This policy explains how StayaBee collects, uses and protects personal data when you use our website or contact us about accommodation. We only collect what we need to respond to you and to arrange accommodation.
1. Who we are
StayaBee is a trading name of Legacy Accommodation Ltd, a company registered in England and Wales (company number 14489820), whose registered office is at 49 Woodside Business Park, Birkenhead, CH41 1EP.
Legacy Accommodation Ltd is the data controller for the personal data described in this policy, and is registered with the Information Commissioner's Office (ICO) under registration number ZB551620.
For any question about this policy or your personal data, email support@stayabee.com.
2. What we collect
When you request accommodation
- Your name, company, work email address and phone number.
- Details of your requirement: site location or postcode, number of workers, dates, budget, stay pattern, whether you may need to extend, and anything else you choose to tell us.
When you register as an accommodation provider
- Your name, company (if any), email address and phone number.
- Details about your properties, such as their location, number and type.
When you email or call us
- Your contact details and the content of your messages.
Details about workers or guests
If we go on to arrange a booking, you may give us the names of the people who will stay. We use these only to arrange and manage that booking. If you give us someone else's details, please make sure they know you are sharing them with us and point them to this policy.
Technical data
Our hosting provider automatically processes basic technical information, such as IP addresses and browser type, to deliver the website and protect it from abuse. We do not use this to identify or profile you.
Please don't send us sensitive information (for example health details) through our forms unless it's genuinely needed, such as an accessibility requirement.
3. How we use it, and our lawful basis
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Responding to your enquiry and sourcing accommodation options | Legitimate interests (responding to business enquiries), or steps taken at your request before entering into a contract |
| Arranging, confirming and managing bookings | Performance of a contract, or legitimate interests where the contract is with your employer |
| Building our network of accommodation providers | Legitimate interests (growing and operating our service) |
| Keeping business, accounting and tax records | Legal obligation |
| Protecting the website from spam, fraud and misuse | Legitimate interests |
Marketing. We will not add you to a marketing mailing list just because you sent an enquiry. If we ever send marketing, we will do so in line with the Privacy and Electronic Communications Regulations (PECR), and you can opt out at any time.
We do not sell your personal data, and we do not make decisions about you based solely on automated processing.
4. Who we share it with
- Accommodation providers. To find you accommodation, we share the details of your requirement (location, dates, number of workers, budget and needs) with suitable providers. We share your name and contact details, or the names of guests, with a provider only when this is needed to arrange or manage a booking.
- Customers. If you are a provider, we may share details of your property with businesses looking for accommodation, and your contact details with a customer once a booking goes ahead.
- Service providers who act on our behalf, under contracts that protect your data:
- Netlify, Inc.: website hosting and form handling.
- Google LLC (Google Workspace / Google Sheets): storing and managing enquiries.
- Our business email provider: sending and receiving email.
- Professional advisers, such as accountants, and authorities where the law requires it.
5. International transfers
Some of our service providers, including Netlify and Google, may process data outside the UK, in particular in the United States. Where this happens, we rely on recognised safeguards such as the UK Extension to the EU–US Data Privacy Framework or the UK International Data Transfer Agreement / Addendum.
6. How long we keep it
- Enquiries and provider registrations that don't lead to a booking or ongoing relationship: up to 24 months after our last contact with you, then deleted.
- Booking, contract and financial records: for the duration of our relationship and then 6 years, to meet legal, tax and accounting requirements.
- Guest names provided for a booking: no longer than the related booking records.
7. Your rights
Under UK data protection law you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased in certain circumstances;
- restrict or object to our use of your data, including where we rely on legitimate interests;
- receive your data in a portable format, where applicable;
- withdraw consent at any time, where we rely on consent.
To use any of these rights, email support@stayabee.com. There is normally no charge, and we will respond within one month. We may need to confirm your identity first.
8. Security
We use reputable providers, encrypted connections (HTTPS) and access controls to protect your data, and only people who need it to do their job can access it. No online service can be completely secure, but we take reasonable steps to keep your data safe and to act quickly if anything goes wrong.
9. Cookies
Cookies are small files a website stores on your device. Our website does not currently set any cookies, and we do not use advertising or tracking technologies. Our fonts and files are served from our own website, so viewing it does not send your data to third-party font or advertising services.
If we introduce analytics or other non-essential cookies in future, we will update this section and, where the law requires it, ask for your consent first.
10. Changes and complaints
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.
If you have a concern about how we handle your data, please contact us first at support@stayabee.com so we can try to put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.