Accommodation Users

OUR CONTACT DETAILS

Our head office address is:

Unit 3

Ulysses House

Ulysses Park

Heron Road

Exeter

EX2 7PH

Email: dataenquiries@staysitu.com.

WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU? HOW WILL WE USE THAT PERSONAL DATA?

At Situ, we take data protection very seriously, particularly for our accommodation users. When you become a potential accommodation user, we will collect and process your personal data in order to arrange suitable accommodation for you. We start by collecting your name, phone, and email address. These may be business or private or both. This data may be collected directly from you or from the company booking the accommodation on your behalf.

During the process of finalising the booking of the selected accommodation, we will send your data to an appropriate accommodation provider to secure the booking. If you have asked us to arrange a viewing of the accommodation prior to booking, we may need to pass your contact details to the accommodation provider. These accommodation providers are based all over the world and if you are looking for accommodation outside the UK/EU/EEA then we will send your personal data to those companies. 

Some accommodation providers require us to send a copy of your passport, or other identification documentation, when booking accommodation to comply with local legislation or as proof of identification. If this is the case, then we will request a copy of your passport directly from you or via the company booking on your behalf.

Should you pass us information of any dietary or health requirements that the accommodation providers need to be aware of, we will pass this data to the accommodation provider.

We aim to ensure all of our accommodation providers sign Data Sharing Agreements (including Standard Contractual Clauses where applicable), which commit them to treating your personal data as carefully as we do. For more information you can email dataenquiries@staysitu.com.

WHAT IS OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA?

We need a legal basis in order to process your personal data.  Most of our processing is done because we have a legitimate interest in doing so.

We will process the following personal data because we believe that we have a legitimate interest in doing so:

• your personal data provided when we are asked to find you accommodation.
• a copy of your passport or other identification documentation.
• your health & dietary requirements information.

You have the right to object to our processing your data using legitimate interest. Please speak to us if you have any concerns.

DO WE USE ANY AUTOMATED DECISION MAKING?

We do not use any automated decision making.

WHO DO WE SHARE YOUR PERSONAL DATA WITH?

We share your personal data with:

• our software providers (e.g. our email server provider)
• accommodation providers  
• our cloud service providers
• our third party service providers used to collect feedback on your stay to improve our service

DO WE TRANSFER YOUR PERSONAL DATA OUTSIDE OF THE UK, EU OR EEA?

Yes. During the final stages of booking appropriate accommodation we will send your data to your chosen provider. These providers will be based all over the world and if you are looking for accommodation outside the UK/EU/EEA then we will send your personal data to those companies. 

HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?

We will hold your personal data for the duration of our contract with the company which has  instructed us to make the booking of the accommodation for you, plus a period of 7 years after that contract has ended. This retention period is based on our obligations under applicable laws and to enable us to respond to any queries, complaints or legal claims.

YOUR RIGHTS AS A DATA SUBJECT

The GDPR gives you rights as a data subject. You have:

1.         the right to request from us access to your personal data;

2.         the right to request from us rectification of your personal data;

3.         the right to request from us erasure of your personal data;

4.         the right to request from us restriction of processing your personal data;

5.         the right to object to our processing of your personal data;

6.         the right of data portability;

7.         if we are processing your personal data on the basis of your consent, you have the right to withdraw your consent at any time. This does not affect the lawfulness of processing based on your consent before you withdrew it; and

8.         You have the right to complain to the ICO.

More information on your rights can be found in Chapter 3 of the GDPR.