Privacy & Cookie Policy
Last updated: 8 September 2026
1. About this policy
Accommodation in Stornoway Ltd respects your privacy and is committed to protecting your personal information.
This policy explains how we collect, use, store and share personal information when you:
- visit accommodationinstornoway.co.uk;
- contact us by email, telephone, WhatsApp or through our website;
- make an enquiry or arrange corporate accommodation;
- stay in one of our properties; or
- act on behalf of a company booking accommodation for its employees, contractors or other personnel.
Accommodation in Stornoway Ltd is the data controller responsible for the personal information covered by this policy.
Company name: Accommodation in Stornoway Ltd
Company number: SC358224
Registered office: 19B Melbost, Isle of Lewis, Scotland, HS2 0BG
Email: book@accommodationinstornoway.co.uk
2. The information we collect
Depending on how you interact with us, we may collect:
Contact information
This may include your name, job title, company name, postal address, email address and telephone number.
Enquiry and booking information
This may include:
- the accommodation required;
- arrival and departure dates;
- the number and names of employees or contractors being accommodated;
- the location or project at which they will be working;
- room or property requirements;
- vehicle information;
- accessibility or other relevant requirements; and
- correspondence relating to the enquiry, booking or stay.
Company and payment information
This may include company billing details, purchase order information, invoice records, payment status and transaction references.
We do not normally retain full payment card details. Where payments are processed through a third-party provider, that provider will process payment information in accordance with its own privacy policy.
Communications
We may retain copies of emails, WhatsApp messages, telephone notes, enquiries, complaints, feedback and other correspondence.
Technical and website information
When you use our website, certain technical information may be collected automatically. This can include your IP address, browser type, device type, operating system, pages visited, approximate location and information about how you reached and used the website.
Special category information
We do not routinely request sensitive personal information. However, you may choose to provide health or accessibility information where it is relevant to an accommodation requirement.
We will only use this information where necessary and where we have an appropriate lawful basis and additional legal condition for doing so.
3. How we receive personal information
We may receive personal information:
- directly from you;
- from your employer, agency or contracting company;
- from another person arranging accommodation on your behalf;
- through our website, email or WhatsApp;
- from professional advisers or business partners; or
- automatically when you use our website.
Where a company provides us with information about its employees or contractors, the company is responsible for ensuring it is entitled to share that information with us and that the individuals concerned have received appropriate privacy information.
4. How and why we use personal information
We may use personal information for the following purposes:
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and preparing accommodation proposals | Taking steps towards a contract and our legitimate interests in responding to business enquiries |
| Arranging and administering corporate accommodation | Performance of a contract and our legitimate interests in delivering accommodation booked by a corporate client |
| Communicating with companies, booking contacts and occupants | Performance of a contract and our legitimate interests in managing bookings and stays |
| Managing access, arrivals, departures and property requirements | Performance of a contract and our legitimate interests in operating our accommodation safely and efficiently |
| Raising invoices, receiving payments and maintaining financial records | Performance of a contract and compliance with legal obligations |
| Dealing with complaints, damage, incidents or legal claims | Our legitimate interests in protecting our business, properties and legal rights |
| Preventing fraud, misuse or unlawful activity | Our legitimate interests and compliance with legal obligations |
| Maintaining and improving our website and services | Our legitimate interests and, where required, your consent |
| Sending relevant business-to-business communications | Our legitimate interests or consent, where required by law |
| Complying with tax, accounting, licensing, regulatory or legal requirements | Compliance with legal obligations |
Where we rely on legitimate interests, we consider whether the use of your information is necessary and whether your rights and interests override our business interests.
5. Corporate contacts and marketing
We may contact existing or prospective corporate clients about accommodation services that we reasonably believe may be relevant to their business. Every marketing email will provide a clear way to opt out.
You can ask us to stop sending marketing communications at any time by contacting book@accommodationinstornoway.co.uk.
Service-related messages about an enquiry, booking, invoice or stay are not marketing communications and may still be sent where necessary.
