Privacy Policy

Last updated: November 2026

This policy explains how we collect, use, share and protect your personal data when you use this website or make an accommodation enquiry, and what rights you have.

1. Who we are

The Suite Stays is a trading name of Suite Property Management Ltd, registered in England and Wales under company number 13705231, with its registered office at 72 Cardigan Street, Luton, England, LU1 1RR. We are the data controller for the personal data described in this policy. Our ICO registration number is ZB744380.

For any data protection question, contact Saqib Chaudhry at hello@thesuitestays.co.uk or 07852 761 089.

2. The personal data we collect

• Contact details: your name, email address, phone number and, where you give it, your company name.
• Enquiry details: the location or site postcode, check-in and check-out dates, number of guests, bedrooms and bedroom arrangements, parking and travel preferences, budget, and any extra requirements you tell us about. For insurance enquiries, this can include who is paying and a claim reference.
• Booking and billing details: company billing details (such as the company name, billing address and the person who receives invoices) and invoicing records if you go ahead with a stay.
• Communications: emails, messages and call notes between you and us.
• Technical data: your IP address and browser type, recorded in our website hosting logs.

We do not ask for sensitive categories of data such as health, religion or ethnicity. If you tell us about accessibility needs so we can find a suitable property, we will use that information only to help with your enquiry.

3. How we collect it

We collect data when you complete our enquiry form, email or call us, message us on WhatsApp, or use our website. We may also receive details from a colleague at your company who makes an enquiry on your behalf.

4. How we use your data, and why

• To respond to your enquiry and source accommodation that suits your requirements. This is necessary to take steps at your request before a booking, and is in our legitimate interest in running our business.
• To arrange and manage a stay and issue invoices. This is necessary to perform our contract with you.
• To keep records and meet legal obligations, including accounting and tax requirements.
• To keep the website working and secure. This is in our legitimate interest.

5. Who we share your data with

• Property owners, hosts and managers we contact to find or arrange accommodation. We share the details they need, such as the dates, number of guests and requirements, and the names and contact details of occupants once a stay is confirmed.
• Service providers who help us run the business, such as website hosting and form handling (Netlify), email, messaging (including WhatsApp) and accounting software. They may only use your data on our instructions.
• A UK postcode lookup service (postcodes.io) that suggests postcodes and places as you type in the location box. It receives only the text you type there, not your name or contact details.
• Professional advisers such as accountants and lawyers, and authorities such as HMRC where the law requires it.

We do not sell your personal data.

6. How long we keep it

• Enquiries that do not lead to a booking: 12 months from our last contact, then deleted.
• Booking and invoicing records: 6 years to meet accounting and tax rules.

7. Your rights

Under UK data protection law you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or move it to another provider. Where we rely on your consent, you can withdraw it at any time. To use any of these rights, contact us using the details above. We will normally respond within one month.

If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

8. Security

We use appropriate technical and organisational measures to protect your data, including encrypted connections and restricted access to our systems. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.

9. Transfers outside the UK

Some of our service providers, including our website host and form handler (Netlify) and WhatsApp (Meta), are based in or process data in other countries, including the United States. Where they do, we make sure appropriate safeguards are in place, as required by UK law.

10. Cookies

Our website uses only cookies that are strictly necessary for it to work, and we do not use advertising cookies. If we add analytics or similar tools in future, we will update this policy and ask for your consent where the law requires it.

11. Children

Our services are for businesses and adults. We do not knowingly collect data from anyone under 18.

12. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.