Privacy Policy

This Privacy Policy explains how City Nest Residences Ltd ("City Nest Residences", "we", "our", "us") collects, uses, shares and protects your personal information when you visit our website at citynestresidences.co.uk (the "Site"), contact us, or engage our property management services. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are and how to contact us

City Nest Residences Ltd is a company registered in England and Wales (company number 17355821), with its registered office at M15 4XL, Manchester, United Kingdom. For the purposes of UK data protection law, we are the "data controller" of the personal data you provide to us.

If you have any questions about this policy or wish to exercise your rights, please contact us at contact@citynestresidences.co.uk.

2. Information we collect

Depending on how you interact with us, we may collect the following categories of personal data:

• Identity and contact data: name, email address, phone number, postal address and property address.
• Enquiry data: details of the property or service you are interested in, and any information you include in messages you send us.
• Contract data: information required to enter into and perform a management, guaranteed rent or short let agreement, including bank details for rental payments, identity verification documents and proof of ownership.
• Booking and guest data: where you are a guest, information necessary to fulfil a booking, such as check-in details, ID for verification and communications with our team.
• Technical data: IP address, browser type and version, device type, operating system, time zone setting, and information about your visit to the Site.
• Usage data: pages viewed, links clicked and referring URLs.
• Marketing preferences: your preferences in receiving marketing from us.

We do not knowingly collect information from children under the age of 16.

3. How we collect your information

• Directly from you when you complete our contact form, email or call us, book a call via our third party scheduling tool, or enter into an agreement with us.
• Automatically through cookies and similar technologies when you use the Site (see our Cookie Policy).
• From third parties such as booking platforms (for example Airbnb or Booking.com), letting agents, contractors, credit reference agencies or public sources (for example the Land Registry or Companies House).

4. How we use your information and the legal basis for processing

We only process your personal data where we have a lawful basis to do so:

• To respond to enquiries and provide information: based on our legitimate interests in running our business and, where relevant, taking steps at your request prior to entering into a contract.
• To provide our property management, guaranteed rent and short let services: based on the performance of our contract with you.
• To manage bookings and communicate with guests: based on the performance of a contract and our legitimate interests in operating short lets safely.
• To comply with legal, regulatory, tax and accounting obligations, including anti money laundering, right to rent checks and HMRC reporting: based on legal obligation.
• To operate, secure and improve the Site: based on our legitimate interests in keeping the Site secure and improving user experience.
• To send you marketing communications about our services where you have opted in: based on your consent, which you can withdraw at any time.

5. Sharing your information

We only share your personal data where necessary, and only with:

• Trusted service providers who act as our processors, such as cloud hosting, email, CRM, accounting, scheduling (Calendly) and analytics providers.
• Booking platforms, cleaners, contractors, maintenance suppliers and utility providers where necessary to deliver our services.
• Professional advisers such as lawyers, accountants and auditors.
• Regulators, HMRC, local authorities and law enforcement where required by law.
• Prospective buyers or investors in the event of a sale, reorganisation or transfer of our business.

We never sell your personal data.

6. International transfers

Some of our service providers are located outside the United Kingdom. Where personal data is transferred outside the UK, we ensure a similar degree of protection is afforded to it by relying on UK adequacy regulations or by putting in place appropriate safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

7. Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting or reporting requirements. Typical retention periods are:

• Enquiries that do not lead to a contract: up to 24 months.
• Contract and client records, including financial records: 7 years after the end of our relationship, in line with HMRC requirements.
• Guest booking records: up to 6 years after the booking.
• Website analytics data: typically up to 26 months.

8. Data security

We have put in place appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration or disclosure. These include access controls, use of reputable third party providers, encryption in transit and staff confidentiality obligations. In the event of a personal data breach, we will notify the Information Commissioner's Office and affected individuals where required by law.

9. Your rights

Under UK data protection law, you have the right to:

• Request access to the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request erasure of your data where there is no good reason for us to continue processing it.
• Object to processing of your data where we are relying on legitimate interests, or for direct marketing.
• Request restriction of processing in certain circumstances.
• Request the transfer of your data to you or a third party in a structured, commonly used, machine readable format.
• Withdraw consent at any time where we are relying on consent to process your data.

To exercise any of these rights, please email contact@citynestresidences.co.uk. We may need to verify your identity before responding, and will normally respond within one month.

10. Marketing communications

We will only send you marketing communications where you have opted in to receive them. You can unsubscribe at any time using the link in any marketing email, or by emailing us.

11. Cookies

The Site uses cookies and similar technologies. For more information about the cookies we use and how to manage them, please see our Cookie Policy.

12. Third party links

The Site may contain links to third party websites, plug ins and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements.

13. Complaints

If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk, by calling 0303 123 1113, or by writing to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

14. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you by email.