This Privacy Policy explains how Prime Host (“Prime Host”, “we”, “us” or “our”) collects, uses, shares and protects your personal data when you visit our website, enquire about our services, stay in a property we manage, or engage us to manage a property in London. We handle personal data in line with UK data protection law — the UK GDPR and the Data Protection Act 2018 — and Prime Host is the data controller responsible for it.

Who we are

Prime Host provides short-term, mid-term and corporate rental management for property owners in London and across the UK, along with staging, interior design, photography, housekeeping, maintenance, renovations and mortgage brokering. For any privacy matter, or to exercise your rights, you can contact us at info@prime-host.co.uk.

Information we collect

We collect information you give us and information generated when you use our website or services, including:

• Contact and identity details — name, email address, phone number and postal address; for property owners, billing and payout details and, where required for anti-money-laundering or mortgage checks, identity and proof-of-address documents.
• Property information — address, ownership or authority to let, access details, photographs and listing content.
• Guest information — where you book or stay in a property we manage, the details needed for reservations, check-in, house rules and payment.
• Financial information — booking income, payouts and, for mortgage enquiries, the income and affordability details lenders require.
• Communications — the content of your messages, calls, reviews and enquiries, and our correspondence with you.
• Technical and usage data — IP address, device and browser type, and how you interact with our website, collected through cookies and similar technologies.

How we use your information

We use personal data to:

• respond to enquiries and provide quotes, income estimates and mortgage advice;
• set up and deliver our services, including listing and pricing your property, communicating with guests, arranging cleaning, linen and maintenance, and processing payments and payouts;
• meet our legal, tax, safety and regulatory obligations, including short-let compliance, HMRC reporting and anti-money-laundering checks;
• operate, secure and improve our website and services;
• send service updates and, where you have opted in, marketing about our services — you can unsubscribe at any time.

Legal basis for processing

Under the UK GDPR we rely on one or more of the following: performance of a contract with you; compliance with a legal obligation; our legitimate interests in operating, securing and promoting our services (balanced against your rights); and your consent, for example for optional marketing and non-essential cookies. Where we rely on consent, you can withdraw it at any time.

How we share information

We do not sell your personal data. We share it only as needed to run our services, including with:

• Booking and listing platforms such as Airbnb, Booking.com, Vrbo, Expedia, Rightmove, Zoopla and SpareRoom, to list properties and manage reservations;
• Service providers acting on our behalf, such as cleaning, laundry, maintenance, payment processing, hosting and analytics providers;
• Mortgage lenders, brokers and conveyancers where you ask us to help arrange finance;
• Authorities and regulators where required by law, including HMRC and local authorities;
• Professional advisers and, in the event of a business sale or reorganisation, prospective buyers, under appropriate confidentiality terms.

Cookies

Our website uses cookies and similar technologies to make the site work, remember your preferences and understand how it is used. You can control non-essential cookies through your browser settings or any cookie banner we provide. Disabling some cookies may affect how parts of the site function.

Data retention

We keep personal data only for as long as necessary for the purposes described here, including to meet legal, accounting and tax requirements — for example, financial records are typically retained for at least six years. When data is no longer needed, we securely delete or anonymise it.

Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse, and we restrict access to those who need it. No method of transmission or storage is completely secure, but we work to safeguard your information and to respond promptly to any incident.

International transfers

Some of our providers and booking platforms operate outside the UK. Where personal data is transferred internationally, we rely on appropriate safeguards recognised under UK data protection law, such as adequacy regulations or the International Data Transfer Agreement, to keep your data protected.

Your rights

Subject to UK data protection law, you have the right to access the personal data we hold about you, to have it corrected or erased, to restrict or object to certain processing, to data portability, and to withdraw consent where we rely on it. To exercise any of these rights, email info@prime-host.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we’d appreciate the chance to resolve any concern first.

Children

Our services are directed to adults. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can remove it.

Changes to this policy

We may update this Privacy Policy from time to time. The “last updated” date above shows when it was last revised, and the current version will always be available on this page.

Contact us

For any questions about this policy or your personal data, contact Prime Host at info@prime-host.co.uk.