Privacy and Cookies

Last updated: 9 October 2026

CCP Stays Ltd respects your privacy. This policy explains how we collect, use, share and protect personal information when you visit ccpstays.com, contact us, book accommodation or stay at a property we manage. It also explains how we use cookies and similar technologies.

1. Who we are

CCP Stays Ltd is the controller responsible for the personal information we process for the purposes described in this policy.

Company number: 17082615
Registered office and correspondence address: 5 Mapstone Rise, Longwell Green, Bristol, England, BS30 9AE
Email: bookings@ccpstays.com
Telephone: 07782 229399

Please use these details for privacy enquiries or requests concerning your personal information.

Some booking platforms and payment providers act as independent controllers for their own processing. Their privacy notices explain their responsibilities.

2. Information we collect

Depending on how you interact with us, we may collect:

• Your name, address, email address and telephone number.

• Booking dates, accommodation preferences, guest numbers and property details.

• Names of accompanying guests and visitors.

• Information submitted through online check-in, including photo identification and verification results.

• Payment references, payment status, limited payment-method information, refunds and deposit records.

• Correspondence, enquiries, complaints and information about damage or incidents.

• Technical information, including IP address, browser and device details, website activity and security logs.

• Marketing preferences and consent records.

• Video and audio recorded by disclosed external Ring doorbells.

• Sound-level measurements from disclosed noise monitors.

We collect only information reasonably necessary for the relevant purpose.

3. How we obtain information

We obtain information when you visit our website, complete a form, contact us, make a booking, complete online check-in or stay at one of our properties.

We may also receive information from booking platforms, payment providers, guest verification services, your employer or someone booking on your behalf.

Information about incidents may come from our team, contractors, property owners, neighbours or other guests.

If you provide information about another person, please make them aware of this policy.

4. How we use information and our lawful bases

Enquiries and reservations

We use contact and booking information to answer enquiries, arrange accommodation, confirm bookings and communicate about your stay.

For the person entering the booking contract, our lawful basis is taking steps at your request before entering a contract and performing that contract.

For accompanying guests and visitors, we generally rely on our legitimate interests in administering accommodation safely and effectively.

Payments and financial administration

We use transaction information to collect payments, manage deposits, issue refunds, maintain accounts and resolve payment disputes.

Our lawful bases are performance of the booking contract, compliance with legal obligations and our legitimate interests in managing payments and preventing fraud.

Guest verification

We use identification and check-in information to confirm guest details, manage access and reduce fraud or misuse.

We generally rely on our legitimate interests in protecting guests, properties and our business. Where a specific legal requirement applies, we rely on that legal obligation.

Managing your stay

We use relevant information to provide access instructions, guest support, cleaning, maintenance and other agreed services.

Our lawful bases are performance of the booking contract and our legitimate interests in managing accommodation.

Security, complaints and claims

We use relevant information to investigate complaints, damage, disturbance, safety concerns and suspected fraud.

We rely on our legitimate interests in protecting people and property, resolving disputes and establishing or defending legal claims. We also rely on legal obligations where applicable.

Marketing

Our policy is to send promotional emails or messages only where you have opted in.

We rely on your consent. You can withdraw it at any time.

Necessary messages about your booking, payment or safety are separate from marketing.

Website operation

We use technical information to operate and secure our website, support bookings and diagnose problems.

We rely on legitimate interests for necessary administration and security. Where consent is required for cookies or tracking technologies, we obtain it before use.

When relying on legitimate interests, we consider the impact on your privacy and balance our interests against your rights.

5. Identification and online check-in

Guests complete online check-in through a link to our check-in and verification service.

We request photo identification and relevant booking details for proportionate verification and access management. Requirements are explained before booking.

Our policy is to use authorised human review rather than facial recognition or decisions made solely by automated systems.

Access to identification information is restricted to people who need it for verification, security or a specific legal requirement.

We do not routinely require children’s photo identification.

6. Booking and payment systems

We use Guesty to administer reservations and GuestyPay to process online payments.

Payment providers collect the card information needed to process transactions. We use payment status, transaction references and any limited payment information available to us to administer bookings, deposits, refunds and disputes.

