Guest privacy notice
Who we are
Hive Stewards is the trading name of Hive International Group Ltd, registered in England and Wales, company no. 17368328, registered office 66 Paul Street, London EC2A 4NA. We manage this property on behalf of its owner. For the parts of your stay we run, we decide how your details are used, which makes us responsible for them under UK data protection law.
The owner and the booking platform each hold your details for their own purposes as well, and their notices cover what they do.
Where your details came from
From the booking platform you used, or from the owner of the property. We do not take bookings directly.
What we hold
- Your name, email address and phone number
- Your booking dates and the number of people staying
- The names of others staying with you, where the booking gives them
- Your arrival time, and vehicle details where you give them to us
- Messages between us, and notes about access arrangements or anything that went wrong
We do not normally ask guests in the United Kingdom for identity documents. If we ever need to, for example because an owner’s insurer or a building’s management requires it, we will tell you why at the time and delete the copy once it has served that purpose.
What we use it for, and why
- Running your stay: arranging access, answering questions, and coordinating cleaning and maintenance. This is necessary to perform the arrangements for your stay and is in our legitimate interests in managing the property.
- Looking after the property and the people in it: knowing who is staying, and dealing with anything that goes wrong. Our legitimate interests, and the owner’s.
- Asking for a review: after you leave we may message you through the booking platform to ask how it went. We do this through the platform only, never by separate email or text. Our legitimate interests; tell us and we will stop.
- Keeping records: business, accounting and tax records, which the law requires us to keep.
Cameras
Some properties have exterior cameras or video doorbells. These belong to and are operated by the property owner, not by us, and we cannot see the footage. If you have any question about a camera, contact us and we will put you in touch with the owner. Cameras are not permitted inside a property or anywhere you would expect privacy.
Who we share it with
- The owner of the property
- Cleaners and tradespeople, who are given only what a particular job needs
- The booking platform you booked through
- Our accountant and professional advisers, where they need it
We do not sell your details, and we do not use them for our own marketing.
How long we keep it
- Messages and booking records: 12 months after you check out
- Anything that forms part of our financial records: 6 years, because company and tax law requires it
- Any identity document we have asked for: deleted within 30 days of checkout at the latest, and sooner once its purpose is spent
Where it is held
Our systems are shared with our group company in Egypt, so staff there can reach records held on them. Egypt does not have a UK adequacy decision, so that transfer relies on the International Data Transfer Agreement or the UK Addendum, together with a transfer risk assessment. You can ask us for a copy of the safeguards that apply.
Our website host keeps standard server logs, including IP address, date and time. They are used for security and troubleshooting only and are deleted automatically on the host’s standard schedule.
Your rights
You can ask us for a copy of what we hold about you, ask us to correct or delete it, object to how we use it, or ask us to restrict it. Email hello@hivestewards.com and we will deal with it free of charge. We may ask you to confirm who you are first, so that we do not hand your details to someone else.
If you are not happy with how we have handled it, you can complain to the Information Commissioner’s Office at ico.org.uk. You do not have to come to us first.