Privacy and Cookie Policy

‍

‍Regency Luxury Villas Ltd

Effective date: 6 June 2021
Last updated: 5 August 2025

‍

1. Who We Are and How to Contact Us

Regency Luxury Villas Ltd is committed to protecting and respecting your privacy. We act exclusively as a booking agent, facilitating introductions and bookings between guests and property owners or their authorised representatives. We do not own, operate or manage accommodation.

Contact details:
Email: privacy@regencyluxuryvillas.com
Telephone: +44 208 089 8186
Address: 5 Waterside, Station Road, Harpenden, Hertfordshire, AL5 4US, United Kingdom

Data Protection Officer: dpo@regencyluxuryvillas.com

Regency Luxury Villas Ltd is registered in England and Wales (Company No. 08555962).
ICO registration number: ZB078501.

2. Our Role as Booking Agents

Regency Luxury Villas Ltd acts solely as a booking agent. We facilitate enquiries and bookings between clients and property owners or their authorised representatives.

Your accommodation contract is entered into directly with the property owner. Regency Luxury Villas Ltd is not a party to that contract and is not responsible for the provision, condition or performance of accommodation services.

Any payments received by us are accepted solely in our capacity as booking agent on behalf of the property owner and are transferred in accordance with the owner’s instructions, less any agreed commission or fees. We do not process card payments directly through this website.

3. Personal Data We Collect

We collect personal data in the following ways:

Information you provide directly

This may include:

• Name, email address, telephone number and postal address
• Booking enquiries and reservation details
• Travel dates, party size and special requirements
• Communications with us by email, telephone or other means
• Feedback or correspondence relating to bookings

Information collected automatically

This may include:

• IP address, browser type and device information
• Pages visited and interactions with the website
• Search preferences and browsing behaviour
• Technical data collected via cookies (see Cookie Policy below)

Information received from third parties

This may include:

• Booking confirmations and requirements provided by property owners
• Fraud prevention or verification services

We do not sell or rent personal data. Information is shared only where necessary to facilitate bookings or to comply with legal obligations.

4. How and Why We Use Personal Data

We process personal data for the following purposes and lawful bases:

• Processing booking enquiries and facilitating reservations (performance of a contract)
• Communicating with clients and property owners (performance of a contract)
• Maintaining booking records and correspondence (performance of a contract)
• Sending marketing communications where consent has been given (consent)
• Analysing website usage and improving services (legitimate interests)
• Preventing fraud and misuse of services (legitimate interests)
• Complying with accounting, tax and regulatory requirements (legal obligation)

Where processing is based on legitimate interests, we ensure those interests do not override your rights and freedoms.

5. Who We Share Personal Data With

Personal data may be shared with:

• Property owners or their authorised representatives
• Customer support and IT service providers
• Professional advisers, including legal and accounting advisers
• Regulatory bodies such as HMRC or the ICO
• Fraud prevention and verification services

All third parties are required to handle personal data securely and in accordance with applicable data protection law.

6. International Transfers

Some property owners or service providers may be located outside the United Kingdom. Where personal data is transferred internationally, appropriate safeguards are used, including:

• UK adequacy regulations
• Standard Contractual Clauses
• Transfer risk assessments

Data may be processed in Portugal and other jurisdictions relevant to booking administration.

7. Data Retention

We retain personal data for the following periods:

• Active bookings: duration of the booking plus two years
• Completed bookings: seven years for tax and accounting purposes
• Account records: seven years after last activity or closure
• Marketing preferences: until consent is withdrawn or three years of inactivity
• Website analytics data: up to 24 months
• Customer service correspondence: three years after last contact

8. Your Data Protection Rights

You have the right to:

• Be informed about how your data is used
• Access your personal data
• Request correction of inaccurate data
• Request erasure of data in certain circumstances
• Restrict processing
• Request data portability
• Object to direct marketing
• Request human review of automated decisions

Requests should be made to: dpo@regencyluxuryvillas.com
We respond within one month.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data.

Technical measures include encryption, access controls, monitoring and secure backups.
Organisational measures include staff training, documented procedures, audits and breach response planning.

Where required, we notify the ICO within 72 hours of any notifiable personal data breach.

10. Complaints

If you have concerns about how we handle your data, please contact us at dpo@regencyluxuryvillas.com.

You may also contact the Information Commissioner’s Office:

• Website: www.ico.org.uk
• Telephone: 0303 123 1113
• Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

11. Changes to This Policy

We may update this Privacy and Cookie Policy from time to time. Any changes will be published on our website and, where they materially affect your rights, notified to you directly.

12. Cookie Policy

Cookies are small text files stored on your device when you visit our website. They help ensure the site functions correctly and allow us to analyse usage and improve performance.

Types of cookies used

Essential cookies (no consent required):

• Security and session management
• Load balancing
• Accessibility and language preferences

Analytics cookies (consent required):

• Google Analytics for usage statistics
• Data retained for up to 24 months

Functionality cookies (consent required):

• Saving preferences and searches
• Live chat and social media features

Marketing cookies (consent required):

• Google Ads and Meta (Facebook) for retargeting

You can accept or reject non-essential cookies through the cookie banner or adjust browser settings at any time. Third-party cookies are governed by their own privacy policies.

13. Legal Status and Jurisdiction

Regency Luxury Villas Ltd acts exclusively as a booking agent and does not provide accommodation services. Liability relating to accommodation rests with the property owner.

Nothing in this policy affects your statutory rights.
This policy is governed by English law and subject to the exclusive jurisdiction of the English courts.

Document version: 2.1
Next review date: 5 August 2026

Regency Luxury Villas Ltd
Company No. 08555962
Registered Office: 5 Waterside, Station Road, Harpenden, Hertfordshire, AL5 4US, United Kingdom

‍