We do not ask you to send full card numbers or card security codes through ordinary email or messaging.

Providers may also process information for their own legal and regulatory purposes. Their privacy information applies to processing for which they are independently responsible.

7. Who we share information with

Where reasonably necessary, information may be shared with:

• Guesty and relevant booking-system providers.

• GuestyPay and relevant payment institutions.

• Our guest check-in and verification service provider.

• Authorised staff and assistants.

• Contractors providing cleaning, maintenance or guest support.

• Property owners where information is needed to manage accommodation, incidents or claims.

• Website hosting, email, IT and security providers.

• Accountants, legal advisers and insurers.

• Booking platforms through which you made a reservation.

• Public authorities where disclosure is legally required or otherwise lawfully justified.

We limit disclosures to what each recipient needs. A maintenance contractor would normally need access arrangements rather than your identification document.

Providers acting on our instructions are required to protect information and use it only for authorised purposes.

We do not sell your information or share it with other businesses for their own direct marketing.

If our business is sold or reorganised, relevant information may be shared with advisers or a successor where lawful and subject to appropriate safeguards.

8. Ring doorbells and noise monitors

Some properties have external Ring doorbells recording video and audio at entrances.

Some properties also have noise monitors measuring sound levels without recording conversations.

The property listing will disclose the devices present, their location and purpose before booking. Appropriate information or signage will also be provided at the property.

We use these systems for proportionate security, access management, investigating incidents and preventing unreasonable disturbance.

Our lawful basis is generally our legitimate interests in protecting guests, neighbours and property.

Access is restricted. Relevant recordings or measurements may be shared where necessary to investigate an incident, handle a claim or comply with law.

We do not use cameras in bedrooms, bathrooms or other private interior areas.

9. Retention of information

Our retention policy is:

InformationRetention periodBooking and accounting recordsSix years after the end of the relevant financial yearEnquiries that do not result in a booking12 months after the last contactPhoto identification imagesDeleted within 30 days after checkoutBasic verification results12 months after checkoutRoutine Ring video and audio30 daysRoutine noise-level records30 daysMarketing contact detailsUntil consent is withdrawn or after 24 months without meaningful engagement

We retain only what is needed for each purpose. Keeping accounting records does not mean we keep identification images for the same period.

Relevant information may be kept longer where necessary to meet a specific legal obligation, investigate an incident or establish, exercise or defend a legal claim. Extended retention is limited to the information needed and reviewed when the matter is resolved.

We may retain a minimal suppression record to respect a marketing opt-out.

When information is no longer needed, we delete or anonymise it. Backup copies remain protected and are removed through the applicable backup cycle.

Cookie and similar technology durations are explained separately in the website’s cookie information.

10. International transfers

Our technology providers may process information outside the United Kingdom.

Before making a restricted international transfer, we require an appropriate legal mechanism and safeguards. These may include UK adequacy regulations or approved contractual safeguards, together with any required assessment and additional protections.

Using our website or accepting booking terms does not constitute blanket consent to overseas transfers.

Contact bookings@ccpstays.com for information about relevant destinations, safeguards and how to obtain details of them.

11. Sensitive information

Please avoid sending sensitive information that is unnecessary for your booking.

If you provide health or accessibility information so we can consider a request, we will limit its use to that purpose and apply an appropriate lawful basis and additional legal condition.

Where explicit consent is needed, we will request it separately. Withdrawing it may affect our ability to meet the request.

Information relating to alleged offences or other specially protected information will only be processed where legally permitted and with appropriate safeguards.

12. Children’s information

The lead guest must be at least 18.

We may collect limited information about children travelling with your party, such as their ages or accommodation requirements.

Adults should provide only information necessary for the stay. We do not knowingly target children with marketing.

13. Marketing preferences

Marketing consent is separate from agreeing to booking terms.

You can unsubscribe through our marketing messages or contact bookings@ccpstays.com.

Withdrawal does not affect the lawfulness of processing before withdrawal.

You have the right to object to the use of your information for direct marketing at any time.

