Privacy Policy
Vincimus Stays – Privacy Policy
Last Updated: 14th November 2025
Vincimus Ltd (“we”, “us”, “our”, “Vincimus Stays”) is committed to protecting your privacy and ensuring that your personal information is handled securely, fairly, and transparently.
This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website, booking services, or interact with us in any way.
We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant privacy legislation.
1. Who We Are
Vincimus Ltd
Registered Address: 85 Great Portland Street, London, W1W 7LT
Email: bookdirect@vincimusstays.co.uk
Phone: 01733 977555
We operate serviced apartments across Cambridgeshire and Bedfordshire and provide accommodation for contractors, business travellers, and leisure guests.
We are the Data Controller responsible for your personal data.
2. What Data We Collect
We may collect and process the following types of data:
A. Personal Identification Data
Full name
Email address
Phone number
Address
Date of birth (if required for verification)
B. Booking & Stay Information
Payment information (processed securely via third-party payment processors)
Stay dates
Guest details
ID verification documents where required
Special requests or preferences
C. Technical & Usage Data
IP address
Browser type and version
Device information
Cookies and tracking data
Website interaction data
D. Communication Data
Emails, messages, or enquiries sent to us
Review or feedback submitted
Customer service interactions
3. How We Collect Your Data
We collect data through:
Our website booking forms
Direct bookings via phone or email
Online travel agents (e.g., Booking.com, Airbnb, Expedia)
Guest portal and check-in forms
Cookies and analytics
Customer service interactions
4. How We Use Your Data
We use your personal data for the following:
A. To manage your booking
Process reservations
Verify identity
Provide check-in information
Manage payments
B. To operate and improve our business
Improve website performance
Analyse occupancy and guest trends
Internal reporting
C. To provide communication
Booking confirmations
Check-in and check-out details
Customer support
Updates or changes relating to your stay
D. Legal & compliance purposes
Tax, audit, and accounting requirements
Fraud prevention
Insurance or security purposes
5. Legal Basis for Processing
We process your data under the following lawful bases:
Contract – to manage your booking and accommodation
Legitimate interest – to improve services, handle enquiries, and prevent fraud
Legal obligation – maintaining records for tax, accounting, and compliance
Consent – for marketing communication, if you opt-in
6. Sharing Your Data
We may share your data with trusted third parties, including:
Payment processors
Online travel agents
IT service providers
Guest messaging systems
Cleaning and maintenance teams (only essential information)
Insurance companies (if required in a claim)
Law enforcement, where legally required
We never sell your personal data to any third party.
All third parties must comply with UK data protection law and only use your information for the required purpose.
7. International Data Transfers
Some service providers (e.g., cloud hosting, booking platforms) may store data outside the UK.
Where this happens, we ensure:
Adequate safeguards
UK GDPR-compliant data processing agreements
Secure transfer mechanisms
8. Data Retention
We retain your personal data only as long as necessary for:
Booking management
Legal or tax requirements
Resolving disputes
Ensuring the quality of our services
Typically, booking-related data is retained for 6 years for accounting and legal purposes.
9. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Correct inaccurate data
Request deletion (“right to be forgotten”)
Restrict processing
Object to processing
Data portability
Withdraw consent (for marketing)
To exercise any rights, contact us at:
📩 bookdirect@vincimusstays.co.uk
📞 01733 977555
We will respond within 30 days.
10. Cookies & Tracking
We use cookies and similar technologies to:
Improve website performance
Analyse traffic
Enhance user experience
You can control or disable cookies via your browser settings.
A full Cookie Policy can be provided on request.
11. Security Measures
We take data security seriously and use:
Secure servers
Encrypted systems
Password protection
Access controls
Regular audits
However, no transmission over the internet is 100% secure, and we cannot guarantee absolute security.
12. Third-Party Links
Our website may include links to third-party websites (e.g., Booking.com).
We are not responsible for their privacy practices.
13. Changes to This Policy
We may update this policy periodically.
The latest version will always be displayed on our website.
14. Contact Us
If you have any questions, concerns, or complaints about how your data is handled:
📩 bookdirect@vincimusstays.co.uk
📞 01733 977555
📍 Vincimus Ltd
85 Great Portland Street
London, W1W 7LT
You also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk
.