Privacy Policy

1. Introduction
Welcome to Oban Holiday Lets ("we," "our," "us"). We are committed to safeguarding your privacy and ensuring that your personal data is protected. This Privacy Policy outlines how we collect, use, and protect the personal information of visitors to our website, guests who book our properties, and the owners of properties we manage, in compliance with the UK General Data Protection Regulation (GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

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2. Information We Collect
When you visit our website, book a stay, or engage us to manage your property, we may collect:

• Personal Identification Information: such as your name, email address, phone number, postal address, or any other details you provide voluntarily through contact forms, bookings, or as part of onboarding your property to us.

• Owner-Specific Information: property details, proof of ownership, identity documents required for short-term let licensing, bank account details for the purpose of paying you your rental income, and management agreement terms.

• Usage Data: including your IP address, browser type, pages visited, time and date of visit, and other diagnostic data, which helps us understand how our website is used and improve its functionality.

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3. Use of Cookies
Our website uses cookies to enhance user experience and analyse website traffic. Cookies are small text files stored on your device that help us recognise repeat visitors and compile aggregate data about site traffic and interactions. We use cookies for Analytics: to understand how users interact with our website and to improve its performance. This data is anonymised and does not identify individual users. You can manage your cookie preferences through your browser settings. However, disabling cookies may affect the functionality of our website.

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4. How We Use Your Information
We use the collected data for the following purposes:

• To Provide and Maintain Our Services: ensuring our website functions correctly and meets your needs.

• To Manage Your Property: if you are an owner, to market, book, and manage your property on your behalf, including arranging cleaning, maintenance, and guest communications, and to pay you your rental income.

• To Meet Our Legal and Regulatory Obligations: including short-term let licensing requirements and tax reporting.

• To Improve Our Website: analysing user interactions to enhance website efficiency and user experience.

• To Communicate with You: responding to enquiries, providing customer support, and sending updates related to our services.

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5. Legal Basis for Processing
We process your personal data based on the following legal grounds:

• Consent: when you provide personal information through our contact forms or bookings, you consent to us using that information for the specified purpose.

• Contract: where processing is necessary to perform our management agreement with you as a property owner, or to fulfil a booking.

• Legal Obligation: where we are required to process data to comply with short-term let licensing, tax, or other legal requirements.

• Legitimate Interests: we process certain data to improve our services and ensure the security of our website, which we believe does not override your privacy rights.

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6. Data Sharing and Disclosure
We do not sell or rent your personal data to third parties. We may share your information with:

• Service Providers: trusted third parties who help us operate, including cleaning and maintenance contractors, our property management and pricing software (currently Boom, PriceLabs, and Inventory Base), and our accountant.

• Booking Platforms: such as Airbnb and Booking.com, where necessary to list and manage bookings for your property.

• Legal and Regulatory Bodies: such as the local council or HMRC, where required by law.

All third parties are obliged to keep your information confidential and to use it only for the purposes we specify.

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7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy or as required by law. Usage data is typically retained for a shorter period, except when used for security or legal obligations.

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8. Your Data Protection Rights
Under data protection laws, you have the right to:

• Access: request copies of your personal data.

• Rectification: correct any inaccurate or incomplete data.

• Erasure: request deletion of your personal data under certain conditions.

• Restrict Processing: request limitation on the processing of your data.

• Object to Processing: object to processing based on legitimate interests.

• Data Portability: request transfer of your data to another organisation.

To exercise these rights, please contact us at office@obanholidaylets.com. We will respond within one month.

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9. Data Protection Complaints
If you are unhappy with how we have handled your personal data, please contact us at office@obanholidaylets.com in the first instance. We will acknowledge your complaint within 30 days, look into the matter, and keep you informed of the outcome. If you remain unsatisfied after contacting us, you have the right to complain directly to the Information Commissioner's Office (ICO) at ico.org.uk.

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10. Security of Your Data
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

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11. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy regularly.

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12. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Email: office@obanholidaylets.com
Address: Oban Holiday Lets, Flat 3, 3 Stevenson Street, Oban, Scotland

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By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.