Privacy policy
Privacy Policy for EM HOME SOLUTIONS LTD
**Effective Date:** 05 December 2025
1. Introduction and Contact Details
This Privacy Policy explains how **EM HOME SOLUTIONS LTD** ("we," "us," or "our") collects, uses, and protects your Personal Data when you visit our direct booking website and make a reservation. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR).
**Data Controller Contact:**
**Name:** EM HOME SOLUTIONS LTD *
**Registered Address:** Charter House, Wyvern Court, Stanier Way, Wyvern Business Park, Derby, United Kingdom, DE21 6BF *
**Email:** info@emhomesolutions.co.uk
2. Information We Collect and Legal Basis for Processing
We collect and process your Personal Data strictly for the purpose of managing your accommodation booking and stay.**Data Categories Collected:** We collect Identification and Contact Data (Full Name, Email Address, Phone Number, Home Address); Booking Data (Reservation Dates, Number of Guests, Price, Booking Source); Financial Data (Last four digits of the payment card, transaction history); and Website Data (IP Address, browser type, etc., for security).
**Legal Basis for Processing:** We process this data primarily because it is **Contractually Necessary** to fulfill your reservation and provide the services you have booked. We also process data based on **Legal Obligation** (for tax and regulatory records) and our **Legitimate Interests** (for security and service improvement).
3. How We Use Your Information
We use your Personal Data to process, confirm, and manage your reservation; to send automated communications about your stay (e.g., pre-arrival instructions); to process payments and manage the damage deposit hold; and to comply with legal requirements.
4. Sharing Your Personal Data (Third-Party Processors)
We share your data with essential third-party service providers to securely operate our rental business:*
**Smoobu:** We use Smoobu as our Property Management System (PMS) to store all reservation details and send automated communications. * **Stripe:** We share data with Stripe for processing the main accommodation payment securely. * **Swikly:** We share data with Swikly specifically for **securing the refundable damage deposit hold via card pre-authorization** as per our terms.
**Other Parties:** Data may be shared with cleaning/maintenance staff (Name, arrival/departure times) and local authorities (if legally required).
**Important Note on Payments:** We **do not** store full payment card details. Stripe and Swikly are secure, PCI-compliant payment processors who handle all sensitive financial data directly.
5. Data Security and Retention
We implement security measures (like encryption and access controls) to protect your data. We only retain your personal data for as long as necessary. We retain all financial and contractual records for **six years** after the end of the financial year in which the transaction occurred, to comply with HMRC and UK legal requirements. Other non-essential data is deleted or anonymized once your stay is complete and the deposit is released.
6. Your Data Protection Rights (UK GDPR)
As a data subject under UK GDPR, you have the right to access, rectify, restrict processing, and request erasure ('Right to be Forgotten') of your personal data, subject to our legal obligations. You also have the right to lodge a complaint with the UK supervisory authority, the **Information Commissioner's Office (ICO)**. You may exercise any of these rights by contacting us via the email address listed in Section 1.
7. Changes to This Policy
We reserve the right to update this policy as necessary. The most current version will always be posted on our website and the "Effective Date" will be updated.
