Nottingham Direct Stays

Privacy policy

This notice explains how personal information is handled when you enquire about or book accommodation through Nottingham Direct Stays.

Who is responsible for your information

Linda Williams Properties Limited is the data controller for accommodation enquiries and direct bookings. Company number 13562248; registered in England and Wales. Registered office: 8 Friars Court, Lenton Road, The Park, Nottingham, England, NG7 1EW.

Privacy enquiries may be sent to Lauren Allsop at colonylets@gmail.com or by calling or texting +44 7359 102471.

Information we collect

Depending on how you contact or book with us, we may collect:

  • your name and contact details;
  • booking dates, property, party size and information needed to administer the stay;
  • messages, requests, complaints and other guest communications;
  • payment status, amount and transaction references;
  • information needed to meet legal obligations or handle a dispute; and
  • technical information associated with use, security and operation of the website.

We do not receive or store your full card details. Payment information is entered into and processed by the selected payment provider.

How we use personal information

We use personal information to:

  • answer enquiries;
  • take, confirm and administer bookings;
  • process and record payments and refunds;
  • provide check-in information and guest support;
  • protect guests, properties and our legitimate business interests;
  • resolve problems, complaints or legal claims; and
  • meet accounting, tax and other legal obligations.

We rely on performance of a contract or steps requested before entering a contract, compliance with legal obligations, and legitimate interests such as operating and protecting the accommodation business. Where consent is required for a particular use, it will be requested separately.

For questions about returning-guest offers, or to ask us to stop sending them, contact Lauren using the details above.

Services that process information

  • WordPress.com / Automattic hosts and operates the website and may process technical, security and website-interaction information.
  • Smoobu supplies the Booking Engine and booking-management service and processes enquiry, booking and guest-communication information.
  • Stripe processes eligible card and Apple Pay payments.
  • PayPal processes PayPal payments and any PayPal Pay Later option offered to an eligible guest.

These providers process information under their own terms and privacy arrangements. Information may also be disclosed to professional advisers, authorities or service providers where reasonably necessary or legally required.

Cookies and technical data

The website and embedded booking services may use cookies or similar technologies that are necessary for operation, security and payment or booking functions. If optional analytics or other non-essential cookies are active, the applicable cookie controls and provider information will apply.

International transfers

Some service providers may process information outside the United Kingdom. Where required, transfers are made using an adequacy decision or other safeguards recognised by UK data-protection law.

How long information is kept

  • Enquiries: only for as long as required to respond and manage reasonable follow-up.
  • Booking information and communications: as necessary to administer stays, resolve disputes and meet legal obligations.
  • Accounting and transaction records: for six years from the end of the relevant company financial year, subject to any longer legal requirement.

Information that is no longer required will be deleted or anonymised where reasonably practicable.

Your rights

Depending on the circumstances, you may have rights to request access to, correction or deletion of your personal information; to restrict or object to its use; and to request transfer of information you provided. Where processing relies on consent, you may withdraw that consent.

To exercise a right, email colonylets@gmail.com. You may also complain to the UK Information Commissioner’s Office at ico.org.uk.

Updates

This notice may be updated when the website, booking arrangements or legal requirements change. The current version will be shown on this page.

Optional AI guest chat

If you choose to use our AI guest chat, your question, selected property and up to four recent questions in that chat are sent to OpenAI to prepare an answer. For online lookups, relevant search queries are also processed by the search service. Please do not enter payment details, door codes or other sensitive personal information.

Chat sessions are held temporarily in server memory for up to 20 minutes. We do not save guest chat transcripts to our server logs or browser storage. OpenAI may retain API data under its own service and security arrangements; requesting that answers are not stored does not guarantee zero provider retention. Read OpenAI’s privacy information.

The assistant cannot change bookings, take payments or issue access codes. Automatic forwarding to Lauren is not connected at present. For human assistance, email colonylets@gmail.com.