Privacy Policy
Website: https://villagesvillahost.com/
Company: Villages Villahost LTD
Company number: 17256199
Effective date: 14 February 2025
Last updated: 12 October 2026
1. Introduction
Villages Villahost LTD (“Villahost”, “we”, “us” or “our”) respects your privacy and is committed to handling personal data responsibly.
This Privacy Policy explains how we collect, use, disclose, store and protect personal data when you visit our website, create an account, subscribe to our software, contact us or otherwise interact with our services.
Our software supports hospitality businesses with property management, reservations, booking channels and related operations. Depending on how you use our services, we may process information about business users, property owners, employees and accommodation guests.
2. Who Is Responsible for Your Data?
The entity responsible for personal data processed under this policy is:
Villages Villahost LTD
Company number: 17256199
Registered office: 483 green lanes, London
Website: https://villagesvillahost.com/
Email: support@villagesvillahost.com
For personal data we use to manage our website, accounts, billing, marketing and customer relationships, we generally act as a data controller.
When our customers use Villahost to manage their guests’ personal data, we may act as a data processor on their instructions. The customer will generally be responsible for deciding why and how that guest data is processed.
3. Personal Data We Collect
Depending on how you interact with Villahost, we may collect the following categories of information.
3.1 Account and business information
This may include your name, business name, email address, telephone number, account credentials, property information, job title, business address and other registration details.
3.2 Subscription and payment information
We may process subscription details, selected plans, billing addresses, invoices, transaction references, payment status, renewal dates and records of purchases.
Payments may be handled by third-party payment providers. The information collected directly by those providers is subject to their own privacy notices. We do not intend to store complete payment card details or card security codes on our own systems unless our actual payment arrangements specifically provide for this.
3.3 Property and reservation information
The platform may process property details, availability, prices, reservation records, booking references, guest communications and information entered by authorised users.
3.4 Guest information
Depending on the functions enabled by a customer, information about accommodation guests may include names, contact details, reservation dates, booking status, preferences, payment status and communications.
Customers must ensure they have a lawful basis to submit this information and provide any required privacy notices to their guests.
3.5 Technical and usage information
We may collect IP addresses, browser and device details, log files, authentication records, diagnostic information, feature usage and security events to the extent these are generated by our systems.
3.6 Communications and marketing information
We may retain enquiries, support requests, feedback, correspondence, marketing preferences and records of consent where applicable.
4. How We Use Personal Data
We may use personal data to:
Create and manage user accounts.
Provide, operate and maintain the software.
Process subscriptions, payments, renewals and invoices.
Configure properties, bookings and integrations.
Provide customer support, training and onboarding.
Respond to enquiries and arrange demonstrations.
Maintain platform security and prevent fraud or misuse.
Diagnose technical issues and improve performance.
Send essential service notifications.
Send marketing communications where permitted by law.
Comply with legal, regulatory and accounting obligations.
Establish, exercise or defend legal claims.
We will not use personal data for purposes incompatible with those described in this policy without an appropriate legal basis and any required notice or consent.
5. Legal Bases for Processing
Where the UK General Data Protection Regulation (UK GDPR) applies, we rely on the relevant lawful basis for each processing activity.
Contract: Where processing is necessary to create an account, provide requested services, manage subscriptions or fulfil our contractual obligations.
Legal obligation: Where processing is necessary to comply with applicable laws, including relevant tax and accounting requirements.
Legitimate interests: Where processing is reasonably necessary to operate and secure our business, prevent fraud, improve our services, respond to business enquiries or protect legal rights, provided these interests do not override your rights.
Consent: Where you have given consent for a specific purpose, such as certain marketing communications or non-essential cookies where consent is required.
You may withdraw consent at any time where processing relies on consent. Withdrawal does not affect processing that took place lawfully before withdrawal.
Where we process guest information as a processor for a customer, our processing will be governed by the relevant customer instructions, contract and data processing agreement.
