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Privacy Policy

Last Updated: December 15, 2024

Introduction

At Smoobu, operated by Coastal Breeze Property Solutions, we are committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your information in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

By using our property management platform and services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

Data Controller

The data controller responsible for your personal data is:

Coastal Breeze Property Solutions

14 The Wharf, Bristol Harbour

Bristol, BS1 6TG, United Kingdom

Phone: +44 117 924 1234

Information We Collect

Personal Information

We collect various types of personal information when you use our services:

  • Account Information:Name, email address, phone number, postal address, and login credentials
  • Property Information:Property details, addresses, descriptions, photos, and rental information
  • Financial Information:Payment details, billing information, bank account details, and transaction history
  • Booking Information:Guest details, reservation dates, pricing, and communication records
  • Communication Data:Messages, emails, support tickets, and feedback you provide

Automatically Collected Information

  • Device Information:IP address, browser type, operating system, device identifiers
  • Usage Data:Pages visited, features used, time spent on platform, click patterns
  • Location Data:General geographic location based on IP address
  • Cookies and Tracking:Information collected through cookies and similar technologies

How We Use Your Information

We process your personal data for the following purposes, based on legitimate legal grounds:

Service Provision (Contract Performance)

  • Creating and managing your account
  • Processing bookings and reservations
  • Facilitating property management operations
  • Processing payments and financial transactions
  • Providing customer support and responding to inquiries

Legal Obligations

  • Complying with tax and accounting requirements
  • Responding to legal requests and preventing fraud
  • Maintaining records as required by law

Legitimate Interests

  • Improving and optimizing our platform and services
  • Analyzing usage patterns and trends
  • Detecting and preventing security threats
  • Conducting research and development

Consent

  • Sending marketing communications (you can opt out at any time)
  • Using cookies for analytics and personalization
  • Sharing data with third parties for marketing purposes

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. Cookies are small text files stored on your device that help us recognize you and remember your preferences.

Types of Cookies We Use

Essential Cookies

Required for the platform to function properly. These cookies enable core functionality such as security, authentication, and session management. They cannot be disabled.

Performance Cookies

Help us understand how visitors interact with our platform by collecting and reporting information anonymously. This helps us improve our services.

Functional Cookies

Enable enhanced functionality and personalization, such as remembering your preferences, language settings, and login information.

Marketing Cookies

Used to track visitors across websites to display relevant advertisements. These cookies require your consent and can be disabled through cookie settings.

You can manage your cookie preferences through your browser settings or our cookie consent banner. Please note that disabling certain cookies may affect the functionality of our platform.

Analytics and Third-Party Services

We use third-party analytics services to help us understand how our platform is used and to improve our services. These services may collect information about your use of our platform and other websites.

Analytics Providers

  • Google Analytics:We use Google Analytics to analyze website traffic and user behavior. Google Analytics uses cookies to collect information anonymously.
  • Performance Monitoring:We use performance monitoring tools to track system performance, identify errors, and improve platform stability.
  • Heatmap Tools:We may use heatmap and session recording tools to understand how users interact with our interface.

Your Control:You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on or by adjusting your cookie preferences.

Data Sharing and Disclosure

We do not sell your personal data. We may share your information with third parties only in the following circumstances:

Service Providers

We work with trusted third-party service providers who assist us in operating our platform and providing services to you:

  • Payment processors for handling financial transactions
  • Cloud hosting providers for data storage and infrastructure
  • Email service providers for communications
  • Customer support platforms
  • Analytics and marketing service providers

Legal Requirements

We may disclose your information when required by law or to:

  • Comply with legal obligations, court orders, or government requests
  • Protect our rights, property, or safety
  • Prevent fraud or security threats
  • Enforce our terms of service

Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity. We will notify you of any such change and provide options regarding your data.

International Data Transfers

Your personal data may be transferred to and processed in countries outside the European Economic Area (EEA) where our service providers are located. When we transfer data internationally, we ensure appropriate safeguards are in place:

  • Standard Contractual Clauses approved by the European Commission
  • Adequacy decisions recognizing equivalent data protection standards
  • Binding Corporate Rules for intra-group transfers
  • Privacy Shield certification (where applicable)

You have the right to obtain information about the safeguards we use for international transfers by contacting us.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations:

  • Account Data:Retained while your account is active and for 3 years after account closure
  • Transaction Records:Retained for 7 years to comply with tax and accounting regulations
  • Communication Records:Retained for 2 years for customer service purposes
  • Marketing Data:Retained until you withdraw consent or for 2 years of inactivity
  • Analytics Data:Anonymized and retained for statistical purposes

After the retention period expires, we securely delete or anonymize your personal data. Some data may be retained in backup systems for a limited additional period.

Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:

Right to Access

Request a copy of the personal data we hold about you and information about how we process it.

Right to Rectification

Request correction of inaccurate or incomplete personal data we hold about you.

Right to Erasure

Request deletion of your personal data in certain circumstances, such as when it is no longer necessary.

Right to Restriction

Request restriction of processing your personal data in certain circumstances.

Right to Data Portability

Receive your personal data in a structured, commonly used format and transmit it to another controller.

Right to Object

Object to processing of your personal data based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent

Where we process your data based on consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before withdrawal.

Right to Lodge a Complaint

You have the right to lodge a complaint with your local data protection authority if you believe we have not handled your personal data properly.

How to Exercise Your Rights

To exercise any of your rights under GDPR, please contact us using the information provided below. We will respond to your request within one month, though this may be extended by two additional months in complex cases.

When submitting a request, please provide:

  • Your full name and email address associated with your account
  • A clear description of the right you wish to exercise
  • Any relevant details to help us locate your information
  • Proof of identity (to prevent unauthorized access)

We do not charge a fee for processing requests unless they are manifestly unfounded, excessive, or repetitive. In such cases, we may charge a reasonable fee or refuse to act on the request.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

Encryption

All data transmitted between your device and our servers is encrypted using TLS/SSL protocols.

Access Controls

Strict access controls ensure only authorized personnel can access personal data.

Secure Storage

Data is stored on secure servers with regular backups and disaster recovery procedures.

Regular Audits

We conduct regular security audits and vulnerability assessments to maintain high security standards.

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but continuously work to improve our security measures.

Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately.

If we become aware that we have collected personal data from a child without parental consent, we will take steps to delete that information from our servers promptly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will:

  • Update the "Last Updated" date at the top of this policy
  • Notify you via email or through a prominent notice on our platform
  • Provide you with an opportunity to review the changes before they take effect
  • Obtain your consent if required by law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data. Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

Contact Us About Privacy

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email

For privacy-related inquiries, please contact our Data Protection Officer through our support channels.