INNSPIRED STAYS - Privacy Policy
Innspired Stays | Version dated 29 September 2026
1. Who we are
Innspired Stays is operated by Innspired Property Ltd, company number 15985743, with registered office at 4 Crecy View Place, Tackley, Kidlington, Oxfordshire, England, OX5 3FJ. We are the controller responsible for the personal information described in this policy. Our privacy contact is innspiredstays@gmail.com, telephone
07808 541994, or 4 Crecy View Place, Tackley, Kidlington, Oxfordshire, England, OX5 3FJ.
This policy covers visitors to www.innspiredstays.co.uk, people enquiring about or booking accommodation, accompanying guests, corporate booking contacts and people enquiring about letting their property. It explains what we collect, how we use it and your choices.
2. Information we collect and where it comes from
You may provide your name, email address, phone number, address, booking dates, guest numbers, arrival details, requests, messages and feedback. Corporate enquiries can include your employer, department and work contact details. Landlord enquiries can include a property address, property type and information supplied for an assessment.
For bookings, we receive reservation details, payment amounts and status, transaction references and limited payment identifiers made available by our payment provider. Card details are entered into the payment provider’s secure payment interface. Please do not send card details by email.
We receive information directly through forms, correspondence and bookings, and from the lead guest, an employer or an authorised person booking on your behalf. Where you use another booking platform, it may share information necessary to manage the reservation. The relevant booking platform is identified on your reservation. We use only information it supplies for managing that booking and do not automatically add platform guests to marketing lists.
Our website and service providers may collect IP addresses, browser and device information, security logs and information about website use. The exact cookies and tracking tools are described in section 6. If you give us another person’s information, make sure you are entitled to do so and share this policy with them.
We do not routinely collect copies of passports or other identity documents. If a specific legal registration requirement or justified identity check applies, we explain what is needed, its purpose, legal basis and retention before collection. This policy does not authorise undisclosed recording or monitoring at a property; any such processing requires a separate notice describing the device, location, purpose, recipients and retention.
3. Required information and sensitive requests
We identify mandatory fields when you enquire or book. Without essential contact, booking or payment information, we may be unable to process a reservation or provide accommodation. Optional information is not required unless necessary for a specific service you request.
Please provide only the information needed to explain a request. If an accessibility or other request reveals health or similarly sensitive information, we will explain the need and obtain explicit consent where that is the appropriate legal condition, or identify another applicable condition before processing. Withdrawal of consent may limit a specific arrangement, but does not affect the lawfulness of prior use.
4. Why we use information and our lawful bases
We use information to answer your enquiries, prepare requested quotations, take bookings, arrange check-in, deliver accommodation and process payments or refunds. Where you are the contracting guest or landlord enquirer, our basis is taking steps at your request before a contract or performing that contract.
For accompanying guests and staff whose employer makes the booking, we rely on legitimate interests in arranging accommodation and communicating with the people staying. We also rely on legitimate interests to handle corporate and landlord business enquiries, maintain relationships and organise necessary property services. We consider the impact on your rights and limit the information used.
Our legitimate interests also include securing our systems and premises, preventing fraud, handling complaints and establishing, exercising or defending legal claims. Where law requires us to keep tax records, respond to valid official requests or collect specified registration details, we rely on legal obligations and collect only what is required.
For optional marketing that requires permission, we rely on consent. We send promotional emails or texts only after you opt in. You can unsubscribe using the message link or contact us. Booking and service messages are separate from marketing.
5. Who receives information
We share information only where needed for the purposes above. Our providers include Wix for website hosting and enquiry forms; Smoobu for reservations and guest communications; Stripe for payment processing; and Google for our published Gmail correspondence address.
Authorised staff, cleaners and maintenance contractors may receive the limited details needed to support your stay. Where necessary, property owners receive relevant reservation or incident information. Corporate bookers may receive booking, invoicing and stay information needed to administer accommodation. We do not routinely share private guest correspondence or sensitive requests with them.
We may also share relevant information with accountants, insurers, professional advisers, banks and authorities where necessary and lawful. Service providers processing on our instructions are subject to appropriate contractual safeguards. Some providers, including payment services and booking platforms, act as independent controllers for certain purposes such as fraud prevention or regulatory obligations; their own privacy notices explain those activities.
Provider notices: www.wix.com/about/privacy; www.smoobu.com/en/privacy-policy/; stripe.com/gb/privacy; policies.google.com/privacy.
