Privacy Policy
How Ideal Cosy Stays collects, uses, and protects your personal information when you use our website or stay with us.
Who We Are
Ideal Cosy Stays (“we”, “us”, “our”) is a serviced accommodation provider operating across Teesside, United Kingdom. We are the data controller responsible for the personal information described in this policy.
Data Controller: Ideal Cosy Stays
Email: hello@idealcosystays.com
Phone: 07344 050426
This policy applies to personal data collected via our website (idealcosystays.com), direct enquiries, bookings made through third-party platforms (Airbnb, Booking.com), and during your stay with us.
Data We Collect
We only collect information that is necessary to provide our accommodation services and communicate with you effectively.
| Category | Examples | Source |
|---|---|---|
| Identity | Full name, guest count | Booking form / platform |
| Contact | Email address, phone number | Booking form / direct enquiry |
| Booking | Dates, property chosen, stay duration | Booking platform / direct quote |
| Payment | Transaction reference (not card details) | Payment processor |
| Communications | Messages, enquiries, reviews | Email / platform messaging |
| Usage | Pages visited, browser type, IP address | Website analytics cookies |
We do not collect sensitive personal data such as health information, racial or ethnic origin, or financial account details unless you provide this voluntarily and we have a clear reason to hold it.
How We Use Your Information
We use your personal data for the following purposes:
- Processing and managing your accommodation booking
- Sending pre-arrival information, check-in instructions, and access details
- Communicating with you during your stay and responding to enquiries
- Sending direct booking quotes and follow-up correspondence where requested
- Complying with legal obligations (e.g. record-keeping, tax purposes)
- Improving our website and services through anonymised usage analytics
- Sending occasional offers or updates where you have given consent
We do not use your personal data for automated decision-making or profiling.
Legal Basis for Processing
Under UK GDPR, we rely on the following legal bases:
- Contract – processing your booking and providing the accommodation service you have requested.
- Legitimate Interests – responding to enquiries, improving our service, and basic fraud prevention.
- Legal Obligation – retaining financial records and complying with applicable laws.
- Consent – sending marketing communications where you have opted in. You may withdraw consent at any time.
Sharing Your Data
We do not sell or rent your personal data to any third party. We may share your information with:
- Booking platforms (Airbnb, Booking.com, Google) — subject to their own privacy policies.
- Payment processors — to handle transactions securely. We do not store card details.
- Hosting and analytics providers — on a strictly anonymised or pseudonymised basis.
- Legal or regulatory authorities — where required by law.
All third-party providers are required to handle your data securely and only for the specific purpose for which it was shared.
How Long We Keep Your Data
We retain personal data only for as long as necessary:
| Data Type | Retention Period |
|---|---|
| Booking records | 6 years (tax / legal purposes) |
| Guest communications | 2 years after last contact |
| Marketing consent | Until withdrawn or 3 years inactive |
| Website analytics | 26 months (anonymised) |
Once data is no longer required, it is securely deleted or anonymised.
Your Rights
Under UK GDPR, you have the following rights:
- Access – request a copy of the data we hold about you.
- Rectification – ask us to correct inaccurate or incomplete data.
- Erasure – request deletion where there is no lawful reason to retain it.
- Restriction – ask us to pause processing in certain circumstances.
- Portability – receive your data in a structured, machine-readable format.
- Objection – object to processing based on legitimate interests or for direct marketing.
- Withdraw Consent – at any time where processing is consent-based, without affecting prior lawful processing.
We will respond within one calendar month. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
Cookies
Our website uses cookies to ensure it functions correctly and to understand how visitors use the site.
| Type | Purpose | Duration |
|---|---|---|
| Essential | Core website functionality — cannot be disabled | Session |
| Analytics | Anonymised usage statistics | Up to 26 months |
| Preferences | Remembering your consent choice | 12 months |
You can manage cookies at any time via your browser settings or our cookie banner.
Security
We have implemented appropriate technical and organisational measures to protect your data, including:
- HTTPS encryption across our website
- Restricted access to personal data on a need-to-know basis
- Use of reputable, secure third-party services for bookings and payments
- Regular review of our data handling practices
In the unlikely event of a data breach, we will notify you and the ICO in accordance with our legal obligations.
Contact Us
If you have questions about this policy, wish to exercise your rights, or have a concern about how we handle your data:
This policy was last reviewed on 9 April 2026. Material changes will be communicated via our website.