Privacy Policy
Last updated: 3 November 2026
This policy explains what personal information Easilets collects when you visit easilets.co.uk, book a stay, enter a competition or join our Guest Club, and how we look after it.
1. Who we are
Easilets is the trading name of Easilets Property Management Services Ltd, a company registered in England and Wales (company number 17392601). Our registered office is 30 Broughton Way, York, YO10 3BG.
We are the controller of your personal information for the purposes of UK data protection law. We are registered with the Information Commissioner’s Office (ICO), registration number ZC273089.
If you have any questions about this policy or your information, contact us at info@easilets.co.uk or 01904 954979.
2. The information we collect
- Contact details: your name, email address, phone number and postal address.
- Booking details: the property, dates, number and names of guests, special requests, and messages you send us before, during and after your stay.
- Check-in details: information you give us in our online check-in form, such as your expected arrival time, car registration and the names of the people staying.
- Payment details: payments are taken securely by our payment provider, Stripe. We see the payment amount and status, but we never see or store your full card number.
- Marketing and competition details: your details and preferences when you join our Guest Club, enter a competition or fill in a form on our website.
- Property access and security records: entry logs from smart locks and door codes, and footage from external cameras or video doorbells at some properties (see section 6).
- Website usage: how you use our website, collected through cookies and Google Analytics (see section 8).
- Reviews and feedback: reviews and feedback you leave about your stay, including on booking platforms.
3. How we use your information and our lawful basis
| What we use it for | Lawful basis |
|---|---|
| Taking and managing your booking, giving you access to the property and looking after you during your stay | Performing our contract with you |
| Taking payments, refunds and damage claims | Performing our contract with you |
| Keeping financial and tax records | Legal obligation |
| Keeping our properties, guests and neighbours safe, and preventing fraud and misuse | Legitimate interests |
| Answering enquiries and improving our website and service | Legitimate interests |
| Sending marketing emails and texts, including Guest Club offers | Your consent |
| Running competitions and contacting winners | Performing the competition terms you agreed to |
| Website analytics cookies | Your consent |
4. Marketing, the Guest Club and competitions
We only send you marketing emails or texts if you have agreed to receive them, for example by joining our Guest Club or entering a competition where joining is a condition of entry. That condition is always stated clearly on the entry form.
You can unsubscribe at any time using the link in any email, by replying STOP to any text, or by contacting us. Unsubscribing does not affect any booking or competition entry you have already made.
We never sell your details or give them to other companies for their own marketing.
5. Who we share your information with
We only share what each provider needs to do its job, and they must keep your information secure.
| Who | Why |
|---|---|
| Guesty | Our property management system, which holds bookings, guest messages and check-in details |
| Boostly | Runs the booking system on our website |
| Stripe | Processes payments securely |
| HighLevel (LeadConnector) | Runs our website forms, Guest Club, competitions and marketing emails and texts |
| Website analytics | |
| Easicleans and our maintenance contractors | Cleaning and maintaining the properties, with only the booking details they need |
| Property owners | Owners of the properties we manage see booking dates and guest numbers for their property |
| Lock and camera providers | Run the smart locks and external cameras at some properties |
| Professional advisers, insurers and authorities | Where needed for legal, insurance, tax or safety reasons, or where the law requires it |
If you book through Airbnb, Booking.com or another platform, that platform shares your booking details with us and also uses your information under its own privacy policy.
6. Smart locks and external cameras
Some of our properties use smart locks or door codes. These record when the door is locked and unlocked, so we can give you secure access and deal with any security problem.
Some properties have external cameras or video doorbells covering entrances or outside areas. They never cover the inside of a property or any private space. Where a property has them, this is stated in the listing and signposted on site. We use the footage only to protect the property, guests and neighbours, and to deal with incidents.
7. International transfers
Some of our providers, including Guesty, Stripe, HighLevel and Google, may store or process your information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the ICO’s approved contract clauses.
8. Cookies and Google Analytics
Our website uses essential cookies that it needs to work, for example to run the booking system and remember your choices.
With your consent, we also use Google Analytics cookies to understand how visitors use our website, such as which pages are viewed and how people found us. This helps us improve the site. Google Analytics does not tell us who you are.
You can accept or decline analytics cookies when you first visit, change your choice at any time, and block cookies in your browser settings. Blocking essential cookies may stop parts of the website, such as booking, from working.
9. How long we keep your information
| Information | How long |
|---|---|
| Booking, payment and financial records | 6 years after your stay, for tax and accounting |
| Check-in form details | 12 months after your stay |
| Guest messages | 3 years after your last stay |
| Marketing and Guest Club details | Until you unsubscribe or ask us to delete them |
| Competition entries | 12 months after the competition closes (longer for winners, as part of our records) |
| Smart lock entry logs | 90 days |
| External camera footage | 30 days, unless needed for an incident or claim |
Where information is needed for a complaint, claim or legal matter, we keep it until that is resolved.
10. Keeping your information secure
We use trusted providers with strong security, limit access to the people who need it, and change door codes between guests. No system is completely secure, but we take reasonable steps to protect your information and will tell you and the ICO if a breach affects you where the law requires it.
11. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information
- ask us to limit how we use your information
- object to how we use your information, including for marketing
- withdraw your consent at any time, for example to marketing or analytics cookies
- ask us to transfer your information to another organisation
To use any of these rights, contact us at info@easilets.co.uk. We will reply within one month. There is usually no charge.
12. Complaints
If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
13. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.