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Privacy Policy

1. Introduction

At Short Stay Virtual Assistant, we are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard your information when you use our services or visit our website.

We are based in the United Kingdom and operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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If you have any questions about this policy or how your data is handled, you can contact us at: sophia@shortstayva.com

 

2. Who We Are

Short Stay Virtual Assistant provides administrative and operational support services to short-term rental property owners and hosts. We act as the data controller for the personal data you provide to us in connection with these services.

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3. What Information We Collect

We may collect and process the following types of information:

 

a) Personal Information

  • Full name

  • Email address

  • Phone number

  • Business or property details

  • Payment and invoicing information (note: we do not store payment card details)

  • Social media handles (if shared for collaboration)

 

b) Operational Data

  • Listing links and login credentials (where provided)

  • Booking information and guest communications

  • Cleaning or contractor schedules and contacts

 

c) Marketing & Analytics

  • Website usage data (via cookies and analytics tools)

  • Newsletter sign-up data (if opted in)

  • Marketing preferences and engagement history

 

We only collect data necessary for the fulfilment of services, communication, and improving user experience.

 

4. How We Use Your Information

We use your data for the following purposes:

  • To provide and manage the services you have requested

  • To communicate with you regarding your account or service updates

  • To handle guest messaging and calendar coordination

  • To send invoices and payment reminders

  • To provide reporting, summaries, or updates as agreed

  • To respond to enquiries or troubleshoot issues

  • To send occasional marketing communications (only if you have consented)

  • To comply with legal and tax obligations

 

5. Lawful Basis for Processing

We process your data under one or more of the following lawful bases:

  • Contractual necessity – to deliver agreed services

  • Legitimate interest – to operate, improve, and grow our business

  • Consent – for email marketing or optional updates

  • Legal obligation – to meet legal or regulatory requirements

 

You may withdraw your consent at any time by contacting us.

 

6. Marketing Communications

If you opt in to receive marketing or updates from us (such as newsletters or service announcements), we will use your contact details to keep you informed. You can unsubscribe at any time via the unsubscribe link in our emails or by contacting us directly.

We will never sell or share your information with third parties for marketing purposes.

 

7. Data Sharing & Third Parties

We do not sell your personal data.

However, we may share limited information with trusted third-party service providers for the following purposes:

  • Email communication (e.g. Outlook, Gmail)

  • Payment and invoicing (e.g. PayPal, Stripe)

  • Scheduling and calendar tools (e.g. Google Calendar)

  • Property platforms (e.g. Airbnb, Booking.com – via host access only)

  • Analytics tools (e.g. Google Analytics)

 

All third-party providers are required to handle your data securely and in compliance with UK data protection laws.

 

8. International Data Transfers

While our services are UK-based, some of our third-party providers may store data on servers located outside the UK or EEA. In such cases, we ensure that adequate safeguards (such as standard contractual clauses) are in place to protect your information.

 

9. Data Retention

We retain your data only for as long as necessary to:

  • Provide services to you

  • Fulfil legal, financial, and regulatory obligations

  • Maintain business records (e.g. for tax reporting – typically 6 years)

 

After this period, your data will be securely deleted or anonymised.

 

10. Your Rights

You have the following rights regarding your personal data:

  • Access – Request a copy of the data we hold about you

  • Rectification – Request correction of any inaccurate or incomplete data

  • Erasure – Request deletion of your data where there is no lawful reason to retain it

  • Restriction – Ask us to limit how we process your data

  • Objection – Object to processing based on legitimate interest or direct marketing

  • Data portability – Request a copy of your data in a transferable format

  • Withdraw consent – For marketing or optional communications

 

To exercise any of these rights, please contact us at [Insert your business email].

If you are unhappy with how we handle your data, you also have the right to lodge a complaint with the UK’s Information Commissioner’s Office (ICO): https://ico.org.uk

 

11. Cookies & Website Analytics

Our website may use cookies to enhance user experience, monitor website performance, and personalise content.

You can choose to accept or decline cookies via your browser settings. For more information on cookies, visit: www.allaboutcookies.org

 

12. Security Measures

We take the security of your data seriously. We implement appropriate technical and organisational measures to protect your information, including:

  • Password-protected devices and tools

  • Secure cloud storage

  • Two-factor authentication where available

  • Regular data reviews and access controls

 

13. Changes to This Policy

We may update this policy from time to time to reflect changes in our business practices or legal requirements. The updated version will always be available on our website with the date of the last revision clearly stated.

 

14. Contact

If you have any questions or concerns about this Privacy Policy or how your data is handled, please get in touch: sophia@shortstayva.com
 

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