Privacy &
cookies policy

It is important to Domus Stay you are confident that any personal Data (“Data”) supplied to Domus Stay of (“Domus Stay”, us”, “our” or “we”) is going to be held securely and responsibly. This Policy will set out how the Data that you supply to Domus Stay will be stored and used. In this Policy, “You” refers to any individual whose personal Data we hold or process, including property Owners (the “Homeowner”) or Guests (the “Guest”).

If the Homeowner retains any Data then it is the responsibility of the Homeowner to inform Domus Stay and the Guest and to be registered with the Information Commissioners Office. Domus Stay have no authority or liability in relation to any Data held by the Homeowner; or for its safe storage.

1. What Data is collected?

Throughout the period of instruction Domus Stay may be provided with or have access to any of the following:

  1. Data submitted by the Homeowner or collected through the Homeowner’s use of the website of Domus Stay; or contained within the Terms of Business signed between the Homeowner and Domus Stay. This will include but not be limited to: information about the property; information provided to Domus Stay to assist with any enquiries regarding properties that are being marketed; details of any reservations being made on behalf of the Homeowner; account and billing information

  1. Data submitted by the Homeowner or third parties acting on the Homeowner’s behalf relating to a reservation or potential reservation. This will include emails, documents sent by post or hand delivered to the offices of Domus Stay, information taken down by staff of Domus Stay during telephone conversations or meetings and voice recordings of any of the aforementioned telephone conversations; emails or other medium of communication, photos, floorplans and other marketing collateral.

  1. Data submitted by the Guest or collected through the Guest’s use of the website of Domus Stay. This will include but not be limited to: information provided to Domus Stay to assist with any initial enquiries regarding properties that are being marketed; contact details; details of any reservations; billing information and information regarding services offered or requested during any reservation period.

  1. Data submitted by the Guest or third parties acting on the Guest’s behalf relating to a reservation or potential reservation. This will include emails, documents sent by post or hand delivered to our offices, information taken down by staff of Domus Stay during telephone conversations or meetings and voice recordings of any of the aforementioned telephone conversations; emails or other medium of communication.

  1. Data submitted to or by Domus Stay through third party suppliers including any contractors who will provides services on behalf of the Homeowner or Domus Stay; or obtained prior to or during the reservation period at a designated property.

  1. Information you have submitted, if you have opted-in when making your enquiry or signing up to our monthly newsletter, or in interacting with our website, including the pages you access and searches you make.

2. How will your Data be used?

Any of the Data collected by any of the means set out above may be used for any of the following purposes:

  1. Carrying out instructions given by the Homeowner throughout our involvement in arranging and managing or advising in relation to the reservation of a property

  1. To ensure compliance with the conditions set out in the terms agreed between Domus Stay and the Homeowner in the terms of business; or with the Guest in the contact between the Guest and Domus Stay.

  2. Offering an initial consultation on a potential new matter to the Homeowner or the Guest

  1. Forwarding on to trustworthy third parties to carry out the instructions given to Domus Stay or to ensure performance of the terms of any contract that has been entered in relation to or connected to the property or the services being provided to the Guest. Domus Stay will only share Data with any third parties where Domus Stay are satisfied that the party will take appropriate measures to ensure the protection of all Data submitted to them. Domus Stay have no liability for any failure of the third party to protect any Data sent to them

  1. Forwarding Data on to trustworthy third parties to carry out necessary identity, credit referencing and money laundering checks or to arrange any services required by the Guest during the period of their reservation. We will only share Data with any third parties where we are satisfied that they will take appropriate measures to ensure the protection of your Data

  1. Sending email communications for which the Homeowner or the Guest have requested or agreed and confirmed in writing. This may include but is not limited to notification of upcoming properties available; or details of services that may be of interest

  1. Dealing with any requests or complaints made by Homeowner or the Guest relating to the handling of any instruction by Domus Stay, their employees or contracted third parties

  1. To ensure compliance with necessary regulatory requirements

  1. Any requests made by third parties including any law enforcement agency investigating a crime which by law Domus Stay are required to comply.

  1. For marketing purposes, or sending marketing and other promotional information to you. Your consent will be explicit, and you will know what types of marketing materials you are going to receive. You can manage the communication you receive from us by selecting your preferences on our website.

