Privacy Policy

1. Introduction

This Privacy Policy explains how Short Let Partners (a trading name of Opexa Wright Limited, company number 16460438) collects, uses, and protects your personal information when you use our website at https://shortletpartners.co.uk/ and our serviced accommodation management services.

We are committed to protecting your privacy in accordance with UK GDPR and the Data Protection Act 2018.

Data Controller:

Opexa Wright Limited
Trading as: Short Let Partners
Company No. 16460438
ICO Registration: [REGISTERED - Registration number available on request]
Registered Office: SA12 Business Centre, Seaway Parade, Baglan Energy Park, Port Talbot SA12 7BR
Email: hello@shortletpartners.co.uk
Tel: 01639 350156

2. Information We Collect

2.1 Information You Give Us

Property Owners/Landlords:

Property details (address, type, features, compliance certificates)
Contact information (name, email, phone)
Company details (if applicable - name, registration number)
Bank details (for rental payments)
Tax information (UTR, VAT registration if applicable)
Account login details

Guests:

Name and contact details
Booking dates and property requirements
Payment information (processed securely via Stripe)
ID verification documents (where required)
Vehicle registration (if applicable)
Emergency contact information
Special requirements or preferences

Service Providers/Contractors:

Company and contact details
Service information and availability
Insurance and certification details
Bank details (for payments)

2.2 Information We Collect Automatically

When you use our website, we automatically collect:

IP address, browser type, device information
Pages visited and how you use our site
Location data (approximate, from IP address)
Cookies and similar technologies (see Section 8)

2.3 Information from Third Parties

We receive information from:

Payment processors (Stripe)
Accounting software (Xero)
CRM system (GoHighLevel)
Booking platforms (Airbnb, Booking.com, etc.)
Reference checking services
Utility and service providers

3. How We Use Your Information

We use your information to:

Provide Our Services:

Manage serviced accommodation bookings
Coordinate property maintenance and cleaning
Process rental payments to property owners
Handle guest payments and deposits
Manage check-ins and check-outs
Send booking confirmations and property access details
Coordinate emergency maintenance and support

Business Operations:

Improve our platform and services
Prevent fraud and ensure security
Screen guests and verify identities
Respond to enquiries and provide support
Manage relationships with property owners and service providers
Conduct performance analysis and reporting
Share information with our group companies and business partners for operational efficiency and integrated services

Legal Requirements:

Comply with tax, accounting, and regulatory obligations
Verify compliance with safety and licensing standards
Respond to legal requests
Maintain records for dispute resolution

Marketing:

Send promotional communications (with your consent)
Contact prospective property owners and guests
Market available properties

You can opt out of marketing communications at any time.

4. Legal Basis for Processing

We process your information based on:

Contract: To provide our accommodation management services
Legitimate Interests: To operate our business, prevent fraud, improve services, and protect our properties
Legal Obligation: To comply with tax, accounting, safety, and regulatory requirements
Consent: For marketing communications and non-essential cookies

5. Who We Share Your Information With

We do not sell your personal information. We share it only with:

Service Providers:

Stripe (payment processing)
Xero (invoicing and accounting)
GoHighLevel (communications and CRM)
Hosting and IT service providers
Analytics providers (Google Analytics)
Property maintenance and cleaning contractors
Utility companies
Key exchange and smart lock providers

Booking Platforms:

Airbnb, Booking.com, Vrbo, and other listing platforms (to facilitate bookings)

Property Stakeholders:

We share relevant booking and guest information with property owners
We share property details with verified guests after booking confirmation

Group Companies and Business Partners:

We may share information with other companies in our group and trusted business partners for operational efficiency, shared services, business development, and service enhancement
All recipients must maintain equivalent security standards and comply with UK GDPR
You can request details of specific third parties by contacting us

Legal Authorities:

When required by law or to protect our legal rights
In response to valid legal requests

Business Transfers:

If our business is sold or merged, your information may transfer to the new owner

6. Data Security

We protect your information using:

Encryption (SSL/TLS for data transmission)
Secure password storage (hashed)
Access controls (only authorised staff)
PCI DSS compliance for payments (via Stripe)
Secure storage of physical documents
Regular security audits

No system is completely secure, but we take all reasonable measures to protect your data.

