Privacy Notice

PRIVACY NOTICE

Last Reviewed: March 2025

This Privacy Notice explains how IVY LIMITED ("Ivy") collects, uses, shares, and protects your personal data. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

If you have any questions or require further information, please contact us at data@ivylettings.com.

1. Who We Are

Ivy provides short-term accommodation in residential properties in London to private individuals. Ivy acts as a Data Controller for the personal data you provide directly to us and may also act as a Processor for data received from third parties in connection with the provision of services.

2. How We Collect Your Personal Data

We collect personal data through the following methods:

• When you complete forms on our website, including registering, subscribing, or making an enquiry.

• When you sign or agree to our guest or host terms of business.

• When you contact us by email, phone, or post.

• When you complete surveys or participate in promotions.

• Through transactions on our website or over the phone.

• Through website usage (traffic data, location data, browser information, etc.).

• Via cookies and tracking technologies (see Section 9).

We may also receive personal data about you from:

• Partners and service providers assisting with your stay.
• Payment processors and booking platforms.

3. Types of Data We Collect

• Full name, address, phone number, email address

• Travel dates and purpose of visit

• Payment and bank details

• Booking and communication history

• IP address, browser type, device data

4. Legal Bases for Processing

We process your personal data under the following legal bases:

• Contractual necessity: To fulfil bookings and provide requested services

• Legitimate interests: To manage and improve our services and communication

• Legal obligations: To comply with applicable laws and regulations

• Consent: For direct marketing communications and non-essential cookies
  

You may withdraw your consent at any time.

5. How We Use Your Personal Data

• To process bookings and communicate with guests and hosts

• To personalise and improve user experience

• To comply with legal and regulatory obligations

• For internal record keeping and analytics

• For marketing communications (only with your consent)
  

We do not conduct automated decision-making or profiling.

6. Sharing Your Personal Data

We only share your data when necessary and in line with data protection laws. This may include sharing with:

• Our employees and authorised contractors

• Service providers (e.g. cleaners, maintenance personnel)

• IT and payment processing providers

• Legal authorities where required

• Third parties with your explicit consent

Some providers may store or process data outside the UK. In such cases, we ensure appropriate safeguards (e.g. Standard Contractual Clauses) are in place.

7. Data Retention

We retain personal data only as long as necessary for the purposes stated above:

• Booking-related information: up to 5 years

• Marketing preferences: until consent is withdrawn

• Financial records: as required by law

8. Your Data Protection Rights

You have the right to:

• Access your personal data

• Request correction or deletion

• Object to processing

• Restrict processing in certain cases

• Request data portability

• Withdraw consent at any time

• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact data@ivylettings.com.

9. Cookies and Tracking Technologies

Our website uses cookies to:

• Ensure the site functions correctly

• Improve performance and user experience

• Provide analytics and marketing (with your consent)

We use a Consent Management Platform (Usercentrics) to help you manage your preferences. You can adjust cookie settings at any time via the blue Usercentric logo on the bottom of each page.

You can view our cookie policy here

To learn more about cookies, visit www.allaboutcookies.org.

For information on Google Analytics opt-out, visit tools.google.com/dlpage/gaoptout.

10. Data Security

We take appropriate technical and organisational measures to protect your data, including:

• Access controls and encryption

• Secure data storage and processing systems

• Contracts and due diligence with third-party processors

11. Updates to this Privacy Notice

We regularly review this notice and will update it as necessary. You can always find the latest version on our website.

Contact Us
Ivy Lettings
Email: data@ivylettings.com

If you are not satisfied with our handling of your data, you have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.