Privacy Policy

1. Who we are

Business name: Brick Stays
Contact: Conilios Chinoputsa
Email: [email protected]
Service area: Barnsley & South Yorkshire, United Kingdom

For the purposes of UK data protection law (including the UK GDPR and the Data Protection Act 2018), Brick Stays is the data controller of the personal data described in this policy.

[Client note: confirm legal entity name, company number (if any), and registered address before going live.]

2. What this policy covers

This policy applies when you:

• Visit our website or landing pages
• Submit a free income estimate or enquiry form
• Contact us by email, phone, or social media
• Request a property viewing or consultation
• Enter into a short-let management agreement with us
• Receive emails or other communications from us

3. Information we collect

3.1 Information you provide

• Name and contact details (email address, phone number)
• Property details you share (address or area, bedrooms, current rent, condition notes)
• Form answers and free-text messages
• Availability preferences for viewings or calls
• Payment and billing details if you become a management client (processed via third-party payment providers where used; we do not store full card numbers on our own systems)
• Correspondence and documents related to onboarding or management

3.2 Information collected automatically

• Device and browser type, approximate location derived from IP address
• Pages visited, referral source, and basic interaction data
• Cookies and similar technologies used for site function, analytics, and (where enabled) advertising or retargeting

3.3 Sensitive information

Please avoid sharing unnecessary special-category or highly sensitive personal data in website forms. If property ownership, banking, or identity documents are required for a management agreement, we will only collect what is reasonably needed and handle it confidentially.

4. How we use your information

We use personal data to:

• Respond to enquiries and deliver free income estimates or projections
• Arrange property viewings, consultations, and onboarding
• Provide short-let management services (listing, guest operations, cleaning coordination, reporting, and related support)
• Send service emails and, where permitted, relevant marketing about Brick Stays services
• Improve our website, forms, and user experience
• Process payments, issue statements/invoices, and meet legal or accounting obligations
• Protect our rights, prevent misuse, and maintain security

5. Legal bases for processing (UK GDPR)

Depending on the activity, we rely on one or more of the following:

• Consent — e.g. opting in to marketing emails or non-essential cookies
• Contract — e.g. providing an estimate you requested or delivering a management service you engaged
• Legitimate interests — e.g. improving our services, basic analytics, and relevant follow-up related to services you enquired about (balanced against your rights)
• Legal obligation — e.g. tax, record-keeping, and regulatory requirements

Where processing is based on consent, you may withdraw consent at any time without affecting prior lawful processing.

6. Email marketing and communications

If you submit an estimate form or contact us, we may follow up about your enquiry and related Brick Stays services. Where marketing consent is required, we will rely on that consent.

You can unsubscribe from marketing emails at any time using the link in our emails (where provided), or by contacting us at [email protected]. Transactional or service messages related to an active enquiry or management agreement may still be sent when necessary.

7. Sharing your information

We do not sell your personal data. We may share it with trusted providers who help us operate, such as:

• Website, CRM, and form platforms (e.g. GoHighLevel or equivalent)
• Email delivery tools
• Short-let platforms (e.g. Airbnb, Booking.com) where required to manage a property
• Cleaners, maintenance contractors, and operational partners needed to deliver the service
• Payment processors and accounting tools
• Analytics or advertising platforms (where enabled)
• Professional advisers (legal, accounting, insurance) when required

These providers process data only as needed to perform services for us and under appropriate contractual or operational safeguards. We may also disclose information if required by law, regulation, or valid legal process, or to protect rights, safety, and security.

8. International transfers

Some service providers may process data outside the United Kingdom. Where that happens, we take reasonable steps to ensure appropriate safeguards are in place (such as standard contractual clauses or equivalent mechanisms recognised under UK law), where required.

9. Data retention

We keep personal data only as long as reasonably necessary for the purposes above, including:

• Enquiry and estimate contacts: for a reasonable period to manage follow-up and records, or until you request deletion (subject to legal holds)
• Marketing contacts: until you unsubscribe or request deletion, subject to suppression lists needed to honour opt-outs
• Client and property management records: for the duration of the engagement and a reasonable period afterwards for support, quality, insurance, and legal/accounting needs

When data is no longer needed, we delete or anonymise it where practicable.

10. Cookies and tracking

Our site may use cookies and similar technologies for essential functionality, performance measurement, and (if used) marketing. You can control cookies through your browser settings. Blocking some cookies may affect site features.

[Client note: if you use Google Analytics, Meta Pixel, or similar tools, list them here and ensure a cookie banner/consent mechanism is in place where required.]

11. Your rights

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

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion in certain circumstances
• Restrict or object to certain processing
• Data portability (where applicable)
• Withdraw consent where processing is based on consent
• Complain to the UK Information Commissioner’s Office (ICO) if you believe your rights have been infringed

To exercise these rights, email [email protected]. We may need to verify your identity before responding. We aim to respond within the timeframes required by law.

12. Security

We use reasonable technical and organisational measures to protect personal data. No method of transmission or storage is completely secure; we cannot guarantee absolute security, but we take appropriate care consistent with the nature of a small property management business and online marketing.

13. Children’s privacy

Our services are intended for adults aged 18+ (property owners and prospective clients). We do not knowingly collect personal data from children. If you believe a child has provided us data, please contact us so we can delete it.

14. Third-party links

Our pages may link to third-party websites, booking platforms, or social media. We are not responsible for their privacy practices. Please review their policies separately.

15. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of our services after an update constitutes acknowledgment of the revised policy where permitted by law.

16. Contact

For privacy questions or requests:
Brick Stays
Email: [email protected]
Area: Barnsley & South Yorkshire, United Kingdom

This page provides a general privacy notice tailored to short-let property management and online marketing. It is not formal legal advice. Have a qualified professional review this text for your specific setup (tools, tracking, payment providers, data flows, and company details) before relying on it commercially.