Opting out does not stop necessary messages about an existing booking, payment, safety issue or legal matter.

14. What cookies are

Cookies are small files stored on your device when you visit a website.

Similar technologies, including local storage, pixels and scripts, may also store information or access information on your device.

These technologies can support website functions, maintain security, remember choices or measure activity. Some may involve personal information.

15. How we use cookies

Our policy is to use technologies necessary to operate the website and booking services, and to introduce optional technologies only with appropriate information and controls.

The following categories explain the purposes for which technologies may be used. They do not mean every category is currently active on our website.

Necessary technologies

These support functions such as security, maintaining a booking session and remembering cookie choices.

Where a legal exemption applies, they do not require consent. We do not classify a technology as necessary merely because it is useful to our business.

Preference technologies

These may remember choices such as language or display settings.

Where consent is required, they will only be used after you agree.

Analytics technologies

If introduced, these may help us understand website use and improve its performance.

We will explain the technologies involved and obtain consent where required. If relying on a legal exemption, we will meet its conditions and provide any required objection mechanism.

Advertising technologies

If introduced, these may measure advertising effectiveness or support personalised advertising.

Where consent is required, they will not be activated until you agree.

16. Information about individual cookies

The cookie information presented on our website should identify the technologies actually used, including:

• Their names and providers.

• Their purposes.

• Whether they are necessary or optional.

• Their durations.

• Relevant third-party information.

Session cookies usually expire when the browser session ends. Persistent cookies remain for their stated duration unless deleted earlier.

Third-party booking services or embedded content may introduce their own technologies. Relevant information and consent controls must apply before those technologies are used where required.

17. Managing cookie choices

Where consent is required, you can accept or reject optional technologies and change your choices through the website’s cookie controls.

Simply visiting the website, continuing to browse or accepting booking terms does not constitute cookie consent.

You can withdraw consent through the cookie settings. Withdrawal does not affect the lawfulness of processing before withdrawal.

Browser settings can also block or delete cookies. Blocking necessary technologies may affect booking functionality.

Deleting cookies may remove saved preferences, including your previous cookie choice, so you may be asked to choose again.

18. Your data protection rights

Depending on the circumstances and lawful basis, you may have rights to:

• Access your personal information.

• Correct inaccurate or incomplete information.

• Request deletion.

• Restrict processing.

• Object to processing.

• Receive or transfer information where data portability applies.

• Withdraw consent where we rely on it.

• Obtain applicable safeguards concerning automated decisions.

You may object to processing based on legitimate interests, including profiling based on those interests. We will assess your request under the applicable rules.

Rights are not absolute. Certain information may need to be retained for legal obligations or claims.

Email bookings@ccpstays.com to exercise your rights. We may request proportionate information to verify your identity.

We normally respond within one month. Where the law permits an extension or different procedure, we will explain it. Requests are normally free.

19. Information needed for bookings

Certain contact, booking, payment and verification information is necessary to arrange and provide accommodation.

If required information is not supplied, we may be unable to accept or fulfil a booking. Requirements are explained before booking, and we will discuss concerns where practicable.

You do not need to consent to marketing or optional advertising technologies to book accommodation.

20. Security

We use appropriate technical and organisational measures to protect information, including access controls and proportionate security arrangements.

No system guarantees absolute security. We investigate suspected breaches and notify individuals and authorities where legally required.

Please protect booking links and access instructions and avoid sending unnecessary personal information.

21. Other websites and platforms

Third-party websites and booking platforms have their own privacy practices.

If you book through Airbnb, Booking.com, Vrbo or another platform, its privacy notice applies to its own processing. This policy explains our use of information received in connection with your booking and stay.

22. Privacy enquiries and complaints

Contact us about privacy or cookies at:

CCP Stays Ltd
5 Mapstone Rise
Longwell Green
Bristol
England
BS30 9AE

Email: bookings@ccpstays.com
Telephone: 07782 229399

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

You do not have to complete our complaints process before contacting the ICO.

23. Updates

We may update this policy when our services, systems or legal obligations change.

The current version will be published here with its update date. Where required, we will notify you directly of material changes.