Privacy Policy
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Privacy Policy
Excel Apartments is committed to the privacy and confidentiality of your information. This Privacy Policy describes our current policies and practices about our use of personal information.Please take time out to read this Privacy Policy very carefully.
ABOUT US
Excel Apartments is a provider of serviced accommodation for business and leisure, with a reputation for delivering exceptional quality apartments for our business customers. We offer a broad portfolio of apartments for our clients, throughout London. Our serviced apartments provide a cost-effective option for long stays and offer the perfect alternative to hotels for our clients.
As a serviced apartment provider, we collect and process data so that we can manage your booking, deal with your booking enquiries, improve your experience when using our website and where relevant, deal with any issues that you may have. This makes us a “controller” of your personal data.
OUR PROCESSING OF YOUR PERSONAL INFORMATION
We will collect and use different personal information about you for different reasons, including photo identification, depending on our relationship with you.
Sometimes we will receive “special categories of personal information” (which is information relating to your health, racial or ethnic origin, religious or philosophical beliefs) where you provide this to us as part of a special request in connection with your stay. Where you provide us with your special category personal information we will use this to provide you with advice and to help you find a serviced apartment that is suitable to your needs.
Where you provide personal information to us about other individuals (for example, members of your family or other guests staying in the apartment) we will also be controller of their personal information and we are responsible for protecting their personal information and using it appropriately. This Policy will therefore apply to those individuals and you should refer them to this Policy.
WHEN YOU AND YOUR EMPLOYER BOOKS AN APARTMENT WITH US
This section applies if you or your employer book an Excel Apartment.
What personal information will we collect?
At booking stage:
Your full name and title, address, telephone numbers and email addresses, date of birth and gender.
Identity documents such as passport, driving licence, Employment status and related information such as job title.
Details of your special requests, which are relevant to your booking.
Details of your previous stays or bookings with Excel Apartments.
Vehicle registration number.
The number of adults and children that will be staying in the apartment with you.
Details of the payment card that you use to make the booking, including the type of card, expiry date and last four digits.
Your smoking preferences.
How will we collect your personal information?
Directly from you:
When you book one of our apartments through our website or over email
When you book one of our apartments over the telephone;
During any subsequent communications we have with you, such as by telephone, email or when you make a general enquiry.
We will also collect your personal information from:
Your employer, if your employer on your behalf makes the booking.
What will we use your personal information for?
We use your information for the following legal reasons:
We need to use your personal information to enter into the booking contract with you. We will rely on this legal reason for all activities that are connected to your booking and without using your personal information we would be unable to do, such as confirming your booking details following confirmation of payment.
We have a business need to use your personal information. This will include for the purpose of operating and improving our website, ensuring the security of our website and services, maintaining back-ups of our databases, and responding to your enquires. When relying on this legal ground, we are under a duty to assess your rights and to ensure that we do not use your information unless we can demonstrate a legitimate business need.
When we use your “special category information” (such as information about your health), we will ask for your explicit consent. We are also permitted to use your special category information if we need to establish or defend our legal rights.
What is the purpose for using your personal information?
To manage your booking and booking preferences and to provide you with access to the apartment you have booked.
To communicate with you in respect of your booking and to answer any queries that you may have.
To provide improved quality, training and security (for example, through recorded phone calls to our contact numbers, or carrying out customer satisfaction surveys).
To obtain or maintain insurance cover, manage risks or obtain legal advice.
Legal grounds for using your personal information:
It is necessary to enter into or perform your contract.
We have a business need (to run our business effectively and provide a high-quality service)
It is necessary to enter into or perform your booking contract.
We have a business need (to respond to all communications)
For business purposes such as operating and improving our website, ensuring the security of our website and services, and maintaining back-ups of our databases
We have a business need (to develop and improve the services we offer)
We have a business need (to ensure we are adequately insured and have an effective risk strategy in place)
Who will we share your personal information with?
We do not share or distribute your personal information, other than to the following third parties and only under the limited circumstances we have set out above:
Service providers we have contracted with including payment service providers, our subcontractors and agents, auditors, our solicitors, actuaries, IT providers and database providers, marketing mailing providers and business suppliers.