6. Cookies and Similar Technologies
Our website and software may use cookies and similar technologies to maintain sessions, remember preferences, support authentication, protect accounts and provide essential functionality.
We may also use analytics or other non-essential technologies if these are implemented.
Where required, we will request consent before placing non-essential cookies or accessing information on your device and will provide a mechanism to manage your preferences.
You can manage cookies through your browser settings, although disabling certain cookies may affect the operation of the website.
Before publication: Add an accurate cookie list identifying each cookie or technology, its provider, purpose, duration and category. Do not list tools that the website does not actually use.
7. Disclosure of Personal Data
We may share personal data with service providers where reasonably necessary to operate our business and deliver the services, including:
Cloud hosting and infrastructure providers.
Payment processing and billing providers.
Booking platforms, channel managers and other integrations selected by customers.
Email, SMS and customer communications providers.
Customer support and security providers.
Analytics and monitoring providers, where used.
Professional advisers, auditors and insurers.
Regulators, courts, law enforcement agencies or other parties where required or permitted by law.
A successor or purchaser in connection with a business sale or restructuring, subject to applicable safeguards.
We require service providers processing personal data on our behalf to comply with applicable contractual and legal requirements.
We do not sell personal data to third parties as a business model.
8. International Data Transfers
Villahost may serve customers in different countries. Personal data may therefore be transferred to, or accessed from, countries outside the United Kingdom where our service providers or integrations operate.
Where UK data protection law restricts a transfer, we will use an appropriate transfer mechanism, such as applicable adequacy regulations or approved contractual safeguards, and complete any additional assessments or protections required by law.
Further information about the safeguards applicable to a particular transfer may be requested using the contact details below.
9. Data Retention
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including providing the services, administering accounts, complying with legal obligations, resolving disputes and protecting our legitimate interests.
Retention periods depend on the type of data, the applicable contract, legal requirements and operational needs.
When an account ends, personal data will be retained, returned or deleted in accordance with the applicable contract and data processing agreement. Information may remain in backups for a limited period or be retained where legally required.
Before publication: Define actual retention periods or criteria for account data, invoices, support records, security logs, guest information and backups.
10. Security
We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, alteration, disclosure or destruction.
No online service can guarantee absolute security. Users should maintain strong passwords, restrict access to authorised personnel and notify us promptly of suspected account compromise.
Where required by law, we will respond to personal data breaches and notify relevant parties or authorities within applicable time limits.
11. Your Rights
Subject to applicable law and any relevant exemptions, you may have the right to:
Request access to your personal data.
Request correction of inaccurate data.
Request deletion of personal data in certain circumstances.
Request restriction of processing.
Object to processing based on legitimate interests.
Request portability of eligible data.
Withdraw consent where processing is based on consent.
Lodge a complaint with a data protection authority.
To exercise your rights, contact sales@villagesvillahost.com. We may request reasonable information to verify your identity.
If your information is held in Villahost on behalf of a hotel, property manager or other customer, you should generally contact that organisation first. We will assist our customer as required by our contractual and legal obligations.
If you are in the United Kingdom, you may complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/.
12. Children’s Privacy
Villahost is intended for hospitality businesses and their authorised users, not for children to independently register for business accounts.
Our customers remain responsible for ensuring that their collection and use of guest information complies with applicable laws, including any special requirements concerning children.
13. Third-Party Services
The platform may connect to third-party services or contain links to external websites. Those providers may process personal data under their own privacy policies and contractual terms.
We are not responsible for the independent privacy practices of third parties. Customers should review the terms and privacy information of integrations before enabling them.
14. Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, data processing practices or legal obligations.
The revised policy will be published on our website with an updated revision date. We will provide additional notice where required by law.
15. Contact Us
For privacy enquiries or data protection requests, contact:
Villages Villahost LTD
Company number: 17256199
Email: sales@villagesvillahost.com
Publication condition: This policy must be checked against the actual website, cookie configuration, hosting arrangements, payment integrations, data retention settings and customer data processing agreements before publication.