Privacy Notice
Beron Homes UK Ltd (company number 17438098)
Version 1.0, effective from publication on beronhomes.co.uk.
1. WHO WE ARE
1.1 Beron Homes UK Ltd (Beron Homes UK, we, us) manages short-term rental properties in England on behalf of their owners. We are a company registered in England and Wales with company number 17438098 and our registered office is at 54 Flagstaff Road, Suite 305, Reading, RG2 6BY.
1.2 For most processing described in this notice, Beron Homes UK is a controller because it decides why and how the information is used for its own management, booking, cleaning, security, compliance and business purposes. A property owner may be a separate controller for guest information disclosed to that owner for the accommodation relationship, claims or legal obligations. Where Beron Homes UK or a supplier acts only on another controller’s documented instructions, the relevant controller/processor arrangement is documented separately. You can contact Beron Homes UK about privacy at info@beronhomes.co.uk or by post at our registered office.
2. WHOSE INFORMATION THIS NOTICE COVERS
2.1 This notice covers property owners and their representatives (including prospective owners), guests and anyone included in a booking, cleaners, contractors and suppliers, and anyone else who contacts us about a property, booking, complaint or claim.
3. INFORMATION WE COLLECT
| Who | Information |
|---|---|
| Property owners | Name, address, email and telephone number; proof of identity; proof of ownership or authority to let; bank details for payments; property details, insurance and safety certificates; tax residence status where needed for the Non-Resident Landlord Scheme; correspondence and statements. |
| Guests | Name, email and telephone number; booking dates, number of guests and requests; for each guest aged 16 or over, full name and nationality and, for guests who are not British, Irish or Commonwealth citizens, passport (or other identity document) number and place of issue and next destination, as required by the Immigration (Hotel Records) Order 1972; identity or age checks where reasonably necessary; messages; check-in and check-out records; optional extra services requested; reviews; incident, damage and complaint records. Card details are processed by the platform or payment provider and are not stored by us. |
| Contractors | Name, business and contact details, invoices, bank details, insurance documents, job records and property access records. |
| Enquirers | Name, contact details and the content of the enquiry. |
3.1 Where a property has an external video doorbell, camera or noise monitor, this is disclosed in the listing. We do not use hidden cameras, and no device records inside bedrooms or bathrooms.
4. WHERE WE OBTAIN INFORMATION
4.1 We obtain information directly from you; from booking platforms such as Airbnb and Booking.com when you book through them; from the property owner; from payment providers, banks, contractors and insurers; and from public sources such as HM Land Registry and Companies House where needed for checks.
5. WHY WE USE INFORMATION AND OUR LAWFUL BASIS
| Purpose | Whose data / lawful basis |
|---|---|
| Providing management services to owners, statements and payouts | Owner data: contract (our management agreement with the owner); legal obligation. |
| Taking and managing bookings; guest communication; check-in and check-out | Guest data: legitimate interests (performing Beron Homes UK’s management and booking-agent role for the owner, communicating with guests and administering stays). Article 6(1)(b) contract is used only where Beron Homes UK itself has a separate contract with the relevant person for the particular processing; Beron Homes UK does not rely on contract merely because the owner has a contract with the guest. |
| Keeping the guest register required by the Immigration (Hotel Records) Order 1972 | Guest data: legal obligation (UK GDPR Article 6(1)(c)). |
| Providing optional extra services a guest asks Beron Homes UK for (such as transfers or luggage storage) | Guest data: contract between the guest and Beron Homes UK for that service. |
| Receiving booking payments and paying owners | Owner data: contract (our management agreement) and legal obligation where applicable. Guest data: legitimate interests in administering the booking and payment flow, and legal obligation where applicable. The owner contract is not used as the lawful basis for guest data. |
| Identity, fraud and security checks; protecting properties | Legitimate interests; legal obligation where applicable. |
| Arranging cleaning and maintenance | Owner data: contract (our management agreement); guest data: legitimate interests. |
| Handling complaints, damage claims and disputes | Legitimate interests in investigating and resolving complaints, damage claims and disputes; legal obligation where applicable. Where special legal-claims conditions are relevant, they are applied only as required by law. |
| Tax, accounting and legal compliance | Legal obligation. |
| Service updates and marketing to owners and prospective owners | Legitimate interests or consent, in line with the electronic marketing rules in the Privacy and Electronic Communications Regulations 2003; you may opt out at any time. |
5.1 Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms. You may ask us for details of this assessment.
