Privacy Policy

Host Connect Property Management Ltd

Last updated: 9 April 2026

1. Who We Are

Host Connect Property Management Ltd (“we”, “us” or “our”) is a short term rental and property management business.

For the purposes of UK data protection law, we are the data controller of the personal data described in this Privacy Policy, unless we tell you otherwise.

Contact details

Host Connect Property Management Ltd

Unit 21 Lynedoch Industrial Estate

Greenock

PA15 4AX

Company number: SC847856

Email: contact@mapshortstays.com

Telephone: 01475 648800

We are registered with the Information Commissioner’s Office (ICO) and are registered members of the Property Redress Scheme (PRS).

2. What This Policy Covers

This Privacy Policy explains how we collect, use, store, disclose, and protect personal data when you:

visit or use our website

submit an enquiry through our website

contact us by email, phone, form, or message

make a booking enquiry or interact with us in relation to accommodation or services

otherwise provide us with personal data

This Privacy Policy applies to our website and related communications. Separate booking terms or guest documents may also apply where relevant.

3. The Personal Data We Collect

We may collect and process the following categories of personal data:

A. Identity and contact data

This may include:

your name

email address

telephone number

billing address or correspondence address

B. Booking and stay related data

This may include:

booking enquiry details

arrival and departure dates

property booked or requested

number of guests

guest names where provided

special requests or preferences

invoice requests and related details

C. Communications data

This may include:

messages sent through our website

emails, phone calls, WhatsApp messages, or other communications with us

customer service records

maintenance reports or issue reports raised during or before a stay

D. Technical and website usage data

This may include:

IP address

browser type and version

device type

operating system

pages viewed

referral source

date and time of access

cookie or similar technology data, where used

E. Transaction and payment related data

We may receive limited payment related information where relevant to enquiries, invoicing, or booking administration, such as payment status, transaction references, and billing details. Payment card information is typically processed by our third party payment providers in line with their own privacy notices and security procedures.

4. How We Collect Your Personal Data

We may collect personal data:

directly from you when you complete a form, make an enquiry, contact us, or otherwise interact with us

when you communicate with us by email, phone, messaging apps, or social media

automatically through cookies or similar technologies when you use our website, where applicable

from booking platforms, referral partners, property owners, or third parties involved in your booking or enquiry, where relevant and lawful

5. How We Use Your Personal Data

We may use your personal data to:

respond to enquiries and requests

administer, manage, and support bookings or booking enquiries

communicate with you about your stay, services, invoices, access, or issues raised

provide guest support and respond to maintenance or service issues

manage our business operations and customer relationships

improve our website, services, and user experience

maintain records for legal, regulatory, tax, fraud prevention, and dispute resolution purposes

comply with legal obligations

send service-related communications

We may also use personal data for marketing communications only where we are entitled to do so under applicable law.

6. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for using your personal data. Depending on the circumstances, we may rely on one or more of the following:

A. Contract

We may process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you.

For example:

responding to a booking enquiry

administering a booking

providing guest support or invoice information

B. Legitimate interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided your rights and interests do not override those interests.

For example:

operating and improving our website

managing enquiries and communications

protecting our business from fraud or misuse

maintaining service records

handling complaints or disputes

coordinating support, maintenance, and operational issues

C. Legal obligation

We may process personal data where necessary to comply with legal or regulatory obligations.

For example:

keeping financial or tax records

responding to lawful requests from authorities

complying with legal or regulatory requirements

D. Consent

Where required, we will rely on your consent.

For example:

certain types of non-essential cookies or similar tracking technologies

certain direct marketing communications where consent is required

Where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

7. Who We May Share Your Personal Data With

We may share personal data where reasonably necessary with:

property owners or landlords where relevant to your booking, enquiry, or stay

payment processors or invoicing providers

IT, website hosting, software, and communications providers

booking platform, channel manager, CRM, PMS, or support system providers

maintenance contractors, cleaners, keyholding providers, call handling providers, or other operational service providers where relevant to your stay or enquiry

professional advisers such as accountants, solicitors, insurers, or auditors

regulators, law enforcement bodies, courts, or other authorities where required by law or where necessary to protect our legal rights

We do not sell personal data to third parties.

8. International Transfers

Some of our service providers may store or process personal data outside the UK.

Where personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place as required by applicable data protection law.

9. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including for legal, regulatory, tax, accounting, fraud prevention, dispute handling, and record-keeping purposes.

Retention periods may vary depending on the type of information and the reason we hold it. In deciding how long to keep personal data, we may consider:

the nature, sensitivity, and amount of personal data

whether there is an ongoing enquiry, booking, complaint, or dispute

legal, tax, regulatory, or accounting requirements

operational necessity

whether retention is needed to establish, exercise, or defend legal claims

When personal data is no longer required, we will delete it or anonymise it where appropriate.

10. Cookies and Similar Technologies

Our website may use cookies and similar technologies, such as analytics tools, scripts, tags, pixels, or other storage and access technologies.

These technologies may be used to:

make the website work properly

remember preferences

understand how visitors use the website

improve website performance and user experience

support security and fraud prevention

measure the effectiveness of content or communications, where applicable

Where consent is required by law, we will ask for it before using non-essential cookies or similar technologies.

You can also manage cookies through your browser settings, but blocking some cookies may affect website functionality.

For more information, please see our Cookies Policy or cookie banner settings, where applicable.

11. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

request access to the personal data we hold about you

request correction of inaccurate or incomplete personal data

request erasure of your personal data

request restriction of processing

object to processing based on legitimate interests

request transfer of certain personal data to you or another provider

withdraw consent where we rely on consent

These rights are not absolute and may apply only in certain circumstances.

To exercise any of these rights, please contact us using the details in this Privacy Policy.

12. Complaints

If you have concerns about how we handle your personal data, please contact us first and we will try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection matters.

13. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security.

14. Third-Party Websites

Our website may contain links to third-party websites, booking systems, payment systems, or external services.

We are not responsible for the privacy practices, content, or security of those third-party websites or services. You should read their privacy policies separately.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be posted on this page and will take effect from the date shown at the top of the policy.

16. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

Host Connect Property Management Ltd

Unit 21 Lynedoch Industrial Estate

Greenock

PA15 4AX

Company number: SC847856

Email: contact@mapshortstays.com

Telephone: 01475 648800