6. Who we share information with
We may share personal information where necessary with:
- employees and authorised representatives of Accommodation in Stornoway Ltd;
- property owners or accommodation partners involved in fulfilling a booking;
- cleaning, maintenance and property management contractors;
- website hosting, email, communications, accounting and IT providers;
- banks and payment service providers;
- accountants, insurers, solicitors and other professional advisers;
- your employer, contracting company or the organisation responsible for the booking;
- law enforcement, courts, regulators, licensing authorities or public bodies where required by law; and
- a purchaser or adviser if all or part of our business is sold, transferred or reorganised.
We only provide the information reasonably necessary for the recipient to perform its role. We do not sell personal information.
7. WhatsApp and external websites
You may choose to contact us through WhatsApp. WhatsApp is operated by Meta and will process information in accordance with its own privacy policy and terms.
Our website may also contain links to third-party websites and services, including LinkedIn and Google Maps. Following one of these links may allow the third party to collect information about you.
We are not responsible for the privacy practices of external websites. You should review the relevant third party’s privacy policy before providing personal information.
8. International transfers
Some of the service providers we use may store or process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that it is protected. These may include relying on UK adequacy regulations or using approved contractual safeguards.
9. How long we retain information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.
As a general guide:
- unsuccessful or unconfirmed accommodation enquiries will normally be retained for up to 12 months after the last communication;
- booking, contract, invoice and accounting records will normally be retained for six years after the relevant financial year or the end of the business relationship;
- information about occupants will normally be retained for the duration of the booking and for a reasonable period afterwards;
- records relating to complaints, damage, incidents or legal claims may be retained until the matter is concluded and any relevant legal limitation period has expired;
- marketing information will be retained until you opt out or we determine that it is no longer required; and
- limited information may be retained on a suppression list to ensure that a request not to receive marketing is respected.
Information may be kept for longer where required by law, regulation, insurance conditions or an ongoing legal claim.
10. How we protect your information
We use reasonable organisational and technical measures to protect personal information against unauthorised access, alteration, loss, misuse or disclosure.
Access to personal information is restricted to people and service providers who require it for legitimate business purposes. Those parties are expected to handle the information securely and confidentially.
No internet transmission or electronic storage system can be guaranteed to be completely secure. You should therefore take care when sending sensitive information by email or WhatsApp.
11. Your data protection rights
Depending on the circumstances, you may have the right to:
- request access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your information;
- ask us to restrict how your information is used;
- object to certain uses of your information;
- request the transfer of information you provided to us;
- withdraw consent where we rely on consent; and
- complain about how your information has been handled.
These rights are not absolute and may be restricted in certain circumstances.
To exercise a right, contact book@accommodationinstornoway.co.uk. We may need to request information to verify your identity before responding.
Your right to object
You have the right to object at any time to our use of your personal information for direct marketing.
You may also object where we use your information based on legitimate interests. We will stop using it unless we can demonstrate compelling legitimate grounds to continue or the information is required to establish, exercise or defend a legal claim.
12. Complaints
If you have concerns about how we use your information, please contact us first so that we have the opportunity to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:
Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
13. Cookies
Cookies are small text files placed on your computer, tablet or mobile device when you visit a website. They help websites operate, remember preferences and provide information about how visitors use them.
The website may use the following types of cookies:
Strictly necessary cookies
These cookies are required for the website to function properly, maintain security or remember your privacy choices. They cannot generally be switched off through our website.
Analytics cookies
Analytics cookies help us understand how visitors find and use the website, including which pages are visited and whether technical problems occur.
Where consent is required, analytics cookies will not be placed unless you accept them.
Functional cookies
These cookies may remember choices or support additional website features. Some may be set by third-party services.
Third-party cookies and technologies
External services or embedded content may set their own cookies or collect device information. These services are responsible for explaining how they process information.
14. Managing cookies
When you first visit the website, you may be given the option to accept, reject or manage cookies that are not essential.
You can change your cookie preferences through the website’s cookie settings, where available. You can also block or delete cookies using your browser settings. Disabling certain cookies may affect how parts of the website operate.
15. Changes to this policy
We may update this policy to reflect changes to our services, website, legal obligations or how we use personal information.
The date at the top of this page will show when the policy was last updated. We encourage you to review it periodically.
16. Contact us
If you have a question about this policy or how we use personal information, please contact:
Accommodation in Stornoway Ltd
19B Melbost
Isle of Lewis
Scotland
HS2 0BG