5.2 Some information is required to enter into or perform a contract with you, or by law. If it is not provided, we may be unable to provide our services or accept a booking.
6. WHO WE SHARE INFORMATION WITH
6.1 We share only what is necessary with: the owner of the property you stay in, limited to what is needed for the booking or a claim; booking platforms and the property-management and messaging software we use; cleaners and contractors who need details to carry out their work; our bank and payment providers; our accountant, solicitors, insurers and other professional advisers; any redress scheme of which we are a member, if a complaint or claim is referred to it; police constables and other persons authorised by the Secretary of State who are entitled by law to inspect the guest register; and HM Revenue & Customs, the police, courts and other authorities where the law requires or permits. We do not sell personal information.
6.2 Where a cleaner or contractor processes guest or owner personal data only on our documented instructions (for example, being told a guest’s name and access code to complete a job), they act as our processor and we enter into a data processing agreement with them containing the terms required by Article 28 of the UK GDPR. Where a supplier instead determines its own purposes for using personal data, it acts as an independent controller for that use.
7. INTERNATIONAL TRANSFERS
7.1 Some of our suppliers, such as booking platforms and cloud email and storage providers, may process information outside the United Kingdom. Where UK law requires safeguards, the transfer is covered by UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or another lawful mechanism.
8. HOW LONG WE KEEP INFORMATION
| Information | Retention period |
|---|---|
| Owner contracts, statements, payment and accounting records | 6 years after the end of the relationship or transaction |
| Booking financial records (amounts, dates, payments) | 6 years after the stay |
| Guest register under the Immigration (Hotel Records) Order 1972 | 12 months from the guest’s departure, then deleted unless needed for a specific dispute or legal claim |
| Copies of identity or age-verification documents | Deleted as soon as the check is complete and the stay has ended, and in any event no longer than 12 months, unless a longer period is needed for a specific dispute or legal claim |
| Complaint, damage and incident records | 6 years after closure |
| Door codes and other short-term access data | Deleted or changed after each stay; never reused for a different guest |
| Enquiries that do not lead to a contract | Reviewed for deletion after 24 months |
| Marketing opt-out records | Only as long as needed to respect the opt-out |
9. SECURITY
9.1 We use appropriate technical and organisational measures to protect personal information, including access controls, strong passwords and two-step verification, limited sharing, secure storage and independent verification of requests to change bank details.
10. YOUR RIGHTS
10.1 You have the right to ask for a copy of your information; to have inaccurate information corrected; to have your information erased or its use restricted where the law allows; to object to our use of your information based on legitimate interests, and to direct marketing at any time; to receive your information in a portable format where applicable; and to withdraw consent at any time where we rely on consent.
10.2 To exercise any right, email info@beronhomes.co.uk. We may need to verify your identity. We will normally respond within one month.
11. COMPLAINTS
11.1 Please contact us first if you have a concern about how we use your information. You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk or on 0303 123 1113.
12. AUTOMATED DECISIONS
12.1 We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. Booking platforms may carry out their own automated screening, described in their own privacy notices.
13. CHILDREN AND CHANGES TO THIS NOTICE
13.1 Our services are not marketed to children. Children may be included in a booking by the responsible adult, who provides only the information we need. We will update this notice when our services, suppliers or legal obligations change; the version and date at the top show the current version.