Independent Property Rental

In order to protect the privacy of our users, Independent Property Rental (thereafter known as IPR) have outlined a number of sub headings that incorporate its privacy policy to users visiting the website and who subsequently book rental accommodation through the business, IPR. For the purpose of this privacy policy, the property 8746 Stone Harbour Loop will also come under the following privacy policy statements.

What information is deemed as a user’s personal data?

IPR will hold two sets of personal data, those on its users and those who subsequently book rental accommodation through IPR. The information held is detailed below:

Why do IPR require a user’s personal data and how is this used?

IPR needs this personal data to build a database of all its users in order to help monitor which websites are generating enquiries, eg. IPR’s own website or other independent websites where IPR’s properties are advertised. Users should be aware that IPR has no control over the data held within these independent websites and that users should read the websites own privacy policy and terms and conditions.

All users must provide IPR with a minimum amount of personal data in order for IPR to process their enquiry. IPR will use certain elements of this personal data to add you to its mailing list to communicate with its users in the future for the purpose of marketing property newsletters, special offers, discounted offers etc. If users do not wish to be added to this mailing list, it is the user’s responsibility to advise IPR of this at the time of making contact. Users can also contact IPR at a later date if they wish their personal data to be removed from the mailing list. Alternatively on receiving a marketing email from IPR, users can also click the unsubscribe link. However, IPR hope that its users would like to remain on the mailing list to receive exclusive offers which at times will only be available to users on the subscribed IPR property mailing list.

Mailing lists and why IPR use these?

Mailing lists are used for a number of marketing reasons. IPR use these for the sole purpose of:

• The ongoing marketing of our website and to advise of any changes.
• Exclusive offers only offered to mailing list subscribers.
• Update of special and discounted offers which are publicised on our website.
• Marketing of quarterly newsletters.

How do IPR protect a user’s personal data once in receipt of this?

Although a user’s personal data is held on individual computers, this is automatically backed up on the IPR secure server to avoid loss of data. IPR also hold a minimum amount of manual data on booked guests ie. signed booking form, completed questionnaires, financial correspondence which IPR obtain from its banking institutions when a guest pay their deposits, final balances and security deposits. IPR will retain this manual data for a period not exceeding two years and will confidentially shred this manual information when it is no longer required.

Information supplied to IPR by our confirmed guests via completed questionnaires.

In order to service our users, IPR will ask our confirmed guests who have booked a property to complete two questionnaires: firstly when a confirmed booking takes place and secondly after the vacation / holiday is completed and on vacating the property. This information allows IPR to monitor its standards and services and also allows the update of our guest testimonial section on our IPR website. IPR will automatically add any guest testimonials received on these questionnaires to the website unless specifically requested by the guest not to do so. If the latter is requested, IPR will respect user’s wishes and not add testimonial(s) to the IPR website guest testimonial section.

When and why do IPR provide personal data to a third party company / individual?

IPR are required to pass on certain personal data to its Management Company in the USA. These being:

• Name
• Date of occupancy in property
• Number of night’s occupancy in property
• Special requests ie. pool heating, BBQ hire etc.

Occasionally, IPR may receive requests from users asking for the contact details of previous guests who have stayed in any of the advertised properties. On receiving such requests IPR will only pass on previous guest’s names and email addresses with their specific authority. Users requesting contact details for previous guests will agree that they will only use this personal data for the purpose of seeking information in relation to the property or properties they wish to rent through IPR and also on the services and standard of services IPR can offer.

Other than the reasons above, IPR will only pass on users personal data if required by law.