Privacy Policy
This Privacy Policy explains how Ekliving Partners Ltd ("EKL", "we", "us", "our") collects, uses, stores, and shares your personal data when you visit our website (ekliving.co.uk), make or manage a booking, or otherwise interact with us. Please read this carefully. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Ekliving Partners Ltd (trading as "Ekliving" / "EKL") is a property management company registered in England and Wales.
Registered address: 128 City Road, London, EC1V 2NX
Company number: 15462370
Email: partners@ekliving.co.uk
Website: ekliving.co.uk
ICO Registration Number: ZB776432
EKL is the data controller for personal data processed in connection with guest bookings, website usage, and property management services. Where EKL processes data on behalf of property owners, EKL may also act as a data processor.
EKL acts as a managing agent on behalf of property owners. Rental income collected by EKL is held on trust for property owners. EKL's own revenue is limited to its management fee. This distinction is relevant to how we share data with property owners (see Section 6).
2. Personal Data We Collect
2.1 Data You Provide to Us
When you make a booking or contact us, we collect:
Identity data: full name, date of birth, government-issued ID (where required for verification)
Contact data: email address, telephone number, postal address
Booking data: arrival/departure dates, number of guests, special requests, booking history
Payment data: billing address, payment method details (processed securely via our payment provider — we do not store full card numbers)
Communications: messages, complaints, or enquiries you send to us by email, phone, or via any platform
Identification documents: passport or driving licence details, where we are required to verify your identity
2.2 Data Collected Automatically
When you visit ekliving.co.uk, we may automatically collect:
Technical data: IP address, browser type and version, device type, operating system
Usage data: pages visited, time spent on site, referring URLs, links clicked
Cookie data: see Section 12 (Cookies) for full details
2.3 Data From Third Parties
We receive personal data about you from the following third-party sources:
Booking platforms (Airbnb, Booking.com, etc.): name, contact details, booking information, and any identity verification data passed by the platform
Uplisting.io (our channel management software): booking and channel data aggregated from connected platforms
Payment processors: payment confirmation and fraud-screening data
Identity verification services (where used): verification outcome data
2.4 Special Category Data
We do not intentionally collect special category data (e.g. health, religion, race, political views) about guests. If you voluntarily disclose such data (e.g. to request an accessibility accommodation), we will use it only for the purpose for which it was provided and will not retain it beyond that purpose.
3. How We Use Your Personal Data
The table below sets out each purpose for which we process your personal data, the type of data involved, and the lawful basis under UK GDPR.
Where we rely on legitimate interests, we have assessed that our interests are not overridden by your rights and freedoms. You may object to processing based on legitimate interests (see Section 9).
4. Channel Management — Uplisting.io
We use Uplisting.io as our property management and channel management software. Uplisting.io processes booking data on our behalf as a data processor, acting under our instructions.
Data shared with Uplisting.io includes:
Guest name and contact details
Booking dates, property details, and booking source
Communication logs related to bookings
Uplisting.io is subject to a Data Processing Agreement with EKL and is required to process data only on our documented instructions, maintain appropriate security measures, and comply with UK GDPR obligations.
Uplisting.io's own privacy policy is available at uplisting.io. If Uplisting.io is based outside the UK or EEA, data transfers are subject to appropriate safeguards (see Section 7).
5. Third-Party Booking Platforms
Where your booking is made through a third-party platform (such as Airbnb or Booking.com), that platform acts as a separate data controller in respect of data it collects from you. EKL receives data from those platforms as part of the booking process.
Key points:
EKL is not responsible for how third-party platforms collect or use your data prior to passing booking information to us.
You should read the relevant platform's privacy policy to understand how your data is handled by them.
EKL's handling of data received from platforms is governed by this Privacy Policy.
Platforms may conduct their own identity verification and fraud prevention checks independently of EKL.