3. How long will your Data be held, and where will the Data be stored?

  1. Domus Stay will retain your Data for as long as is necessary while there is a legitimate interest in the Data being held. This will ordinarily be 7 years from the date of the last processing of any Data and any reservation or service being terminated.

  1. During any instruction, correspondence or interaction, Data may be stored in paper copy and on the electronic database software used by Domus Stay and their contractors. Once the instruction to Domus Stay on any matter has concluded and no new Data is to be processed, any paper files may be sent to an off-site archiving storage facility where it will be kept for the remainder of the necessary time required by the Data processor and controller.

  1. We will collect your credit and debit card information by way of our payment processor.

4. Security

  1. Whilst every effort is made to ensure that there is complete safety of Data when it is supplied, transmission via the internet can never be entirely secure.

  1. Domus Stay has a strict in house-policy for handling Data to ensure any risk is kept to an absolute minimum. We continuously review and update our website Data security in accordance with legal requirements and web best practices. We take every reasonable measure to ensure your Data is secure and only accessed by those requiring it to process your reservation.

  1. When you make a reservation and enter payment details, this information encrypted. This helps ensure your Data is not transferred in a readable format and can’t be unlawfully accessed in transit.

  1. We can not be responsible for the privacy policies and security of other websites, even if you access them using links from our website.

5. Your Privacy Rights

The General Data Protection Regulation 2018 (GDPR) gives you the following rights:

  1. You can request access to your personal information by making a ‘Personal information request’. We can tell you what information we hold about you, why we are holding it and who it may be shared with. Further to this, you may request a full copy of the personal information we hold for you which we will send to you. You can do this by emailing dataprivacy@domusstay.com

  1. If you notice that your Data is inaccurate you can request for it to be rectified. Please send an email to dataprivacy@domusstay.com and we will make the relevant corrections.

  1. You have the right to restrict the processing of your Data. You can do this by emailing dataprivacy@domusstay.com

  1. If you decide that you don’t want us to store your Data anymore then you can request it to be deleted. You can do this by emailing dataprivacy@domusstay.com and we will delete all of your personal Data. We will only retain your Data if we’re under a legal obligation to do so or we need to keep it to establish, exercise or defend a legal claim, and you will always be informed in these scenarios.

  1. If you want us to transfer your personal information to another party where you provided it to us and we are using it based on your consent, or to carry out a contract with you, and we process it using automated means, you can do this by emailing dataprivacy@domusstay.com

  1. If you think that we are using your information in a way which breaches Data protection law, you have the right to lodge a complaint with your national Data protection supervisory authority (if you are in the UK, this will be the ICO).

  1. In the limited circumstances where we are relying on your consent (as opposed to the other bases set out above) to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another compelling legitimate interest in doing so.

6. Any change of Policy:

Should Domus Stay change the privacy policy for whatever reason, the updated policy will be posted on the Domus Stay website and may also be sent out as necessary to affected third parties.

7. Cookies Policy

A cookie is a small Data file stored on your computer that comes from the web browser you’re using. It can have a variety of uses and functionalities including storing information about your preferences, speeding up your searches and recognising you when you re-visit. Cookies are also used to track overall visits and visitor location. This helps us identify visitor numbers and patterns.

Some cookies have a session-limited lifespan and are removed when you close your browser; whereas permanent cookies last a lot longer and sometimes indefinitely.

  1. Our website uses cookies for various web functions, and to help improve the user experience. We use the following cookies:

  1. Strictly necessary cookies. These are cookies that are required for the operation of parts of our websites. They include, for example, cookies that enable you to log into secure areas of our websites or make use of reservations services. Strictly necessary cookies do not require consent as they provide functionality as requested by the browser.

  1. Performance cookies. They allow us to recognise and count the number of visitors to our webpages and see how these visitors navigate around our site. This helps us to improve the way our website works by optimising our page layouts, search tools and general usability.

  1. Functionality cookies. These are used to recognise when you return to our websites in the future. This enables us to personalise our content for you, greet you by your name and remember your preferences such as language settings and time zone.

  1. Targeting cookies. These cookies record your visit to our websites, the pages you have visited and the links you have followed. We will use this information to make our websites and the advertising we display more relevant to your interests.

  2. If you would like to read more information about cookies, or would like to find out about how to disable them, please visit: www.aboutcookies.org

  1. If you would like more information about the specific cookies our website uses, please contact dataprivacy@domusstay.com