6. Cookies and similar technologies
Wix and our embedded booking and payment services may use cookies and similar technologies to operate the site, remember essential choices and protect transactions. We use optional analytics or advertising technologies only where we have an appropriate lawful basis and obtain consent when required.
Where optional technologies are enabled, our website’s cookie notice or consent panel identifies their providers, purposes and durations. You can use the Cookie Settings control in the website footer to review or withdraw optional choices. Rejecting optional cookies does not prevent access to the core site. Browser controls can also block or delete cookies, although blocking necessary technologies may affect booking or payment functions.
If you cannot find or use the controls, contact innspiredstays@gmail.com. Cookie preferences relate to this website; an external booking platform has its own controls and cookie information.
7. International processing
Our technology providersmay process information outside the UK. Where a restricted international transfer takes place, we use an applicable UK adequacy regulation or appropriate safeguards, such as the UK International Data Transfer Agreement or UK Addendum to approved contractual clauses, with any required assessment and additional protections. You can contact us for information about the safeguards relevant to your data and how to obtain a copy.
Recipients can include providers and their authorised subprocessors in the European Economic Area, the United States and other countries where they operate. The applicable mechanism depends on the provider, receiving entity and destination. Current provider notices are linked in section 5; contact us for details of the safeguards relevant to our services.
8. How long we keep information
We retain information only for as long as needed for its purpose, legal obligations and genuine disputes or claims. We review records and delete or anonymise information no longer needed. Our standard schedule is as follows.
Company accounting, payment and supporting transaction records: six years from the end of the last company financial year they relate to, or longer where a tax enquiry or other legal requirement applies. This does not mean all guest information is retained for six years.
Enquiries that do not lead to a booking or agreement: up to 12 months after the last meaningful contact. An active corporate or landlord discussion may remain open longer while there is a genuine ongoing enquiry.
Routine stay arrangements and guest correspondence: up to 12 months after checkout. We separate and retain any material contractual, accounting or complaint evidence for the period justified by its purpose rather than retaining unrelated messages indefinitely.
Identity documents: no routine copies are retained. If a specific check is necessary, we normally inspect the document without copying it and retain only a minimal verification record. Any legally required copy or registration record follows the applicable requirement, explained at collection. Monitoring data, if introduced, has a separate purpose-specific retention period in the notice for that system.
Website, security and provider-managed logs: retained according to the active service settings for the period needed to investigate security events, maintain service integrity or meet applicable obligations. We review available settings at least annually and reduce retention where no longer justified. Cookie durations are stated in the relevant cookie information. You can ask us for the current periods applicable to a service you used.
Marketing: we stop promotional use when you opt out and review inactive contacts after 24 months without meaningful engagement. We remove contacts no longer needed and keep only minimal suppression information necessary to honour opt-outs. Evidence of consent may be retained where needed to demonstrate compliance.
A genuine complaint, legal claim or binding preservation requirement may justify keeping relevant records longer until the matter and applicable retention obligations are resolved. It does not justify keeping unrelated information indefinitely.
9. Your rights and choices
Depending on the circumstances and legal basis, you may ask for access to your personal information, correction, deletion, restriction of use or a portable copy of information you provided. You may withdraw consent at any time without affecting earlier lawful processing. Some rights are subject to legal exceptions.
Your right to object: you can object to processing based on legitimate interests on grounds relating to your situation. You can object to direct marketing at any time; we will stop using your information for that purpose.
To exercise rights, contact innspiredstays@gmail.com. We may ask for proportionate information to verify identity. We normally respond within one month, subject to lawful extensions or other rules, and explain any limitation.
Our payment and booking providers may use automated checks to identify suspected fraud or reject a payment. If a payment or booking is declined, contact us so a person can review our booking decision and discuss available options. We cannot override a bank’s or provider’s independent decision; their notices explain their processing and applicable review rights.
10. Security complaints and changes
We use appropriate technical and organisational measures to protect personal information and limit access. No internet service is entirely risk-free. Contact us promptly if you suspect misuse of your information in connection with our services.
If you are unhappy with our handling of information, contact us so we can investigate. You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on
0303 123 1113
You do not have to complete our complaints process before contacting the ICO.
We may update this policy as our services or obligations change. The effective date identifies the current version, and we will bring material changes to your attention where appropriate. Where a new use needs consent, updating this policy alone will not provide that consent.