Privacy Policy
1. Introduction
Welcome to Hiikots Ltd ("Hiikots", "we", "our", "us").
Hiikots Ltd is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, disclose and protect your personal information when you:
• visit www.hiikotshomes.co.uk
• make an enquiry
• make a booking
• stay in one of our serviced accommodation properties
• communicate with us
• use any of our services
This Privacy Policy has been prepared in accordance with:
• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR)
• Applicable UK consumer legislation
2. Company Details
Company Name: Hiikots Ltd
Company Registration Number: 11250357
Registered Office
230 Caspian Way
Purfleet
Essex
RM19 1LF
Website: www.hiikotshomes.co.uk
Email: bookings@hiikotshomes.co.uk
Telephone: 07432 305693
3. Data Controller
For the purposes of UK GDPR, Hiikots Ltd is the Data Controller responsible for your personal information.
Questions regarding this policy should be sent to:
Email: bookings@hiikotshomes.co.uk
4. Principles We Follow
We process personal information in accordance with the UK GDPR principles.
Personal information is:
• processed lawfully, fairly and transparently
• collected only for specified purposes
• adequate and limited to what is necessary
• accurate and kept up to date
• retained only as long as necessary
• processed securely
• protected against unauthorised access
5. Lawful Basis for Processing
We only process personal information where a lawful basis exists.
Depending upon the circumstances this may include:
Performance of a Contract
To:
• process accommodation bookings
• provide check-in instructions
• communicate during your stay
• process payments
• manage deposits
• respond to enquiries
Legitimate Interests
To:
• improve our services
• detect fraud
• protect our properties
• recover unpaid charges
• manage guest relationships
• defend legal claims
Legal Obligations
To comply with:
• HMRC requirements
• accounting regulations
• anti-fraud legislation
• law enforcement requests
• court orders
Consent
Where required, we rely on consent for:
• marketing emails
• promotional communications
• optional cookies
You may withdraw consent at any time.
6. Information We Collect
Depending upon how you interact with us we may collect:
Personal Identification
• Full name
• Address
• Email address
• Telephone number
• Nationality (where required)
• Emergency contact details
Booking Information
• Arrival date
• Departure date
• Number of guests
• Property booked
• Booking reference
• Special requests
• Purpose of stay
Identity Verification
Prior to arrival we may request:
• Passport
• Driving Licence
• Government-issued photo ID
Identity verification may be completed through our authorised verification providers.
Payment Information
Payments are securely processed through Stripe.
We do not store full debit or credit card numbers.
We may retain:
• payment status
• transaction reference
• amount paid
• refund history
Website Information
When visiting our website we may collect:
• IP address
• Browser type
• Device type
• Operating system
• Referring website
• Pages visited
• Time spent on pages
• Cookie information
Guest Stay Information
During your stay we may record:
• communication history
• maintenance reports
• incident reports
• complaints
• lost property records
• damage reports
• security deposit claims
Vehicle Information
Where parking is provided we may collect:
• vehicle registration
• vehicle make
• parking permit information
7. Special Category Data
We generally do not collect special category personal data.
If you voluntarily disclose information relating to:
• disabilities
• medical conditions
• accessibility requirements
we will process that information only where necessary to provide suitable accommodation or comply with legal obligations.
8. Children's Data
Our accommodation is intended for bookings made by adults.
The lead guest must be 23 years of age or older.
We do not knowingly collect personal information directly from children.
9. How We Collect Information
Information may be collected when:
• you submit an enquiry
• you book directly
• you book via Airbnb
• you book via Booking.com
• you book via VRBO
• you contact us
• you complete identity verification
• you sign documents through Signable
• you make payment
• you browse our website
10. Booking Platforms
Where you book through:
• Airbnb
• Booking.com
• VRBO
those companies will also process your information in accordance with their own Privacy Policies.
We recommend reviewing their policies separately.
11. How We Use Your Information
We use personal information to:
• process reservations
• verify identity
• prevent fraud
• issue check-in instructions
• communicate before arrival
• provide customer support
• manage security deposits
• comply with legal obligations
• improve our website
• respond to complaints
• process refunds
• recover unpaid charges
• administer our business
12. Marketing
Where you have consented, we may send information regarding:
• promotions
• offers
• discounts
• new properties
• company news
You may unsubscribe at any time by:
• clicking "unsubscribe"
• emailing us
• contacting us directly
13. Third Parties
We may share information with trusted service providers including:
• Stripe
• Hostaway
• Airbnb
• Booking.com
• VRBO
• Signable
• IT providers
• Website hosting providers
• Professional advisers
• Accountants
• Insurers
• Law enforcement agencies
• Courts where required
We never sell your personal information.
14. International Transfers
Some service providers may process information outside the UK.
Where this occurs we ensure appropriate safeguards exist, including:
• UK adequacy regulations
• Standard Contractual Clauses
• UK Addendum where applicable
15. Cookies
We use cookies to:
• remember preferences
• improve website performance
• analyse traffic
• understand user behaviour
Our Cookie Policy provides additional information.
16. Google Analytics
We use Google Analytics to understand:
• visitor numbers
• popular pages
• website performance
Google may process certain technical information in accordance with Google's Privacy Policy.
17. Data Retention
We retain information only as long as necessary.
Typical retention periods include:
Information Retention
Booking records 7 years
Financial records 6 years
Marketing consent Until withdrawn
Website analytics Up to 26 months
Complaint records 6 years
Identity verification Only as long as necessary for legal and fraud prevention purposes
18. Security
We employ appropriate technical and organisational measures including:
• SSL encryption
• secure hosting
• password protection
• restricted staff access
• regular software updates
• malware protection
• secure payment processing
• encrypted communications where appropriate
Despite these measures, no internet transmission can be guaranteed to be completely secure.
19. Your Rights
Under UK GDPR you may:
• request access
• request correction
• request deletion
• request restriction
• object to processing
• request portability
• withdraw consent
• complain to the ICO
Requests should be emailed to:
bookings@hiikotshomes.co.uk
We aim to respond within one month.
20. Information Commissioner's Office
If you are dissatisfied with how your information has been handled, you have the right to complain to:
Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Telephone: 0303 123 1113
21. Changes to this Policy
We may update this Privacy Policy from time to time.
The latest version will always be available at:
www.hiikotshomes.co.uk
22. Contact Us
Hiikots Ltd
230 Caspian Way
Purfleet
Essex
RM19 1LF
Email: bookings@hiikotshomes.co.uk
Telephone: 07432 305693
Website: www.hiikotshomes.co.uk
End of Privacy Policy