6. Who We Share Your Data With
We do not sell your personal data. We share it only as follows:
7. International Data Transfers
EKL is based in the UK. Some of our third-party service providers (including Uplisting.io and booking platforms) may be based outside the UK or European Economic Area (EEA). Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, which may include:
UK International Data Transfer Agreements (IDTAs)
EU Standard Contractual Clauses (SCCs) as adopted by the UK ICO
Adequacy decisions by the UK Secretary of State or European Commission
Binding Corporate Rules (where applicable)
You may request details of the specific safeguards in place for any particular transfer by contacting us at partners@ekliving.co.uk.
8. How Long We Keep Your Data
We retain personal data only for as long as necessary for the purposes set out in this Policy, and in accordance with our legal obligations. Our standard retention periods are:
After the relevant retention period, personal data is securely deleted or anonymised. We may retain anonymised or aggregated data (which cannot identify you) indefinitely for business analysis purposes.
9. Your Rights Under UK GDPR
As a data subject under UK GDPR, you have the following rights. These rights are not absolute and may be subject to exemptions in specific circumstances:
To exercise any of these rights, please contact us at:
Email: partners@ekliving.co.uk
Post: 128 City Road, London, EC1V 2NX
We will respond within one calendar month. We may ask you to verify your identity before processing your request. If we are unable to fulfil your request, we will explain why.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at any time if you believe we have not handled your data lawfully:
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
10. How We Protect Your Data
We implement appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures include:
Encryption of data in transit (TLS/SSL) on our website and systems
Access controls limiting data access to authorised staff only, on a need-to-know basis
Use of reputable, security-accredited third-party service providers (including Uplisting.io and our payment processor)
Regular review of our security practices and procedures
Staff training on data protection obligations
No method of electronic transmission or storage is 100% secure. While we take all reasonable steps to protect your data, we cannot guarantee absolute security. In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, inform you directly.
11. Marketing Communications
We will only send you marketing communications (e.g. promotional emails, newsletters) where you have given us your prior consent to do so, or where we have a legitimate interest under the "soft opt-in" rule (i.e. you are an existing customer and we are marketing similar services, having given you the opportunity to opt out).
You can withdraw your consent or opt out of marketing at any time by:
Clicking "unsubscribe" in any marketing email
Emailing us at partners@ekliving.co.uk with the subject "Unsubscribe"
Opting out of marketing will not affect the processing of your data for booking or contractual purposes.
12. Cookies
12.1 What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help websites function correctly, remember preferences, and collect usage information.
12.2 Cookies We Use
12.3 Your Cookie Choices
On your first visit to ekliving.co.uk, you will be shown a cookie consent banner. You may accept all cookies, reject non-essential cookies, or manage your preferences. You can change your preferences at any time via the cookie settings link in our website footer.
You can also control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our website.
For more information about cookies and how to manage them, visit www.allaboutcookies.org.
13. Children's Data
Our services are not directed at children under the age of 18. We do not knowingly collect personal data from children. The minimum age to make a booking with EKL is 21. If we become aware that personal data has been collected from a child without appropriate parental consent, we will delete it promptly. If you believe we have inadvertently collected data from a child, please contact us at partners@ekliving.co.uk.
14. Data Relating to Property Owners
EKL also processes personal data about the property owners whose properties it manages. This processing is governed by the separate Property Management Agreement and a Data Processing Addendum between EKL and each owner. This Privacy Policy relates primarily to guest data. Property owners wishing to understand how EKL processes their data should refer to their Property Management Agreement or contact partners@ekliving.co.uk.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. The current version will always be available at ekliving.co.uk/privacy-policy.
Where changes are material, we will notify you by email (if we hold your contact details) or by a prominent notice on our website. The date at the top of this Policy indicates when it was last updated.
Your continued use of our services after any changes constitutes your acknowledgement of the updated Policy.
16. Contact & Data Protection Queries
For any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact us:
Email: partners@ekliving.co.uk
Post: Ekliving Ltd, 128 City Road, London, EC1V 2NX
Website: ekliving.co.uk
If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) — see Section 9 for contact details.
