Privacy policy

Effective Date: 12/03/2025

1. Introduction
Hawken Homes/ Hawken Rentals Ltd. ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

2. Information We Collect
We may collect the following types of information:

• Personal Information: Name, email address, phone number, payment details, and any information you provide when booking accommodations.
• Automatically Collected Information: IP address, device type, browser type, and browsing behavior when interacting with our website.
• Cookies and Tracking Technologies: We use cookies and similar technologies to enhance user experience and analyze site traffic.

3. How We Use Your Information
We use your information to:

• Process bookings and payments.
• Communicate with you regarding your stay and customer service inquiries.
• Improve our services and website functionality.
• Comply with legal obligations and protect our rights.

4. How We Share Your Information
We do not sell or rent your personal information. However, we may share your information with:

• Service Providers: Third-party vendors assisting in payment processing, customer support, or website analytics.
• Legal Authorities: If required by law or to protect our legal rights.

5. Data Security
We implement industry-standard security measures to protect your personal data from unauthorized access, loss, or misuse. However, no data transmission over the internet can be guaranteed to be completely secure.

6. Your Rights and Choices
You have the right to:

• Access, update, or delete your personal information.
• Opt-out of marketing communications.
• Restrict certain data processing activities.

To exercise these rights, please contact us at [Your Contact Information].

7. Third-Party Links
Our website may contain links to third-party sites. We are not responsible for the privacy practices of these external sites.

8. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with the updated effective date.

By using our services, you agree to this Privacy Policy.Effective Date: 22 February 2025 Review Date: 22 February 2026 Approved by: Hawken Rentals Ltd 1. Introduction Hawken Rentals Ltd ("we", "our", or "us") is committed to protecting the privacy and security of personal data. This Data Protection Policy outlines our approach to data protection and our responsibilities under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 2. Scope This policy applies to all personal data processed by us, including data related to guests, employees, contractors, and other individuals. It covers all processing activities, whether automated or manual, and applies to all staff and third parties acting on our behalf. 3. Data Protection Principles We adhere to the following principles as set out in the UK GDPR: • Lawfulness, Fairness, and Transparency: We process personal data lawfully, fairly, and transparently. • Purpose Limitation: We collect data for specified, explicit, and legitimate purposes and do not process it further in a manner incompatible with those purposes. • Data Minimization: We ensure that personal data is adequate, relevant, and limited to what is necessary. • Accuracy: We keep personal data accurate and up to date. • Storage Limitation: We retain personal data only for as long as necessary. • Integrity and Confidentiality: We process personal data securely, protecting it against unauthorized or unlawful processing and against accidental loss, destruction, or damage. • Accountability: We take responsibility for our compliance with these principles and can demonstrate such compliance. 4. Lawful Bases for Processing We process personal data based on one or more of the following lawful bases: • Consent: The individual has given clear consent for processing their personal data for a specific purpose. • Contract: Processing is necessary for the performance of a contract with the individual. • Legal Obligation: Processing is necessary for compliance with a legal obligation. • Legitimate Interests: Processing is necessary for our legitimate interests or those of a third party, provided these are not overridden by the individual's rights and interests. 5. Data Collection and Use We collect and process personal data for the following purposes: • Guest Management: To manage bookings, communicate with guests, and provide services. • Compliance: To comply with legal obligations, including tax and accounting requirements. • Marketing: To send promotional materials, where consent has been obtained. • Security: To ensure the safety and security of our properties and guests. 6. Data Sharing We may share personal data with: • Service Providers: Such as payment processors and IT service providers, under appropriate agreements. • Legal Authorities: When required by law or to protect our rights. • Business Transfers: In the event of a merger, acquisition, or sale of assets. We ensure that any third parties with whom we share data are compliant with data protection laws. 7. Data Security We implement appropriate technical and organizational measures to protect personal data, including: • Access Controls: Restricting access to personal data to authorized personnel. • Encryption: Encrypting data where appropriate. • Regular Audits: Conducting regular security assessments. 8. Data Retention We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods are determined based on: • Legal Requirements: Such as tax laws. • Contractual Obligations: Duration of guest stays and related services. • Business Needs: Operational requirements. 9. Data Subject Rights Individuals have the following rights regarding their personal data: • Access: To request access to their personal data. • Rectification: To request correction of inaccurate or incomplete data. • Erasure: To request deletion of their data, under certain conditions. • Restriction: To request restriction of processing, under certain conditions. • Data Portability: To receive their data in a structured, commonly used format. • Objection: To object to processing based on legitimate interests or direct marketing. Requests can be made by contacting us at: Hawken Rentals Ltd 25 South Rise Carshalton England SM5 4PD Email: c_hawken@hotmail.com Phone: 07803545041 Company Information Service+3Company Information Service+3Company Information Service+3 10. Data Breach Response In the event of a data breach: • Assessment: We will assess the breach to determine its scope and impact. • Notification: If required, we will notify the Information Commissioner's Office (ICO) within 72 hours and affected individuals without undue delay. • Mitigation: We will take steps to mitigate the breach and prevent future occurrences. 11. Training and Awareness We provide regular training to our staff on data protection principles and practices to ensure compliance and awareness. 12. Policy Review This policy is reviewed annually or when significant changes occur in our data processing activities or applicable laws. ________________________________________ Contact Information: Hawken Rentals Ltd 25 South Rise Carshalton England SM5 4PD Email: c_hawken@hotmail.com Phone: 07803545041 ICO+10Company Information Service+10Company Information Service+10 For more information on data protection and privacy, you can visit the Information Commissioner's Office (ICO) website: https://ico.org.uk/