Privacy policy
PRIVACY POLICY
Protecting your personal data is very important to Urban Retreat Apartments.
This Privacy Policy sets out how we, Urban Retreat Apartments, obtain, store and
use your personal information when you use or interact with our
website, www.urbanretreatapartments.com, or where we otherwise obtain or
collect your personal information.
CONTENTS
• How we collect or obtain personal information about you
• How we process your personal data
• How long we store your personal information
• How we secure your personal information
• Consequences of not providing your personal information to us
• Changes to your personal information
• Disclosing your personal information
• Your rights in relation to your personal information
HOW WE COLLECT OR OBTAIN PERSONAL INFORMATION ABOUT YOU
We only collect personal information about you when it is voluntarily submitted
to us, such as through your use of our website and its features, or when you
contact us directly in person, by email, phone, in writing, or via social media.
ENQUIRY FORM ONLINE
We will collect personal information including, number of occupants wishing to
stay with us, your full name, country of residence, email address and contact
APARTMENT BOOKING ONLINE AND IN-PERSON
We will collect more detailed personal information to help assist us with your
booking including, full name, email, gender, date of birth, telephone number,
your full address, country of citizenship and country of nationality. We will also
ask how many adults and children plan on staying with us, and flight number if
you are traveling to us from outside the UK.
• This information will help us contact you in the future, and will assist us
with your enquiry for booking an apartment
• We will retain all personal information disclosed by you to us, we will not
seek to append personal data from external sources
• We will never sell your data to third parties
The data collected via the website is held in a highly protected server within the
EEA and is separate to the rest of the website.
The data we have collected from you will be used to:
• Improve the content and relevance of what we send to you
• Help improve the content we display on our website
• Answer any questions you may have submitted and retain this information
to ensure a fast and effective service in the future
• Ensure we remain compliant under the terms of the GDPR
HOW WE PROCESS YOUR PERSONAL DATA
We will use the personal information that you provide to us to help you get the
best possible experience from interacting with us as a company.
ENQUIRY FORM
• We will use the information that you provide to us to answer your enquiry
in full; we will also track the conversation and your details. This is to help us
remember previous communication with you and provide you with the
best experience.
• With your permission, we will add your full name and email address to our
Email Service Provider ‘Mailchimp’. MailChimp is held within the US, and
are fully compliant with the new GDPR regulations. We will occasionally
email you through Mailchimp about special offers, local news within
Mayfair and any new apartments that we add to our portfolio. You can optout
of receiving these emails at any point via the link at the bottom of all
our emails.
• If you used the enquiry form to contact us online, we will use Office 365 as
our email service provider. Each email address at the apartments has its
own personal password to gain access and Office 365 are fully compliant
with the new GDPR regulations.
APARTMENT BOOKINGS
• The information that you provide to us will be used to process your
apartment booking, and we will need to contact you via email or telephone
to confirm the booking or to gather any extra information needed to ensure
your stay with us is perfect. Your personal information will be used in Excel
and Word in order for us to process your booking and create a personalised
invoice and booking confirmation.
• If you used a Third Party site to book an apartment with us, then the
respective site will take your personal information and share it with us in
order to complete your booking and stay with us. Each website differs in
the information they gather from you, please see below links for our third
party sites and their own privacy policies.
• Under The Doormat
• Air B & B Luxe
• Air B & B
• booking.com
• Trip Advisor
• Luxury Retreats
WEBSITE COOKIES
We use cookies on our website to track user behaviour and habits through Google
Analytics. Google Analytics has always been an anonymous tracking system, there
is no “personal data” being collected.
DATA SECURITY
Due to the open nature of the internet, transmitting data to the Urban Retreat
Apartments must only be done via approved data transmission channels. Please
ensure there is a padlock in your web address bar, and that you are using a wellknown
web browser such as Google Chrome, Firefox, Internet Explorer and so on.