Any third parties in the event of a sale, merger, reorganisation, transfer or dissolution of our business.
Law enforcement agencies such as the police, HMRC and taxation authorities.
WHERE YOU OR YOUR EMPLOYER BOOKS THROUGH OUR PARTNERS
This section applies if you or your employer books a serviced apartment provided by one of our Partners through Stay Inn Apartments.
What personal information will we collect?
By Excel Apartments at booking stage
Your full name and title, address, telephone numbers and email addresses, date of birth and gender.
Identity documents such as passport and driving licence.
Employment status and related information such as job title.
Details of your special requests, which are relevant to your booking.
Details of your previous stays or bookings with Stay Inn Apartments.
The number of adults and children that will be staying in the apartment with you.
Details of the payment card that you use to make the booking, including the type of card, expiry date and last four digits.
Your smoking preferences.
- By our Partners on arrival at your serviced apartment
Identity documents such as passport and driving licence where our Partners are legally obliged to collect this.
Details of your next destination where you provide this to our Partners.
Your full name and title.
Your unique booking reference number.
CCTV recordings of your arrival at the apartment where CCTV is in operation.
During or following your stay
Any feedback that you provide to Excel Apartments, including any complaints that you may have.
What special category information will we collect?
Information about your health if relevant to your booking (for example whether you have a physical disability that would require you to have wheelchair access to an apartment).
We will also collect information that you provide to us through a special request as part of your booking where you deem it relevant, for example which reveals or is likely to reveal your race or ethnicity, religious or philosophical beliefs, political views or data concerning your sex life or sexual orientation
How will we collect your personal information?
Directly from you:
When you book one of our apartments through our website or over email
When you book one of our apartments over the telephone;
During any subsequent communications we have with you, such as by telephone, email or live chat or when you make a general enquiry.
We will also collect your personal information from:
Your employer, if your employer on your behalf makes the booking.
What will we use your personal information for?
We use your information for the following legal reasons:
We need to use your personal information to enter into the booking contract with you. We will rely on this legal reason for all activities that are connected to your booking and without using your personal information we would be unable to do, such as confirming your booking details following confirmation of payment.
We have a business need to use your personal information. This will include for the purpose of operating and improving our website, ensuring the security of our website and services, maintaining back-ups of our databases, and responding to your enquires. When relying on this legal ground, we are under a duty to assess your rights and to ensure that we do not use your information unless we can demonstrate a legitimate business need.
When we use your “special category information” (such as information about your health), we will ask for your explicit consent. We are also permitted to use your special category information if we need to establish or defend our legal rights.
What is the purpose for using your personal information?
To manage your booking and booking preferences and to provide you with access to the apartment you have booked.
To communicate with you in respect of your booking and to answer any queries that you may have.
For business purposes such as operating and improving our website, ensuring the security of our website and services, and maintaining back-ups of our databases.
To provide improved quality, training and security (for example, through recorded phone calls to our contact numbers, or carrying out customer satisfaction surveys).
To obtain or maintain insurance cover, manage risks or obtain legal advice.
Legal grounds for using your personal information
It is necessary to enter into or perform your contract.
We have a business need (to run our business effectively and provide a high quality service).
It is necessary to enter into or perform your booking contract.
We have a business need (to respond to all communications).
We have a business need (to run an efficient business).
We have a business need (to develop and improve the services we offer).
We have a business need (to ensure we are adequately insured and have an effective risk strategy in place).
Legal grounds for using your special category information
Your consent.
We need to establish, exercise or defend legal rights.
Who will we share your personal information with?
We do not share or distribute your personal information other than to the following third parties and only under the limited circumstances we have set out above:
Service providers we have contracted with including payment service providers, our subcontractors and agents, auditors, our solicitors, actuaries, IT providers and database providers, marketing mailing providers and business suppliers.
Any third parties in the event of a sale, merger, reorganisation, transfer or dissolution of our business.
Law enforcement agencies such as the police, HMRC and taxation authorities