Privacy Policy

Business name: Newcastle Stays Ltd, trading as Newcastle Stays

Registered in England and Wales, company number 16968487

Contact email: newcastlestays@outlook.com

For the purposes of UK data protection law, Newcastle Stays Ltd is the data controller.

We may collect and process the following personal data:

• Name
• Email address
• Telephone number
• Billing and payment information
• Booking details and stay information
• Identification documents (where required)
• Correspondence and communications
• Technical data such as IP address, browser type, and device information

We collect personal data when you:

• Make a booking through our website or a third-party platform
• Contact us via email, phone, or enquiry forms
• Stay in a property managed by Newcastle Stays
• Interact with our website (via cookies and analytics tools)

We use your personal data to:

• Process and manage bookings
• Communicate with you regarding your stay
• Verify identity and prevent fraud
• Process payments and refunds
• Comply with legal and regulatory obligations
• Improve our services and website functionality

We process personal data under the following lawful bases:

• Contractual necessity – to fulfil bookings and accommodation agreements
• Legal obligation – compliance with UK laws and regulations
• Legitimate interests – improving services and protecting our business
• Consent – where required for marketing communications

We may share your personal data with:

• Payment processors and booking platforms
• Property owners (where applicable)
• Cleaning, maintenance, or management partners
• Legal or regulatory authorities if required by law

We will never sell your personal data to third parties.

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss, misuse, or alteration.

Access to personal data is limited to those who need it for legitimate business purposes.

We retain personal data only for as long as necessary:

• Booking and financial records: up to 7 years (legal requirement)
• Identification documents: only as long as required for verification
• Marketing data: until you withdraw consent

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure of your data (where applicable)
• Object to or restrict processing
• Request data portability
• Withdraw consent at any time

To exercise your rights, please contact us at newcastlestays@outlook.com.

Cookies are small files stored on your device when you visit a website. We keep their use to a minimum and only use non-essential cookies if you agree to them.

When you first visit our website, a banner asks whether you accept analytics cookies. You can change your choice at any time using the “Cookie settings” link at the bottom of every page.

Strictly necessary storage (always on)

• Your cookie choice, so we don't ask you again on every page. This is kept in your browser's local storage until you clear it or change your choice.
• Your search details (location, dates and guests), so they carry from the search bar to our properties page. This is kept in your browser's session storage and deleted when you close the tab.

Analytics cookies (only if you accept)

• Google Analytics (_ga and _ga_ cookies) helps us understand how visitors use our website, such as which pages are visited and how people find us, so we can improve it. These cookies last up to 2 years. Google Analytics data is processed by Google and may be transferred outside the UK under appropriate safeguards.

If you reject analytics cookies, Google Analytics is not loaded at all.

Booking cookies

• When you use the booking box on a property page, it is provided by our booking system, Lodgify, which may set its own cookies needed to check availability, show prices and complete your booking.

You can also block or delete cookies through your browser settings, although some parts of the website may not work as intended.

To run our website, we use a small number of trusted services. When you use our website, these services may receive your IP address and basic technical information about your device so they can deliver their content to you:

• Lodgify – our booking system. It powers the booking box on each property page and processes your booking and payment details when you book. Lodgify handles this booking data on our behalf.
• OpenStreetMap – provides the map images on our properties and property pages.
• Google Fonts – provides the typefaces used on our website.
• Google Analytics – measures how our website is used, only if you have accepted analytics cookies.
• Google Search Console – helps us understand how our website appears in Google search results. It does not place cookies on your device.
• Our website hosting provider – stores and delivers our website, and keeps standard server logs for security.
• Jotform – runs our contact and landlord meeting forms. When you send a form, Jotform stores your answers and emails them to us so we can reply.

Each of these services has its own privacy policy explaining how it handles data.

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites.

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated revision date.

If you have concerns about how we handle your data, please contact us first.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).