We are dedicated to protecting the privacy of our guests; this policy outlines how we will protect and use your personal information.
By using our website and agreeing to our cookie policy, you also consent to our use of cookies in accordance with the conditions laid out in this policy.

GDPR Policy

Who are we

Flexible Stays are providers of short-term accommodation.

This Privacy Policy will provide detailed information on when and why we collect your personal data, how it’s used, the rare times where we may disclose it to others and how we ensure it’s kept safe. We also don’t gather, sell on or exchange email lists/data with other organisations.

Links to Other Web Sites

This privacy policy only covers data collected from this website and does not encapsulate others that may be linked to this website. These will have their own privacy policies.


We ensure that steps are taken to keep your information safe. Once sensitive information is submitted via the website, it is protected both offline and online.

Your personal data is sent securely using SSL encryption and can be verified by looking for the lock icon in the address bar. If this is not present then care should be taken about before sending data and is down to the responsibility of the user before choosing to send this data insecurely.

There are occasions where limited data as required is shared with other employees of Flexible Stays Ltd to carry out their duties e.g. invoicing or talking with customers.


We do collect contact information including email addresses and contact numbers for the purpose of keeping you updated in regards to your reservation, access to the facilities or other use which may be of importance to the guest.

Changes to this Privacy Policy

Flexible Stays withholds the right to update this policy when required. This policy is effective from 1st Aug 2019.

What information is collected?

The type of information we may collect and store may include:

(a) your computer related information including but not limited to: IP address and geographical location, operating system (OS), browser used, pages viewed and duration.

(b) your information regarding transactions you’ve made on this website

(c) website registration information

(d) subscription information to newsletters and/or email notifications

Consent must be obtained from the other person before submitting information on their behalf; both the disclosure and the processing of such information in line with the conditions outlined in this policy.

What are cookies?

Web browsers are tracked and identified by the web server each time a request to the server is made including but not limited to: accessing a page from the web server. This identifier that is tracked is referred to as a cookie and is made up of characters and digits. These are then stored by the browser.

There are two types of cookies; session and persistent that we may use. Session cookies are deleted once the browser is closed whereas persistent continue to be stored by the browser until deleted or expire.

We may use session cookies to track which pages of the website you visit and booking data that has yet to be completed. Persistent cookies may be used to remember you and your preferences when revisiting the website.

We’ll also make use of Google Analytics to analyse information relating to the website by using cookies stored within browsers. This information is then collated into reports and is stored by Google, their policy on privacy is available here: http://www.google.com/privacypolicy.html.

Users do have a choice to reject all cookies within their browser. However this will have a negative effect upon the general usability of the website.

Do cookies contain any personal information?

Cookies don’t hold any personally identifyable information however the person information that we may store about the user may be linked to the information contained within the cookies.

How is your personal information used?

The information that is submitted to us may include but is not limited to the following purposes:

(a) Maintain the website

(b) Personalise your experience when using the website

(c) Provide you with accommodation or services purchased via the website

(d) Send invoices and receipts to you and collect payments

(e) Send you non-marketing related information

(f) Send emails that you have requested

(g) Send newsletters or other communication either in relation to Flexible Stays Ltd or other companies that may be of interest to yourself.

(h) Send statistics to third parties although no personally identifyable information will be sent.

(i) Handle with queries or complaints made by yourself.

(j) Prevent fraud and security risks

(k) Maintain compliance with the conditions provided here

Once your information is published on our website i.e. reviews, Flexible Stays Ltd will publish and use that data in accordance with the licence that has been granted to us by you.

None of your personal data will be supplied to third parties for the purpose of marketing without your prior express consent.


Flexible Stays Ltd may disclose your personal data to any of, but not limited to the following; staff, agents, sub-contractors as required for the reasons outlined within this policy.

Additionally we may also disclose your personal data in the following circumstances:

(a) when required to do so by the law

(b) when connected to any legal proceedings (whether ongoing or upcoming)

(c) when required to exercise or defend the companies’ legal rights which may include disclosing information to others to prevent fraud and credit risk

(d) when required by a buyer (both current and prospective) of any business that we are selling (both currently and considering)

(e) when a person who deem may apply to a court or other authority for disclosure of personal data

Flexible Stays Ltd will not disclose your data to third parties unless as otherwise mentioned above.

How are international data transfers handled?

The personal data that we gather may be transferred between any countries that we operate in so the data can be used in accordance with this policy.

The countries in which the data may be transferred may not have data protection laws that are the same as those used within the EEA (European Economic Area).

The data that you publish on our website such as reviews will be available to anyone and as such we’re unable to prevent this data being mis-used. Upon submission you agree to such submissions and use of personal data.

Security of your personal information


We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will store all the personal information you provide on our secure password and firewall protected servers.

All electronic transactions entered into via the website will be protected by encryption technology.

You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

You are responsible for keeping your password and other login details confidential. We will not ask you for your password (except when you log in to the website).

Policy amendments

We may update this privacy policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.
We may also notify you of changes to our privacy policy by email.

Your rights

You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to:

(a) The supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

We may withhold such personal information to the extent permitted by law.

You may instruct us not to process your personal information for marketing purposes. In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated.


If you have any questions about this privacy policy or our treatment of your personal information, please write to us by post to:
Flexible Stays Ltd, 1 Market Hill, Calne, Wiltshire, SN11 0BT


Smoking is not permitted in the apartments or in the internal communal areas of the apartment blocks or on the balconies and terraces. A surcharge of £250 will be made if evidence of smoking is discovered in the apartment, or on the balcony.

Data controller

The data controller responsible in respect of the information collected on this website is Flexible Stays Ltd.