Privacy and Cookie Policy – Regency Luxury Villas

Effective Date: 06/06/2021
Last Updated: 05/08/2025

 

Who we are and how to contact us

Regency Luxury Villas Limited is committed to protecting and respecting your privacy. We are a luxury villa booking agent that facilitates bookings between guests and villa owners. We act as booking agents only and are not responsible for the actual provision of accommodation services.

Contact details: 

  • Email: privacy@regencyluxuryvillas.com
  • Phone: +44 208 089 8186
  • Address: 5 Waterside, Station Road, Harpenden, Herts, AL5 4US, United Kingdom
  • Data Protection Officer: dpo@regencyluxuryvillas.com
  • Company registered in England & Wales, Company No. 08555962
  • ICO registration number: ZB078501 

Our role as booking agents

Important: Regency Luxury Villas acts exclusively as booking agents. We facilitate bookings between you and villa owners/property management companies. Your accommodation contract is directly with the villa owner, not with us. We accept no responsibility for the actual provision of accommodation services, property conditions, or service performance by villa owners.

Any payments you make to us are received solely in our capacity as booking agent for the villa owner and are passed on to them (less any agreed fees). We do not take payments via this website.

 

What personal data we collect and how

We collect personal data in the following ways:

  1. Information you provide directly - for example:
    • Booking inquiries and reservations (name, email, phone, address, travel dates, number of guests, special requirements)
    • Account creation details (if applicable)
    • Messages, emails, phone calls, and feedback
  3. Information we collect automatically - for example:
    • IP address, browser type, device information, pages visited
    • Booking behaviour such as villas viewed and search criteria
    • Technical data through cookies (see Cookie Policy below)
  5. Information from third parties - for example:
    • Villa owners confirming booking details and requirements
    • Fraud prevention services

We do not sell or rent personal data. All data sharing is solely for fulfilling your booking or meeting legal requirements.

 

How and why we use your personal data

We use your data for:

  • Processing booking requests and communicating with villa owners (Contract basis)
  • Responding to inquiries and providing support (Contract basis)
  • Maintaining accounts and booking history (Contract basis)
  • Sending promotional emails about villa offers (Consent basis)
  • Analysing website usage and improving user experience (Legitimate interests)
  • Detecting and preventing fraudulent bookings (Legitimate interests)
  • Complying with tax, accounting, and regulatory requirements (Legal obligation)
  • Collecting feedback to improve services (Legitimate interests)

Where we rely on legitimate interests, we ensure these do not override your rights and freedoms.

  

Who we share your personal data with

We may share your personal data with:

  • Villa owners/property managers
  • Customer service providers
  • Professional advisers such as lawyers and accountants
  • Regulatory authorities such as HMRC or the ICO
  • Fraud prevention agencies

All third parties are contractually bound to protect your data.

 

International data transfers

Some villa owners or service providers may be located outside the UK. Where transfers occur, we use safeguards such as:

  • ICO-approved adequacy decisions
  • Standard Contractual Clauses
  • Binding Corporate Rules
  • Transfer Impact Assessments 

Currently, data may be processed in Portugal and other relevant regions as needed.

  

How long we keep your personal data

  • Active bookings: duration of booking plus 2 years
  • Completed bookings: 7 years for tax/accounting
  • Account data: 7 years after closure or last activity
  • Marketing preferences: until you withdraw consent or after 3 years of inactivity
  • Website analytics: up to 24 months
  • Customer service records: 3 years after last contact

 

Your data protection rights

You have the right to:

  • Be informed about how we use your data
  • Access your data
  • Rectify inaccurate data
  • Request erasure of data
  • Restrict processing in certain cases
  • Request data portability
  • Object to processing for marketing
  • Request human review of automated decisions

 

 Contact for rights requests:

We respond to requests within one month.

  

How we protect your personal data

Technical measures include:

  • TLS encryption in transit and AES-256 at rest
  • Multi-factor authentication and role-based access
  • 24/7 security monitoring and encrypted backups

Organisational measures include:

  • Staff training on data protection
  • Documented handling procedures
  • Regular audits and breach response plans

We notify the ICO within 72 hours of any high-risk breach.

 

Complaints and concerns

If you have concerns, please contact us first at dpo@regencyluxuryvillas.com.

If not satisfied, you can contact the ICO:

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

 

Changes to this privacy notice

 We may update this policy and will post any changes on our website. If changes materially affect your rights, we will email you.

 

Cookie Policy

What are cookies

Cookies are small text files stored on your device when you visit our site. They help improve browsing by remembering preferences and analysing site use.

 

How we use cookies

Essential cookies (no consent needed):

  • Session management
  • Security and fraud prevention
  • Load balancing
  • Language and accessibility preferences

 

Performance and analytics cookies (consent required):

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

 

 Functionality cookies (consent required):

  • Remembering villa preferences and search criteria
  • Social media integration
  • Live chat functions

Marketing cookies (consent required):

  • Facebook Pixel and Google Ads for selective retargeting

  

Managing cookies

You can:

  • Accept all cookies
  • Reject all non-essential cookies
  • Manage specific preferences in browser settings

Third-party cookies are subject to their own privacy policies.

 

Legal disclaimers and agent status

Regency Luxury Villas Limited acts exclusively as booking agents. We arrange bookings on behalf of villa owners but do not provide accommodation services directly. Your accommodation contract is with the villa owner, not with us.

Our liability as booking agents is limited to the refund of amounts paid to us. We are not liable for:

 

  • Villa owner performance or service delivery
  • Property conditions or amenities
  • Cancellations or changes by villa owners
  • Indirect, consequential, or special damages 

Your statutory rights remain unaffected. English law applies and disputes are subject to the exclusive jurisdiction of the English courts.

 

 

 

Document version: 2.1

Next review date: 05/08/2026

Regency Luxury Villas Limited - Company No. 08555962

Registered Office: 5 Waterside, Station Road, Harpenden, Herts, AL5 4US, United Kingdom