Last updated: [20 April 2026]

This privacy policy explains how Stonehouse Property Limited uses personal data when you use www.stayinstamford.co.uk, contact us, make an enquiry, or book a stay with us.

Who we are

Stonehouse Property Limited is the controller of your personal data for the purposes of the UK GDPR and the Data Protection Act 2018.

Company name: Stonehouse Property Limited
Company number: 13946985
Registered office: Willoughby House, Broad Street, Stamford, England, PE9 1PB
Email: hello@stayinstamford.co.uk
Website: www.stayinstamford.co.uk

The personal data we collect

We may collect and use the following categories of personal data:

• identity and contact details, such as your name, email address, telephone number and postal address;
• booking details, such as your stay dates, property booked, number of guests and booking reference;
• communications, such as messages, emails and enquiry details you send to us;
• payment and transaction information, such as payment status and limited transaction details needed to manage your booking;
• technical and usage data, such as IP address, browser type, device information and how you use our website;
• marketing preferences, if you choose to receive marketing from us.

We do not intentionally collect more personal data than we need for the purposes set out below.

How we collect your personal data

We collect personal data in the following ways:

• directly from you when you contact us, submit an enquiry, make a booking or communicate with us;
• automatically when you use our website, including through server logs, cookies and similar technologies;
• from third parties involved in your booking, where applicable, such as booking platforms, channel managers, payment providers or website/booking software providers.

Why we use your personal data and our lawful bases

We use your personal data for the following purposes:

• To respond to enquiries and manage bookings
  Lawful basis: performance of a contract, or taking steps at your request before entering into a contract.
• To communicate with you about your stay
  Lawful basis: performance of a contract and, where appropriate, our legitimate interests in providing customer service and managing our business.
• To take payments, keep records, prevent fraud and comply with legal or tax obligations
  Lawful basis: performance of a contract, compliance with a legal obligation, and our legitimate interests in protecting our business.
• To operate, secure and improve our website and services
  Lawful basis: our legitimate interests in running, monitoring and improving our website and services.
• To send marketing communications
  We will only send marketing emails or similar messages to individuals where we have your consent, or where we are permitted to do so under applicable law, such as the soft opt-in rule.

Who we share your personal data with

We may share your personal data with:

• website, hosting and booking technology providers, including [insert provider names if you want to list them, e.g. Smoobu];
• payment service providers and banking providers;
• professional advisers such as accountants, insurers and legal advisers where necessary;
• contractors or service providers who help us deliver your stay or manage the property, where necessary;
• public authorities, regulators, courts or law enforcement where we are required to do so by law or where necessary to protect our legal rights.

International transfers

Some of our service providers may store or process personal data outside the UK. Where this happens, we will ensure that appropriate safeguards are in place in accordance with data protection law.

How long we keep your personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax and reporting requirements.

In general, we expect to keep:

• enquiry data that does not lead to a booking for up to 12 months;
• booking, transaction and accounting records for up to 7 years after the end of the relevant financial year;
• routine guest communications for up to 3 years after the stay, unless a longer period is needed for legal or complaint-handling purposes;
• marketing preferences until you unsubscribe, withdraw consent, or we otherwise stop using them for marketing.

Cookies and similar technologies

Our website may use cookies and similar technologies. Some cookies are strictly necessary for the website to function. Others, such as analytics or marketing cookies, will only be used where required consent has been obtained.

For more information, please see our Cookie Notice [or remove this sentence if you do not have a separate cookie notice yet].

Your data protection rights

Subject to applicable law, you may have the right to:

• request access to the personal data we hold about you;
• request correction of inaccurate or incomplete personal data;
• request erasure of your personal data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing carried out on the basis of legitimate interests;
• request transfer of your personal data to you or another provider, where applicable;
• withdraw consent at any time, where we rely on consent.

To exercise any of these rights, please contact us at hello@stayinstamford.co.uk.

Complaints

If you have a concern about how we use your personal data, please contact us first and we will try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator.

Website: ico.org.uk
Helpline: 0303 123 1113

Third-party websites

Our website may contain links to other websites. We are not responsible for the privacy practices of other websites, and we encourage you to read their privacy notices before submitting personal data to them.

Automated decision-making

We do not carry out automated decision-making or profiling that produces legal or similarly significant effects in relation to website users or guests.

Changes to this privacy policy

We may update this privacy policy from time to time. Any material updates will be posted on this page together with the revised "Last updated" date.

Contact us

If you have any questions about this privacy policy or about how we handle your personal data, please contact: hello@stayinstamford.co.uk.