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Privacy Policy

1. Introduction

This Privacy Policy explains how Virtus Homes and registered company Virtus Property Group Ltd (“we”, “us”, “our” ) collects, uses, and protects your personal data when you use our website, make a booking, or engage with our short-term rental services.

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We are committed to protecting your privacy and handling your personal data responsibly in accordance with the UK GDPR and the Data Protection Act 2018.

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2. Our Responsabilities

For the purposes of applicable data protection legislation, Virtus Homes Ltd is the data controller of the personal data we process.

As a data controller, we are responsible for ensuring that:

  • Our systems and processes comply with data protection laws

  • Any third-party service providers we use handle your data securely

  • Our staff are appropriately trained in data protection

We take personal data breaches seriously and will notify the Information Commissioner's Office (ICO) where required by law.

We adhere to the core data protection principles, ensuring that personal data is:

  • Processed lawfully, fairly and transparently

  • Collected for specified, explicit purposes

  • Adequate, relevant and limited to what is necessary

  • Accurate and kept up to date

  • Retained only as long as necessary

  • Kept secure

For any data protection queries, you may contact us at:

Data Protection Contact
Virtus Homes Ltd

Markham House, 20 Broad Street, Wokingham, UK, RG40 1AH

 

3. How We Collect, Use and Disclose Your Personal Data

We collect personal data in a number of ways, including:

  • When you make an enquiry or booking with us

  • When you stay at one of our properties

  • When you contact us via phone, email, or website forms

  • Through third-party booking platforms (e.g. Airbnb, Booking.com)

  • Through our website via cookies and analytics tools

  • From third parties where necessary (e.g. payment providers, identity verification services)

We use your personal data to provide our short-term rental services and manage our business operations effectively.

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3.1 Types of Data We Collect

We may collect and process the following categories of personal data:

  • Identity Data: Name, date of birth (where required)

  • Contact Data: Email address, telephone number, postal address

  • Booking Data: Stay details, guest information, preferences

  • Payment Data: Transaction details (processed securely via third-party providers)

  • Technical Data: IP address, browser type, device information

  • Usage Data: Website interaction and analytics

  • Security Data: CCTV footage (external/communal areas only), access logs

 

3.2 How We Use Your Data

We use your personal data for the following purposes:

  • To process and manage bookings

  • To verify guest identity and ensure property security

  • To communicate with you regarding your stay

  • To provide customer support

  • To process payments and prevent fraud

  • To improve our services and website functionality

  • To comply with legal and regulatory obligations

 

3.3 Disclosure of Your Data

We may share your personal data with:

  • Third-party booking platforms and payment processors

  • Property management, cleaning, and maintenance providers (limited data only)

  • IT and hosting providers

  • Professional advisers (legal, tax, accounting)

  • Regulatory or law enforcement authorities where required

We do not sell or rent your personal data to third parties.

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​​4. Lawful Basis for Processing

We process your personal data under the following lawful bases:

  • Contractual necessity – to fulfil bookings and provide services

  • Legal obligation – to comply with applicable laws

  • Legitimate interests – to operate and improve our business

  • Consent – where required (e.g. marketing communications)

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5. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • Secure systems and access controls

  • Use of trusted payment processing providers

  • Limiting access to authorised personnel only

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6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

  • Legal and regulatory requirements

  • Financial record-keeping obligations

  • Dispute resolution

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7. Your Rights

Under the UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure of your data

  • Object to processing

  • Restrict processing

  • Request data portability

  • Withdraw consent where applicable

To exercise your rights, please contact us using the details above.

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8. Cookies and Website Use

Our website uses cookies and similar technologies to improve user experience and analyse website performance.

Please refer to our Cookie Policy for further details.

 

9. CCTV and Property Security

Some Virtus Homes properties may use CCTV in external or communal areas for safety and security purposes. This will be identified to clients.

We do not use CCTV within private living spaces.

 

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

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11. Complaints

If you are not satisfied with how we handle your personal data, you may lodge a complaint with the Information Commissioner's Office (ICO).

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12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with an updated revision date.

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