Privacy policy

Before you publish: this is a working draft written for a business of this shape. Have it reviewed by a solicitor and insert your registered company details, ICO registration number and Data Protection contact before launch.

Who we are

KrewBase provides workforce and contractor accommodation services across the United Kingdom. For the purposes of UK data protection law we are the data controller for personal data collected through this website and in the course of providing our services. Our registered company details and ICO registration number are set out at the end of this policy.

What we collect

• Contact details you give us: name, company, work email address and telephone number.
• Requirement details: site location, headcount, dates, stay patterns and any specific needs you tell us about.
• Guest details where you provide them so we can arrange arrival, access and welfare.
• Account and billing information where you apply for a credit account, including information used for credit checks.
• Technical data: IP address, browser type and pages visited, collected through cookies where you consent to them.

Why we use it

• To respond to your requirement and prepare a shortlist of suitable properties.
• To arrange, confirm and manage bookings with property hosts.
• To invoice you and, where applicable, to assess and operate a credit account.
• To meet our legal, accounting and regulatory obligations.
• To improve the website and understand which pages help people find accommodation.

Our lawful bases

We rely on performance of a contract where we are arranging accommodation for you, legitimate interests where we are responding to a business enquiry or improving our service, consent for optional cookies and marketing, and legal obligation for our accounting and record-keeping duties.

Who we share it with

We share only what is necessary, and only with: property hosts and their managing agents so a stay can be arranged; our accounting, payment and credit-reference providers; our IT and hosting suppliers; and any authority we are legally required to disclose to. We do not sell personal data, and we do not pass your details to third parties for their own marketing.

How long we keep it

Enquiry data is kept for up to 24 months from your last contact with us. Booking and financial records are kept for seven years to meet HMRC and accounting requirements. You can ask us to delete anything held outside those obligations at any time.

Where your data is held

Data is held within the UK and European Economic Area wherever possible. If a supplier stores data elsewhere, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or an adequacy decision.

Your rights

• Ask for a copy of the personal data we hold about you.
• Ask us to correct anything that is wrong or incomplete.
• Ask us to delete data we no longer have a reason to keep.
• Object to or restrict how we use your data.
• Ask for your data in a portable format.
• Withdraw consent at any time, where consent is what we relied on.

To exercise any of these, email us and we will respond within one month. If you are not satisfied with our response, you can complain to the Information Commissioner’s Office at ico.org.uk.

Cookies

We use essential cookies to make the site work. Optional analytics cookies are only set if you accept them in the banner, and you can change your mind at any time by clearing site data in your browser. We do not use advertising or cross-site tracking cookies.

Security

We use access controls, encryption in transit and reputable suppliers to protect personal data. No system is completely secure, but we take reasonable and proportionate steps and will notify you and the ICO of any breach that meets the reporting threshold.

Contact

For any privacy question, or to exercise your rights, contact us using the details in the footer of this site. Registered company details and ICO registration number to be inserted before publication.