Legal

Website Privacy Policy

Last updated: 04/09/2026

At Blue Flame Stays Ltd ("we", "us", or "our"), your privacy is important to us. This Privacy Policy outlines how we collect, use, and protect your personal data when you visit our website www.blueflameestates.com, contact us, complete pre-arrival forms, pay damage waivers, or use our services.

1. Who We Are

2. What Information We Collect

We may collect and process the following personal data:

  • Contact Information: such as your name, email address, phone number, and billing address.
  • Check-In & Verification Data: information submitted directly via our website forms, including lead guest identification details, arrival times, guest registration details, and emergency contacts.
  • Damage Waivers & Payment Data: payment card details, security deposit/damage waiver payment records, transaction IDs, and payment statuses. All payment card details submitted directly on our website are encrypted and processed securely via Stripe.
  • Booking & Stay Details: property reserved, preferred stay dates, number of guests, and special requests synced via our booking integrations.
  • Website Usage Data: your IP address, browser type, pages visited, and time spent on site (collected via cookies and analytics tools).
  • Marketing Preferences: information provided if you opt in to receive marketing communications from us.

We do not knowingly collect data from children under 18.

3. How We Use Your Information

We use your personal data to:

  • Manage booking enquiries, complete reservations, and communicate stay details
  • Process digital check-in forms, verify guest identity, and manage guest security deposits or damage waivers
  • Process payments securely and fulfill our contractual obligations
  • Respond to your enquiries, customer support requests, or messages
  • Maintain, secure, and improve our website functionality and services
  • Send marketing communications (strictly where you have opted in)
  • Comply with applicable legal, tax, and accounting obligations

We do not sell or rent your data to third parties.

4. Legal Basis for Processing

We process your personal data under the following lawful bases under UK GDPR:

  • Contract: to process reservations, handle check-in documentation, and fulfill accommodation services you have booked
  • Consent: where you have given us clear permission (e.g. opting in to marketing emails)
  • Legitimate interests: for running, securing, and optimizing our business operations and protecting property against damage
  • Legal obligation: to comply with legal, statutory, or regulatory requirements

5. How We Share Your Data

To facilitate your booking and manage your stay, we share relevant personal data with trusted software providers and data processors, including:

  • Stripe Payments UK Ltd: directly processes all damage waiver payments, security deposits, and payment card verifications submitted through forms on our website. Stripe operates as an independent Data Controller/Processor complying with PCI-DSS Level 1 standards.
  • Guesty, Inc.: our Property Management System (PMS) and external booking engine provider, which stores and synchronizes main reservation details, guest messaging, and stay records.
  • Website & Infrastructure Providers: secure hosting servers, website maintenance tools, and transactional email distribution platforms.
  • Analytics Providers: analytics tools (such as Google Analytics) to help us analyze website traffic and usability.
  • Legal or Regulatory Authorities: statutory bodies or enforcement agencies where required by law or necessary to protect our legal rights.

All third-party service providers acting on our behalf are bound by data processing obligations under UK GDPR. We do not sell or rent your personal data to third parties.

6. Cookies & Tracking

We use cookies to improve your browsing experience, analyse website traffic, and support marketing efforts.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website to remember your actions and preferences over time.

Types of cookies we use

  • Necessary cookies: essential for website navigation and core technical functionality
  • Analytics cookies: help us understand how visitors interact with the website (e.g. Google Analytics)
  • Marketing cookies: used to track visitors across websites to display relevant promotions (e.g. Meta Pixel)

Managing Cookies

You can control or delete cookies through your web browser settings. You may also manage preferences through our on-site cookie banner or opt out of specific analytics tracking via browser add-ons. Disabling cookies may affect website performance or functionality.

7. How We Store and Protect Your Data

We implement technical and organisational security measures to protect your personal data, including:

  • SSL/TLS encryption across our entire website domain
  • Password-protected administrative controls and restricted access for authorised personnel only
  • PCI-DSS compliant processing through Stripe — payment card details submitted via website check-in or waiver forms are encrypted and transmitted directly to Stripe without passing through or being stored on our local web servers

We retain personal information only for as long as necessary to fulfill the purposes set out in this policy or as required by law (such as tax and accounting regulations).

8. Your Rights

Under UK GDPR, you have rights regarding your personal data, including:

  • Access: request a copy of the personal data we hold about you
  • Correction: request rectification of inaccurate or incomplete information
  • Erasure: request deletion of your data (where legally permissible)
  • Restriction or Objection: object to or restrict certain processing activities
  • Consent Withdrawal: withdraw consent at any time (e.g. unsubscribing from marketing)
  • Complaint: lodge a complaint with the UK Information Commissioner's Office (ICO) at www.ico.org.uk

To exercise any of these rights, please contact us at info@blueflameestates.com.

9. External Links

Our website may contain links to external sites. We are not responsible for the content or privacy practices of third-party platforms. We encourage you to review their individual privacy policies.

10. Changes to This Policy

We may update this Privacy Policy periodically. Revised versions will be published on this page with an updated date at the top.

11. Contact Us

If you have questions about this Privacy Policy or how your personal data is handled, please contact us:

Address

12 Poynton Road, London, N17 9SL

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