PRIVACY POLICY

Holl Group Ltd (“we”, “us”, “our”) is a data controller registered with the Information Commissioner’s Office (ICO), Registration Reference ZB643008. We are fully committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR), as well as all applicable legislation governing personal data and privacy within the United Kingdom. This Privacy Policy describes the basis upon which personal data is collected, processed, retained and disclosed by Holl Group Ltd in connection with our website, our serviced accommodation operations, guest management processes, landlord communications, and all ancillary activities related to the operation of our business. By accessing our website, submitting personal information to us or engaging with us in any contractual or pre-contractual capacity, you acknowledge, understand and irrevocably accept the terms of this Privacy Policy.

Holl Group Ltd, Company Number 15323418, Registered Office at 48 Hurdlow Avenue, Birmingham, B18 5QQ, operates as a private limited company engaged in the provision, management and operation of serviced accommodation. We are also a member of the Property Redress Scheme (PRS), which introduces certain obligations regarding transparency, complaint handling and cooperation with independent dispute resolution services.

We may collect and process several categories of personal data. These include contact details such as your full name, residential address, email address, telephone number, nationality and other identifiers submitted through webforms, enquiries or booking processes. During the booking process or pre-check-in procedures we may collect identity documents such as a passport, driving licence or government-issued identification. We may also collect digital and technical data such as IP address, browser type, device information and usage patterns when you visit our website. Operational data may include arrival and departure details, names of accompanying guests, pre-check-in information, deposit details and access logs from digital lock systems. We may also collect CCTV footage from external cameras, doorbell or intercom devices, and non-audio noise monitoring sensor readings placed within properties for safety and compliance purposes. Communications data such as emails, messages and telephone correspondence may also be stored and processed.

We rely upon several lawful bases for processing personal data. Firstly, processing is necessary for the performance of a contract under Article 6(1)(b) UK GDPR, including processing required to manage bookings, verify identity, manage deposits, provide the accommodation, facilitate check-in and check-out, and communicate essential information to guests. Secondly, we process personal data to comply with legal obligations under Article 6(1)(c) UK GDPR, including statutory duties imposed on accommodation providers by the Immigration (Hotel Records) Order 1972 (SI 1972/1689). Under this legislation, we are legally required to record the full name and nationality of each guest aged 16 or over, and for any non-British, non-Irish and non-Commonwealth national we must additionally record passport number or other identifying document, place of issue and next destination. We must retain these records for the statutory minimum period and disclose them to law enforcement authorities upon lawful request. Thirdly, we process personal data under legitimate interests pursuant to Article 6(1)(f) UK GDPR, including the prevention of fraud and unauthorised occupancy, the maintenance of security across our properties, responding to complaints including those escalated to the PRS, ensuring compliance with building regulations, monitoring noise levels for the protection of neighbours, and protecting staff and assets. Fourthly, where applicable, we process data on the basis of consent under Article 6(1)(a) UK GDPR, particularly in relation to marketing communications and non-essential website cookies. Consent may be withdrawn at any time.

We use personal data for the purposes of providing, managing and administering accommodation services; verifying identity; managing enquiries; ensuring compliance with statutory obligations; protecting the security and integrity of our properties; operating CCTV and noise monitoring systems in accordance with UK regulation; resolving complaints, including those managed in conjunction with the Property Redress Scheme; improving website functionality; processing payments and deposits; maintaining internal records; responding to legal obligations or regulatory requests; and enforcing the terms of any agreement between the guest and Holl Group Ltd.

Personal data may be disclosed to employees of Holl Group Ltd working under strict confidentiality and data protection requirements, third-party contractors such as cleaning teams, maintenance personnel or IT service providers, payment processors, security companies, insurance providers, legal advisers, HMRC or other statutory bodies, the Property Redress Scheme in relation to complaints, and law enforcement agencies where disclosure is required by law. All third parties processing data on our behalf are contractually required to comply with data protection legislation and to process personal data only under our instructions.

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including compliance with accounting, taxation, PRS complaint-handling timeframes, statutory limitation periods and immigration record-keeping requirements. Identity documents used for pre-check-in verification are deleted when no longer required, unless extended retention is mandated by law.

Personal data is stored primarily within the United Kingdom or the European Economic Area. Where data must be transferred outside these jurisdictions, we will implement appropriate safeguards in accordance with UK GDPR, such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

You have the right to request access to the personal data we hold about you, to request rectification of inaccurate data, to request erasure subject to legal limitations, to restrict processing, to object to processing based on legitimate interests, to request data portability and to withdraw consent where processing is based on consent. Requests should be submitted to admin@hollgroup.co.uk. We will respond within 30 days in accordance with statutory requirements.

We implement appropriate technical and organisational measures to ensure the security of personal data, including encryption, secure storage, restricted access, regular system audits and adherence to data minimisation principles. We continually assess risks and adjust our security posture accordingly.

We reserve the right to amend this Privacy Policy at any time. Updates will be published on our website and, where appropriate, may be communicated directly to affected individuals. Continued use of the website signifies acceptance of the most recent version of this Policy.

Questions, comments or requests relating to this Privacy Policy should be addressed to admin@hollgroup.co.uk.

COOKIE POLICY

This Cookie Policy explains how Holl Group Ltd uses cookies and similar technologies on our website in compliance with the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR). By accessing the website, you consent to the use of cookies as described in this Policy unless you disable them through your browser settings or via our cookie management tool.

Cookies are small text files placed on your device when you visit a website. They perform essential functions such as enabling page navigation, securing the website, maintaining user sessions and enhancing usability. Some cookies are strictly necessary and cannot be disabled as they are essential for the functioning of the site. Other cookies, such as analytics, performance, preference or marketing cookies, require your explicit consent before activation.

We use strictly necessary cookies to maintain the operability, security and accessibility of the website. These cookies do not require user consent and may include session management cookies, security tokens and operational load-balancing cookies.

We may use analytics or performance cookies, such as those provided by Google Analytics or similar providers, to collect information regarding how visitors use the website, including pages visited, duration of visits and interactions. These cookies operate only when consent is granted through the cookie banner. The information collected is aggregated and does not identify individual users.

We may use functionality cookies to store user preferences, enable certain features and improve the personalised experience of the website. These cookies require consent under PECR.

We may use marketing or targeting cookies provided by third parties to deliver content or track browsing behaviour for advertising or promotional purposes. These cookies will only operate when explicit consent has been provided.

Where third-party cookies are used, those providers are responsible for their own compliance with applicable regulations. Such third parties may include analytics companies, embedded content providers or advertising networks.

You may withdraw or modify your cookie preferences at any time via the cookie management interface displayed on our website or through your browser settings. Disabling essential cookies may impair certain website functions.

We may update this Cookie Policy periodically to comply with changes in law, operational requirements or technological developments. The most current version will always be displayed on our website.

For any questions regarding this Cookie Policy, please contact us at admin@hollgroup.co.uk.