billing information.

Information collected automatically

When you use our website, we may collect technical and usage information, including your IP address, browser type and version, device type, operating system, time-zone setting, pages visited, links selected, referring website and information about how you interact with our website.

We collect some of this information through cookies and similar technologies.

Information received from third parties

We may receive personal information from booking platforms, payment providers, property owners, travel agents, accommodation partners, analytics providers, marketing platforms and other service providers involved in delivering our services.

3. How we use your personal information

We may use your personal information to process and manage bookings, provide accommodation services, process shop orders, take and verify payments, arrange delivery, provide order updates, manage cancellations, returns and refunds, respond to enquiries, investigate complaints, prevent fraud, maintain business and accounting records, improve our website and services, and comply with our legal obligations.

We may also use personal information to administer our relationship with property owners, suppliers, contractors and business clients.

Where permitted, we may use contact details to send news, offers, new product releases and other marketing communications.

4. Our lawful bases

We must have a lawful basis for each way in which we use your personal information.

Performance of a contract

We rely on performance of a contract when processing is necessary to take steps requested by you or to fulfil a contract with you.

This includes processing bookings, shop orders, payments, deliveries, cancellations, returns and refunds.

Legal obligations

We rely on legal obligations where we need to process or retain information to comply with tax, accounting, consumer-protection, fraud-prevention or other legal requirements.

Legitimate interests

We may rely on our legitimate interests where the processing is necessary to operate and improve our business and those interests are not overridden by your rights.

This may include managing enquiries and complaints, preventing fraud, maintaining appropriate records, securing our website, understanding how our services are used and marketing similar products or services to existing customers where permitted by law.

You have an absolute right to object to your personal information being used for direct marketing.

Consent

We rely on consent where you actively agree to receive marketing communications or accept non-essential cookies.

Where we rely on consent, you may withdraw it at any time. Withdrawing consent will not affect processing that took place before it was withdrawn.

5. Shop orders

When you submit an order through our online shop, we use the personal information you provide to:

accept and process your order;
collect and verify payment;
communicate with you about the order;
prepare, package and deliver the product;
manage cancellations, returns, replacements and refunds;
prevent fraud or misuse;
maintain legally required transaction and accounting records; and
provide customer support.

We may share the minimum information necessary with the artist, printer, framer, fulfilment provider, courier, payment processor or other supplier involved in completing your order.

These operational communications are not marketing communications. You cannot opt out of essential messages concerning an active order.

6. Newsletters and marketing

If you actively subscribe to our newsletter or select the marketing option during checkout, we may use your name, email address, purchase history and preferences to send news, offers, property updates, new artwork releases and other marketing communications from Short Stay Harrogate.

Where legally permitted, we may also contact existing customers about our own products or services that are similar to those they previously purchased or enquired about. We will only do this where the customer was given a clear opportunity to opt out when their contact details were collected and is given a simple way to unsubscribe from every subsequent message.

Purchasing a product will not be treated as consent to receive unrelated marketing. If we wish to send broader newsletters covering accommodation, property offers and other Short Stay Harrogate services, we will ask the customer to opt in.

You can unsubscribe at any time by selecting the unsubscribe link in any marketing email or contacting us at info@shortstayharrogate.com.

Unsubscribing from marketing will not prevent us from sending essential messages relating to bookings, orders, payments, deliveries, returns or other active services.

We may retain limited contact information on a suppression list after you unsubscribe. This allows us to respect your preference and prevent further marketing messages.

We do not sell or rent personal information to third parties for their own marketing purposes.

7. Who we share personal information with

We may share personal information with service providers that help us operate our business, including:

payment processors;
booking platforms and travel agents;
website hosting and ecommerce providers;
email and customer-management platforms;
artists, printers, framers and fulfilment providers;
postal services and couriers;
property owners and accommodation-service providers;
IT, security and analytics providers;
accountants, insurers, solicitors and other professional advisers; and
government authorities, courts, regulators or law-enforcement bodies where required by law.

We require service providers to protect personal information and use it only for the purposes for which it was disclosed.

Some independent organisations, such as payment providers and booking platforms, may act as separate controllers. Their use of personal information will also be governed by their own privacy policies.

8. International transfers

Some of our service providers may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that it receives an appropriate level of protection. These steps may include relying on UK adequacy regulations or approved contractual safeguards.

You may contact us if you would like further information about the safeguards used for international transfers.

9. Cookies

Our website uses cookies and similar technologies to operate, protect and improve the website.

Essential cookies are necessary for functions such as navigation, checkout, security and remembering the contents of a shopping basket. These cookies do not require consent where they are strictly necessary.

Analytics cookies help us understand how visitors use the website. Marketing cookies may be used to measure advertising or provide more relevant content.

We will request consent before placing non-essential analytics or marketing cookies where required by law.

You can manage your preferences through our cookie banner or browser settings. Disabling some cookies may affect how parts of the website function.

Further information should be provided in our Cookie Policy or cookie-preference centre.

10. Data security

We use appropriate technical and organisational measures to protect personal information against accidental or unlawful loss, alteration, disclosure, access, misuse or destruction.

Access to personal information is restricted to people and service providers who reasonably require it for authorised business purposes.

Although we take reasonable precautions, no internet transmission or electronic storage system can be guaranteed to be completely secure.

11. Data retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, tax, accounting, insurance and reporting obligations.

Booking, order, payment and invoice records may normally be retained for up to six years after the end of the relevant financial year or business relationship, unless a longer period is required due to a complaint, dispute, legal claim or regulatory obligation.

Marketing information is retained until you unsubscribe, withdraw consent or object to marketing, or until we determine that it is no longer appropriate to retain it.

Where you unsubscribe, we may retain the minimum information necessary on a suppression list to ensure that your marketing preference continues to be respected.

Technical and analytics information may be retained for shorter periods depending on the purpose for which it was collected and the settings of the relevant service.

12. Your rights

Depending on the circumstances, you may have the right to:

request access to your personal information;
request correction of inaccurate or incomplete information;
request deletion of your information;
request restriction of processing;
object to processing based on legitimate interests;
object at any time to direct marketing;
request the transfer of certain information;
withdraw consent where processing is based on consent; and
complain to the Information Commissioner’s Office.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, contact us at info@shortstayharrogate.com. We may need to request information to verify your identity before responding.

You will not ordinarily have to pay a fee. However, the law may allow us to charge a reasonable fee or refuse a request that is manifestly unfounded or excessive.

13. Complaints

We would appreciate the opportunity to address any privacy concern directly. Please contact us first at info@shortstayharrogate.com.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator responsible for data protection.

Information is available at www.ico.org.uk.

14. Children’s information

Our website, accommodation services and online shop are not directed at children acting independently.

Bookings and purchases must be made by an adult. We do not knowingly collect children’s personal information for marketing purposes.

Information about children included in an accommodation booking should only be provided by a parent, guardian or other authorised adult where it is necessary for the booking.

15. Third-party links

Our website may contain links to third-party websites, services or platforms.

We are not responsible for the privacy practices of third parties. We recommend reviewing their privacy policies before providing personal information.

16. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our services, legal requirements or the way we process personal information.

The latest version will be published on our website with its effective date. Where a change is significant, we may also notify affected individuals by email or through a notice on the website.

17. Contact us

Questions about this Privacy Policy or the way we use personal information should be sent to:

Email: info@shortstayharrogate.com