Privacy notice

Last updated 21 October 2026 1. Who we are and how to contact us Dynasty Accommodations is responsible for the personal information described in this notice. We provide letting, room matching, property search, property management and short-stay hosting services. Contact us about privacy or your rights at book@dynastyaccommodation.com, or write to AMP House, Dingwall Road, Croydon, CR0 2LX. This notice covers visitors, enquirers, applicants, tenants, Airbnb and other short-stay guests, landlords, property owners, partners and business contacts. It describes the information we handle for our own services. Platforms and other independent organisations also have their own privacy notices. 2. Information we collect and where it comes from We collect information you give us when you contact us, create an account, request a viewing or property search, list a property, book a stay or use our services. This can include your name, business name, contact details, property details, preferences, budget, household requirements, requested dates, messages and relevant documents or photographs. Business contact details are also collected from publicly available sources. These may include a business contact's name, role, company, business email address, business telephone number and business address. Public availability does not remove your privacy rights. We use only information relevant to our business purpose and provide privacy information when we contact you. We may receive relevant details from landlords, guests, tenants, booking platforms and partners involved in a service you request. We also record appointments, offers, booking references, payment and payout records, support cases, consent and opt-out choices, and security or activity records. Payment records may include amounts, references and receipts; please do not send full card details, passwords or access codes in an enquiry. Please describe any accommodation feature you require rather than sending a medical diagnosis. Identity documents and bank statements are not requested through the initial search form. If a later service requires additional information or a legal check, we explain what is needed and why at that stage. 3. How and why we use information We use information to respond to enquiries; provide requested searches and property matches; arrange viewings; handle applications, offers, bookings and stays; manage properties and maintenance; communicate with customers and owners; make or reconcile landlord payments; keep accounts; handle complaints and claims; and protect people, property and our services from misuse or fraud. We may use business contact details for relevant business development and marketing where permitted. You can object to direct marketing at any time using the unsubscribe option or by emailing us. Some marketing emails may contain open and link-click tracking. Consent requirements for tracking apply separately from permission to send an email. Website cookie preferences do not change your email subscription; contact us or use the email unsubscribe option to stop marketing emails. We use contract or steps requested before entering a contract for bookings, requested searches, management services and payments due under an agreement. We use legal obligation for applicable accounting, tax and other required records. We use legitimate interests for proportionate enquiry handling, business administration, security, complaint handling and relevant business outreach, taking account of your rights and expectations. We rely on consent where required, including optional cookies. Where special-category information is necessary, an additional applicable legal condition is required, such as explicit consent where appropriate. We do not make decisions with legal or similarly significant effects about you solely by automated means. Staff review relevant property matches and payment decisions. 4. Airbnb guests and other short-stay guests For Airbnb bookings we receive the guest and reservation information Airbnb makes available to us, together with information you provide directly. This can include your name, permitted contact details, booking reference, dates, guest numbers, messages, arrival arrangements, payment status and information needed to deal with a stay, complaint or damage claim. We use it to manage the booking, provide check-in and guest support, arrange cleaning or maintenance, address safety issues and resolve payments or disputes. We share only the relevant details with authorised people who need them to provide those services. Airbnb handles information for its own platform purposes under its own privacy policy; this notice does not replace that policy. 5. Listings managed on Dynasty Accommodations' own account Where we set up and manage an Airbnb listing, it is managed under Dynasty Accommodations' own Airbnb account. The listing, reviews and performance history are held under that account rather than the landlord's personal account, subject to platform terms and the agreement with the owner. We use property descriptions, photographs, availability, guest communications, booking history, reviews and performance information to operate and improve the listing and report to the owner. Keeping listing history does not mean keeping identifiable guest information indefinitely. Personal information in those records remains subject to the purposes, retention limits and rights in this notice. Anonymous business statistics may be kept for longer. 6. Landlords, owners and payments We use landlord and owner contact details, property and contract information, payment instructions, bank details, booking income, agreed charges, invoices and payout statements to manage the relationship, pay landlords, reconcile income and expenses, provide statements and meet accounting obligations. Access to bank and payment information is limited to people and providers who need it for these purposes. Relevant information may be shared with payment providers, banks, accountants and professional advisers. We do not publish landlord bank details or make them available to website visitors. The contract explains commercial fees, deductions and payout arrangements. 7. WhatsApp communications If you communicate with us through WhatsApp, we may process your telephone number, profile name, message content, attachments, relevant delivery information and conversation history. We use these records to answer questions, arrange viewings or stays, coordinate maintenance, provide service updates and keep evidence of relevant instructions or agreements. Authorised staff and service providers may receive the information needed to handle your request. Relevant correspondence may be stored in our business systems, including the Farm server described below. WhatsApp processes information under its own terms and privacy notice. Please avoid sending unnecessary sensitive documents. Tell us if you prefer another available contact method. Marketing messages are subject to applicable consent and opt-out requirements; a service conversation is not blanket permission for marketing. 