We will endeavour to ensure your data is transmitted to us using the best-known
practice approaches. It’s important to note, any data you send to us is sent at your
own risk.
Your passwords are stored on Urban Retreat servers in an encrypted form. We do
not disclose your account details, postal or email addresses to anyone except
when legally required to do so. Sensitive information between your browser and
the Website is transferred in encrypted form using Secure Socket Layer (“SSL”).
When transmitting sensitive information, you should always make sure that your
browser can validate the Urban Retreat Apartments certificate.
It is your responsibility to keep your password secure. Unfortunately, the
transmission of information via the internet is not completely secure. Although
Urban Retreat Apartments will do its best to protect your personal data, we
cannot guarantee the security of your data transmitted to the Website, any
transmission is at your own risk. Once we have received your information, we will
use strict procedures and security features to try and prevent any unauthorised
Once your data is received, it will be stored within the Urban Retreat
Apartments’s secure data environment, where our web host, Avantio has robust
processes and procedures to keep it safe. Any card details processed via the
website will be handled securely by Stripe, our secure payment processor, to view
their data privacy policy click here.
HOW LONG WE STORE YOUR PERSONAL INFORMATION
We hold personal information for 5 years to ensure that we remember you in the
future for any repeat bookings, but also for us to compile statistical reports which
helps us to plan future business needs.
HOW WE SECURE YOUR PERSONAL INFORMATION
As mentioned above, in order for us to run an efficient business and to provide
you with the best possible service, we need to process your personal information
in different ways for different purposes. Under the new GDPR guidelines, this
information also needs to be secure, and we have taken a number of steps to
ensure that all of the data that you provide to the Urban Retreat Apartments is
secure. We ensure the security of your data in the following ways:
• Any sort of digital document including invoice, booking form, booking
confirmation, checkout confirmation and review emails are held within our
own on-site server. Any files containing personal information are kept
within a separate drive from everything else which is encrypted, and also
password protected. Only data processors at the apartments have access to
this drive and these staff members have signed data protection policies
which legally means your data cannot be shared unless we have your
permission to do so.
• Any personal data that's held on our website is held in a highly protected
server and is separate to the rest of the website. This is for added security.
This information cannot be accessed over the internet, only through the the
backend of our website which is password protected and only school
administrators have this access.
• Any data that is transferred to a third party, is detailed within this
document, and we have ensured that these companies are also abiding by
the new GDPR relations. We have added links to the privacy policies of
these third parties below for ease.
• Avantio Website Server Hosting
• Mailchimp
• Office 365
• Stripe
CONSEQUENCES OF NOT PROVIDING YOUR PERSONAL INFORMATION TO US
We need your personal information for the nature of our business, if you are not
happy to provide this information to us, then we will not be able to answer any
enquiries that you may have in terms of availability of our apartments or booking
an apartment.
CHANGES TO YOUR PERSONAL INFORMATION
If you would like to update your personal information with us, you can do this at
any point by emailing us, or by writing to us. We will action this request 10
working days of receiving your request.
DISCLOSING YOUR PERSONAL INFORMATION
We will never disclose your personal information with any other third party than
those detailed within this document. We will only pass on the personal
information collected if we have a legal obligation to do so.
YOUR RIGHTS IN REGARDS TO YOUR PERSONAL INFORMATION
Urban Retreat Apartments is working hard to ensure your data is managed
lawfully and that we comply with all GDPR regulations. Under the new data
protection regulations you have the right to request the following:
• The right to be informed
• The right of access
• The right to rectification
• The right to erasure (or be forgotten)
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automatic decision making and profiling
To exercise your right to access or erasure, please do so in writing or via email. All
requests will be responded to in a timely manner within 28 days of the original
If you have questions concerning the processing of your personal data please
contact our office by -
Email: reception@urbanretreatapartments.co.uk
Telephone: +44 (0)207 741 2244
Postal Address:
13A NORTH AUDLEY STREET
MAYFAIR
LONDON
W1K 6ZA