Privacy Policy
Privacy Policy (southportairbnb.co.uk)
Last updated: 14 January 2026
This Privacy Policy explains how personal data is collected and used when you visit southportairbnb.co.uk, make an enquiry, or book accommodation we manage.
1) Who we are (data controller)
Southport Air B & B Limited (“we”, “us”, “our”) is responsible for personal data collected via this website and for booking administration we carry out.
Contact email: southportairbnb@outlook.com
Contact phone: 0782 555 8675
Registered business address: 60 Southbank Road, United Kingdom
ICO registration reference: ZC035606
Agency arrangement for certain properties
For bookings at Kings Central 3 Bedroom, Market Quarter Apartment, and Birkdale Links Lodge, Southport Air B & B Limited operates as an agent for Southport Holiday Rentals Limited, who operate those properties.
Southport Holiday Rentals Limited may receive relevant booking information so they can operate the stay (check-in, guest support, housekeeping/maintenance coordination, and compliance).
ICO registration reference: ZC035736
Depending on the context, we and Southport Holiday Rentals Limited may each act as a data controller for our respective purposes. Where we act as an agent, we handle data only as needed to manage the booking and support the stay.
2) The personal data we collect
We only hold the information needed to manage bookings and guest support, and we only hold the information we receive from you or from the platform you used.
A) OTA bookings (Online Travel Agents)
If you book through an OTA, we typically receive limited guest information that the OTA passes to us, usually:
Name
Phone number
Booking details (property, dates, number of guests)
Messages related to the booking
We only hold what the OTA provides to us.
B) Direct bookings (via this website / direct enquiry)
If you book directly, we may collect:
Name
Phone number
Email address
Booking details (property, dates, number of guests, special requests, messages)
C) Payments (Stripe)
For direct bookings we use Stripe to take card payments.
Card payments are processed securely by Stripe.
We do not store full card numbers on our website servers.
We may receive limited payment records (for example: payment status, transaction reference, and limited card metadata such as last 4 digits), depending on Stripe’s information provided to us.
D) Website usage data (analytics/cookies)
When you use our website, we may collect data such as:
IP address (and approximate location derived from it)
Device/browser type
Pages visited and interactions
We collect this mainly via cookies and similar technologies (see Section 9).
3) How we use your data
We use personal data to:
Respond to enquiries and provide booking information
Create, administer and manage reservations
Communicate with guests before, during, and after a stay (check-in instructions, support, issue resolution)
Process payments and handle refunds/cancellations (direct bookings)
Maintain records for accounting, reconciliation, and dispute handling
Improve our website and understand how visitors use it (Google Analytics)
Comply with legal obligations (for example, tax/accounting requirements)
4) Lawful bases for processing (UK GDPR)
We process personal data under the following lawful bases:
Contract: to take and manage bookings and provide accommodation-related services.
Legitimate interests: to operate our business effectively (guest support, record-keeping, preventing fraud, handling disputes). We balance these interests against your rights.
Legal obligation: where we must keep records for legal/tax purposes.
Consent: where required for non-essential cookies/analytics (see Section 9).
5) Who we share your data with
We only share personal data when necessary to operate the booking and provide guest support.
This can include:
Southport Holiday Rentals Limited (for the three properties listed in Section 1) so they can operate the stay.
Smoobu (our property management system) to manage reservations, calendars and booking communications.
Stripe (direct bookings) to process card payments.
Service providers/contractors involved in operating a stay (for example housekeeping or maintenance) only where necessary (e.g., access coordination or resolving an issue).
Professional advisers (e.g., accountants, insurers, legal advisers) where needed.
Authorities where we are legally required to share information.
We do not sell personal data.
6) International transfers
Some suppliers (for example Stripe and Google) may process personal data outside the UK. Where data is transferred internationally, we rely on appropriate safeguards such as:
adequacy decisions where applicable, and/or
standard contractual clauses / UK data transfer arrangements, and
appropriate technical and organisational measures.
7) How long we keep your data (retention)
We keep personal data only as long as needed for the purposes in this policy.
Typical periods:
Booking and accounting records: usually kept for 6 years to meet UK tax/accounting requirements.
Guest communications and operational records: kept as needed to manage the booking and handle disputes, then deleted/archived in line with our retention practices.
8) Your data protection rights
You have rights under UK GDPR, including:
Access (get a copy of your data)
Rectification (correct inaccurate data)
Erasure (request deletion, where applicable)
Restriction (limit processing in certain cases)
Objection (to processing based on legitimate interests)
Data portability (in certain cases)
Withdraw consent (where processing is based on consent, such as optional cookies)
To exercise your rights, contact us at southportairbnb@outlook.com. We may need to verify your identity.
9) Cookies and Google Analytics
We use Google Analytics to understand how visitors use our website and to help us improve it. Google Analytics may use cookies or similar technologies to collect usage data.
Where required, we will ask for your consent before placing non-essential analytics cookies.
You can control cookies through your browser settings and (if implemented) our cookie consent tool.
10) Security
We take reasonable technical and organisational measures to protect personal data, including limiting access to booking systems and using reputable third-party providers (such as Stripe for payments).
No method of transmission or storage is completely secure, but we work to reduce risk and respond appropriately if issues arise.
11) Future security deposits
We do not currently take damage/security deposits. If we introduce deposits in future, we will update this Privacy Policy to explain:
what data we collect for the deposit,
how we collect it (e.g., Stripe),
how long we keep related records.
12) Children
Our website and accommodation are not directed at children, and we do not knowingly collect personal data from children via this website.
13) Complaints
If you have concerns, please contact us first and we will try to resolve them.
You also have the right to complain to the Information Commissioner’s Office (ICO) (the UK supervisory authority for data protection).