8. Who receives information We share the minimum information needed with authorised staff; hosting, communication, booking, payment and business technology providers; landlords or property providers involved in your request; and cleaners, maintenance contractors or other people delivering the service. We may share relevant records with accountants, legal advisers, insurers or public authorities where necessary and lawful. We do not sell your personal information. Where enabled, postcode and journey-time services receive the location inputs needed to return results, rather than your name or contact details. External maps, videos and booking widgets are optional and are blocked on this site until you allow external content in Cookie settings. Their providers may receive your IP address, browser information and the information you submit to them, and their own notices apply. 9. International transfers and our Farm server in Germany Some operational records are transferred from the UK to, and stored or processed on, our Farm server in Germany. This supports our property, customer communication and business administration work. Germany is in the European Economic Area and is covered by UK adequacy regulations for transfers of personal information. Our website, booking and communication providers may also process information in other countries. For a restricted transfer outside a country covered by UK adequacy regulations, appropriate safeguards are required, such as the UK International Data Transfer Agreement or UK Addendum to approved contractual clauses, together with the relevant assessment where necessary. Contact us for information about the safeguards applicable to your information or to request a copy, subject to appropriate redactions. We restrict access to authorised users and use protected connections and access controls. 10. Retention periods The following periods are our retention schedule. Information is reviewed for deletion or anonymisation at the end of the relevant period. Records needed for an active complaint, legal claim, statutory obligation or investigation may be kept longer, limited to what is necessary. These periods do not mean that a deletion request must always wait until the end of the period. • General enquiries, viewing enquiries and unsuccessful leads: 12 months after the last meaningful contact, unless they become an active service or dispute record. • Business prospect contact details: 12 months after collection or the last meaningful interaction, followed by a review of whether there is a continuing lawful need. An opt-out stops marketing use. • Property-search case and account information: while the service or account is active; closed search cases are reviewed within 24 months of closure. Contract, payment or claim evidence is subject to the periods below. • Guest reservations, tenancy and management agreements, and records needed to evidence their performance: six years after the stay or contractual relationship ends. • Landlord bank instructions: while needed to make and reconcile payments; obsolete instructions are removed when no longer needed. Payment evidence, invoices, payout statements and accounting records: six years after the end of the relevant financial year, or longer if legally required. • Routine WhatsApp messages, other service correspondence and attachments: 12 months after the matter closes. Material needed to evidence a booking, contract, payment or dispute is retained with the relevant record for up to six years after closure or the relationship ends. Unnecessary sensitive attachments should be removed sooner. • Property listing details and photographs: while the listing or management service is active, then reviewed within 12 months of ending. Relevant contractual or claim evidence may be kept for six years. Identifiable reviews and booking history are reviewed under the guest-record period; genuinely anonymised statistics may be retained without a personal-data time limit. • Security and technical logs: normally 90 days; evidence of an incident is retained only as long as necessary to investigate or resolve it. • Website cookie preferences: six months on your browser. Interface preferences such as sidebar state: up to seven days where used. Sign-in and security cookies follow the relevant service's session or security lifetime. • Consent and privacy-request records: for as long as needed to evidence the processing and our response, normally up to six years after the relevant activity ends. • Minimal suppression records: for as long as needed to honour an objection or withdrawal and avoid contacting you again. These are not used for further marketing. Backups are retained on a rolling basis and are not used for routine marketing or service activity. Where a record is removed from live systems, any remaining backup copy is restricted until it expires under the backup cycle. If a backup is restored, relevant deletion and suppression instructions must be reapplied. Independent platforms such as Airbnb and WhatsApp apply their own retention policies to information they control. 11. Cookies and similar storage Essential cookies and browser storage support security, sign-in, requested functions and remembering your privacy choices. These are used where needed to provide those functions. You can restrict cookies through your browser, but this may affect sign-in or other features. Non-essential categories include analytics cookies, which measure visits and use of the site, and advertising and retargeting cookies, which can recognise visits and help tailor or measure promotions. No analytics or advertising tags are currently enabled in the site code. We do not activate those categories simply because you visit the site. If introduced, their providers, purposes and expiry periods must be disclosed and any required consent obtained before they run. You can accept all, decline non-essential cookies, or save individual choices in the cookie panel. External maps, videos and booking widgets have a separate optional choice because their providers may use their own cookies. Declining them leaves those embeds blocked. Consent choices are saved for six months. Use the Cookie settings button at any time to change your choices or withdraw consent as easily as you gave it. Withdrawing stops future optional loading; cookies already placed by an external provider may also need to be cleared through your browser or that provider's settings. 12. Your data protection rights Depending on the circumstances, you have the right to: • Access your personal information and receive a copy. • Have inaccurate information corrected and incomplete information completed. • Ask for information to be erased where the right applies. • Object to processing based on legitimate interests. You can object to direct marketing at any time, including related profiling. • Restrict processing, for example while the accuracy of information or an objection is being considered, where the legal conditions apply. • Data portability: receive information you supplied in a structured, commonly used, machine-readable format, and ask for it to be sent to another provider where technically feasible, when the processing is automated and based on consent or contract. • Withdraw consent at any time where we rely on it. This does not affect the lawfulness of processing before withdrawal. Email book@dynastyaccommodation.com to make a request or use the postal address above. We may need proportionate information to confirm your identity. We will explain any applicable exception or continuing legal need to keep information. You can also complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/. 13. Changes to this notice We update this notice when our handling of information changes and provide additional information where required before using information for a new purpose.