1. Who We Are
2. How We Collect Your Personal Data
3. Types of Data We Collect
4. Legal Bases for Processing
5. How We Use Your Personal Data
6. Sharing Your Personal Data
7. Data Retention
8. Your Data Protection Rights
9. Cookies and Tracking Technologies
10. Data Security
11. Updates to this Privacy Notice
Contact Us
Last Reviewed: March 2025
This Privacy Notice explains how Ivy Lettings Limited ("Ivy") collects, uses, shares, and protects your personal data. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
If you have any questions or require further information, please contact us at [email protected].
1. Who We Are
Ivy provides short-term accommodation in residential properties in London to private individuals. Ivy acts as a Data Controller for the personal data you provide directly to us and may also act as a Processor for data received from third parties in connection with the provision of services.
2. How We Collect Your Personal Data
We collect personal data when you complete forms on our website, including registering, subscribing, or making an enquiry.
We also collect information when you sign or agree to our guest or host terms of business, contact us by email, phone, or post, complete surveys or participate in promotions, or conduct transactions through our website or over the phone.
Technical data may also be collected through website usage, including traffic data, location data, browser information, and device details. Cookies and tracking technologies are also used as described in Section 9.
In some cases we may receive personal data from partners and service providers assisting with your stay, as well as payment processors and booking platforms.
3. Types of Data We Collect
The personal data we collect may include your full name, address, phone number, and email address.
We may also collect travel dates and the purpose of your visit, payment and bank details, booking and communication history, and technical information such as IP address, browser type, and device data.
4. Legal Bases for Processing
We process your personal data on the basis of contractual necessity in order to fulfil bookings and provide requested services.
Processing may also take place on the basis of legitimate interests in order to manage and improve our services and communications.
Where required, we process data to comply with legal obligations and regulatory requirements.
In certain cases we rely on your consent, for example when sending direct marketing communications or using non-essential cookies. Consent can be withdrawn at any time.
5. How We Use Your Personal Data
We use personal data to process bookings and communicate with guests and hosts, to personalise and improve user experience, to comply with legal and regulatory obligations, and for internal record keeping and analytics.
Where consent has been provided, we may also use personal data for marketing communications.
Ivy does not carry out automated decision-making or profiling.
6. Sharing Your Personal Data
Personal data is shared only when necessary and in accordance with applicable data protection laws.
This may include sharing information with employees and authorised contractors, service providers such as cleaners and maintenance personnel, IT providers and payment processors, and legal authorities where required by law.
Personal data may also be shared with other third parties where you have given explicit consent.
Some service providers may store or process personal data outside the United Kingdom. Where this occurs, appropriate safeguards such as Standard Contractual Clauses are implemented.
7. Data Retention
Personal data is retained only for as long as necessary to fulfil the purposes described in this notice.
Booking-related information is generally retained for up to five years. Marketing preferences are retained until consent is withdrawn. Financial records are retained for the period required by law.
8. Your Data Protection Rights
You have the right to access your personal data and request correction or deletion.
You may object to processing or request that processing be restricted in certain circumstances.
You may request data portability and withdraw consent at any time where consent has been relied upon.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
To exercise any of these rights, please contact [email protected].
9. Cookies and Tracking Technologies
Our website uses cookies to ensure that the site functions correctly, improve performance and user experience, and provide analytics and marketing functionality where consent has been provided.
We use a Consent Management Platform (Usercentrics) which allows you to manage your cookie preferences. Cookie settings can be adjusted at any time via the Usercentrics logo displayed on each page of our website.
Further information about cookies can be found at www.allaboutcookies.org.
Information about opting out of Google Analytics tracking is available at tools.google.com/dlpage/gaoptout.
10. Data Security
We take appropriate technical and organisational measures to protect personal data. These measures include access controls, encryption, secure data storage systems, and appropriate contractual safeguards with third-party processors.
11. Updates to this Privacy Notice
This notice is reviewed regularly and may be updated from time to time. The latest version will always be available on our website.
Contact Us
Ivy Lettings Limited
Email: [email protected]
If you are not satisfied with how your personal data has been handled, you have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.