The Residences - Serviced Apartments
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Privacy Policy (UK)

This privacy statement applies to citizens and legal permanent residents of the United Kingdom.

In this privacy statement, we explain what we do with the data we obtain about you via https://theresidences.uk. We recommend you carefully read this statement. In our processing we comply with the requirements of privacy legislation, including UK GDPR and the Data Protection Act 2018.

Our Privacy Commitments

  • We clearly state the purposes for which we process personal data.
  • We limit our collection of personal data to only the data required for legitimate operational purposes.
  • We request explicit consent to process your personal data in cases where consent is required.
  • We implement appropriate security measures to protect your personal data and require the same from third parties processing data on our behalf.
  • We respect your right to access your personal data or have it corrected or erased upon request.

1. Purpose, Data & Retention Periods

1.1 Contact — Phone, Mail, Email & Web Forms

Data collected: First and last name, phone number, email address, physical address, apartment preference, message enquiry text, and IP address.

Lawful basis: Execution of a contract or preliminary procedures related to a contract at the request of the data subject.

Retention period: Retained for as long as required to manage your enquiry, reservation, or account history.

1.2 Fulfilling & Supporting Serviced Accommodation Reservations

Data collected: Contact details, stay dates, guest occupancy count, payment details (processed via secure PCI-DSS compliant third-party payment gateways such as freetobook), and check-in verification details.

Lawful basis: Performance of a contract (your stay reservation) and legal obligations.

Retention period: Retained for the duration of the booking contract and accounting retention requirements.

1.3 Legal Compliance & Safety

Data collected: Guest identity records, transaction logs, and security register details required for hospitality and tax compliance.

Lawful basis: Compliance with statutory legal obligations under UK law.

1.4 Website Security & Functional Analytics

Data collected: IP address, device type, browser session attributes, and aggregate interaction metrics.

Lawful basis: Legitimate interest in maintaining website security, preventing abuse, and ensuring technical performance.

2. Cookies

Our website uses cookies and similar technologies. For detailed information regarding how cookies are used on this site, please refer to our Cookie Policy (UK).

3. Data Disclosure & Third Parties

We do not sell personal data. We disclose personal data to third parties only where necessary to deliver our services or as required by law:

  • Reservation & Payment Systems: Secured booking engines (such as freetobook) for managing room inventory and payment processing.
  • CRM & Operational Systems: Internal enquiry management workflows to answer guest communications promptly.
  • Legal Compliance: Statutory authorities, law enforcement, or legal advisors where required by court order or applicable legislation.

4. Security

We are committed to the security of personal data. We implement technical and organisational measures to guard against unauthorised access, disclosure, alteration, or destruction. Encrypted HTTPS protocols are enforced across all website routes.

5. Your Rights Under UK GDPR

Under UK data protection laws, you possess the following rights regarding your personal data:

  • Right of access: You may request a copy of the personal data we hold about you.
  • Right to rectification: You may request correction of inaccurate or incomplete data.
  • Right to erasure (‘right to be forgotten’): You may request deletion of your personal data where no legal override applies.
  • Right to restriction or objection: You may object to or restrict processing of your data under specific conditions.
  • Right to data portability: You may request transfer of your data to another provider in a structured format.

To exercise any of these rights, please contact us at reservations@theresidences.uk.

6. Submitting a Complaint

If you are unsatisfied with how we process your personal data, you have the right to lodge a complaint with the UK regulator:

Information Commissioner's Office (ICO)

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Website: https://ico.org.uk

7. Contact Details

The Residences

7 Howburn Place, Aberdeen, AB11 6XT

Email: reservations@theresidences.uk

Phone: 01224 515551