7. How Long We Keep Your Information

We retain information only as long as necessary:

Active accounts: For the duration of your relationship with us
Financial records: 7 years after the end of the relevant financial year (UK tax law requirement)
Booking records: 7 years from transaction date
Property records: Duration of management agreement plus 7 years
Guest records: 7 years from last booking
Communications: 3 years or until disputes are resolved
Marketing data: 3 years for inactive contacts (unless you consent to ongoing communications)
Analytics data: 26 months
CCTV footage (if applicable): 30 days unless required for investigation

After retention periods expire, we securely delete or anonymise your information.

8. Cookies

We use cookies to improve your experience and analyse website usage.

Cookie Types:

Essential Cookies (Always active)

Enable core functionality (login, security, consent preferences)
No consent required

Analytics Cookies

Google Analytics: Understand how visitors use our site
You can opt out via our cookie banner

Advertising Cookies

Google Ads: Deliver targeted advertising
Facebook/Meta Pixel: Enable retargeting
LinkedIn Insight Tag: Professional advertising
You can opt out via our cookie banner

Third-Party Cookies

Embedded content (YouTube, Google Maps) may set their own cookies

Managing Cookies:

Cookie Banner: Accept or reject non-essential cookies when you first visit
Cookie Settings: Update preferences anytime via the footer link
Browser Settings: Control cookies in Chrome, Firefox, Safari, or Edge settings
Opt-Out Tools: Visit youronlinechoices.eu or aboutads.info/choices

Disabling essential cookies may prevent you from using some features of our site.

9. Your Rights

Under UK GDPR, you have the right to:

Access: Request a copy of your personal data
Rectification: Correct inaccurate information
Erasure: Request deletion (subject to legal obligations)
Restriction: Limit how we process your data
Portability: Receive your data in a transferable format
Object: Object to processing based on legitimate interests or for direct marketing
Withdraw Consent: Withdraw consent at any time (doesn't affect prior processing)

To exercise your rights:

Email: hello@shortletpartners.co.uk
Phone: 01639 350156
Post: SA12 Business Centre, Seaway Parade, Baglan Energy Park, Port Talbot SA12 7BR

We'll respond within one month. We may need to verify your identity first.

Right to Complain:

If you're unhappy with how we handle your data, contact us first. If you're still not satisfied, you can complain to the Information Commissioner's Office (ICO):

Website:www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

10. International Transfers

We primarily process data in the UK. Some service providers may process data outside the UK/EEA. When this happens, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses approved by the ICO
Transfers to countries with adequate data protection

11. Children's Privacy

Our services are not intended for anyone under 18. We do not knowingly collect information from children. If we discover we have collected a child's information, we will delete it immediately.

If you believe we have information about a child, contact us at hello@shortletpartners.co.uk.

12. Third-Party Links

Our website may link to third-party sites. We are not responsible for their privacy practices. Please review their privacy policies before providing any information.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we make material changes:

We'll update the "Last Updated" date
We'll notify you via email or website notice
We'll obtain renewed consent if required by law

Check this page regularly to stay informed.

14. Complaints

If you have concerns about how we handle your data:

Contact us at hello@shortletpartners.co.uk
We'll acknowledge your complaint within 5 working days
We'll provide a response within 30 days
If you're not satisfied, you can complain to the ICO (see Section 9)

15. Contact Us

For questions about this Privacy Policy or your personal data:

Short Let Partners
SA12 Business Centre
Seaway Parade, Baglan Energy Park
Port Talbot SA12 7BR

Email: hello@shortletpartners.co.uk
Phone: 01639 350156

16. Governing Law

This Privacy Policy is governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.