Privacy Policy

Updated: June 2026

RSAAS Lets Ltd trading as Fiveway Apartments (“Fiveway Apartments”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect your personal information, as well as your rights under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
If you have any questions about this Privacy Policy or our data protection practices, please contact us:
Email: hello@fivewayapartments.co.uk
Telephone: 01803 896507

Who We Are

RSAAS Lets Ltd trading as Fiveway Apartments is the data controller responsible for your personal information or the purposes of UK data protection legislation.
Company Name: RSAAS Lets Ltd
Trading Name: Fiveway Apartments
Company Number: 17118986
As the data controller, we determine how and why your personal information is processed.

How We Collect Your Information

We may collect personal information directly from:

You directly;
Online travel agencies including Booking.com, Expedia and Airbnb;
Property management and channel management providers including SuperControl and
Hostaway;
Payment service providers such as Stripe;
Referral partners and travel agents;
Publicly available sources where permitted by law; and
Automatically through your use of our website.

Information You Provide Directly

We may collect information when you:

Make a booking or enquiry
Contact us by telephone, email, website form, or social media
Subscribe to receive marketing communications
Submit feedback or reviews
Request information about our accommodation

Information Received from Third Parties

We may receive information about you from:

Booking.com
Expedia
Airbnb
Other online travel agencies
Hostaway and other booking management systems
Payment service providers
Travel agents
Corporate booking partners
Referring accommodation providers

Please review the privacy policies of any third-party platform through which you make a booking.

Information Collected Automatically

When you visit our website, we may automatically collect information including:

IP address
Device type
Browser type and version
Operating system
Geographic location (approximate)
Website pages viewed
Time spent on pages
Referring websites
Booking and browsing activity

This information helps us improve our website and services.

Social Media

If you interact with us on social media platforms such as Facebook, Instagram, X, or LinkedIn, we may receive information made available through your privacy settings on those platforms.

What Information We Collect

Depending on the nature of your enquiry or booking, we may collect:

Name
Postal address
Email address
Telephone number
Date of birth (where required)
Booking details
Arrival and departure dates
Number of guests
Vehicle registration details (where applicable)
Payment information
Correspondence with us
Accessibility requirements
Special requests
Emergency contact details (if provided)
Information about your use of our website

We do not normally collect special category personal data unless necessary to accommodate a specific request or accessibility requirement.

Where such information is collected, we will explain why it is required and how it will be used.

How We Use Your Information

We use your personal information to:

Process and manage bookings
Confirm reservations
Communicate essential booking information
Process payments and refunds
Provide customer support
Manage guest arrivals and departures
Respond to enquiries
Improve our services and website
Comply with legal obligations
Prevent fraud and unauthorised transactions
Resolve disputes and chargebacks
Establish, exercise, or defend legal claims
Send marketing communications where permitted by law

Consequences of Failing to Provide Information

Where personal information is required to fulfil a booking or comply with legal obligations, failure to provide the requested information may prevent us from accepting or completing your reservation.

Lawful Bases for Processing

We process personal information under one or more of the following lawful bases:

Contract Performance

Processing is necessary to perform our contract with you, including managing reservations and providing accommodation services.

Legal Obligation

Processing is necessary to comply with legal and regulatory obligations, including tax, accounting, health and safety, and law enforcement requirements.

Legitimate Interests

We may process personal information where necessary for our legitimate business interests, including:

Operating and improving our accommodation business
Preventing fraud
Managing customer relationships
Maintaining website security
Analysing service performance
Responding to complaints and legal claims
Administer bookings;
Maintain customer records;
Improve our services;
Prevent fraud;
Protect our property and business;
Manage complaints and disputes;
Pursue or defend legal claims.

Where we rely on legitimate interests, we carefully balance our interests against your rights and freedoms.

Consent

Where required by law, we will obtain your consent before:

Sending certain marketing communications
Placing non-essential cookies on your device
Processing certain categories of personal information
You may withdraw your consent at any time.

Vital Interests

In exceptional circumstances, we may process personal information where necessary to protect the life or health of an individual.

Marketing Communications

We may send information about our accommodation, offers, and services where permitted by law.
You may opt out of marketing communications at any time by:

Clicking the unsubscribe link in our emails
Contacting us directly
Updating your preferences where available

Please note that opting out of marketing communications will not affect essential service-related communications concerning your bookings. We may also contact you regarding your reservation regardless of your marketing preferences where such communications are necessary to fulfil our contract with you.

Who We Share Information With

We do not sell or rent personal information.

We may share information with trusted service providers where necessary to operate our business, including:

Payment processors
Booking management providers
Channel management systems
Website hosting providers
IT support providers
Professional advisers
Accountants
Legal advisers
Insurance providers
Government authorities where legally required

All service providers are required to maintain appropriate security measures and only process information on our instructions.

International Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we ensure appropriate safeguards are in place in accordance with

UK data protection law. These safeguards may include:
UK adequacy regulations
UK International Data Transfer Agreements (IDTAs)
UK Addendums to Standard Contractual Clauses
Other lawful transfer mechanisms recognised under UK GDPR

Data Retention

We retain personal information only for as long as necessary.
Typical retention periods include:

Record Type	Retention Period
Booking records	7 years
Accounting and tax records	6 years plus current financial year
Customer enquiries	2 years
Marketing consent records	Duration of consent plus 3 years
Website analytics	Up to 26 months
Legal claims records	Duration of claim plus applicable limitation periods

Where retention periods expire, information will be securely deleted or anonymised.

Your Rights

Under UK GDPR, you have the right to:

Access your personal information
Request correction of inaccurate information
Request deletion of personal information in certain circumstances
Restrict processing
Object to processing
Request portability of your data where applicable
Withdraw consent where processing is based on consent

Data protection enquiries and requests relating to your personal information should be directed to:
Email: hello@fivewayapartments.co.uk

We may request proof of identity before processing your request and shall respond promptly within one month.

Right to Complain

If you are unhappy with how we process your personal information, we encourage you to contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://ico.org.uk

Automated Decision-Making

We do not make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

Security of Your Information

We implement appropriate technical and organisational measures designed to protect personal information from:

Unauthorised access
Accidental loss
Alteration
Disclosure
Destruction

While no online transmission can be guaranteed completely secure, we take reasonable steps to protect information once received.
Where passwords are used, you are responsible for maintaining their confidentiality.

Data Breach Reporting Statement

We maintain procedures for identifying, investigating, and responding to personal data breaches and will notify the Information Commissioner’s Office and affected individuals where required by law.

Cookies

Our website uses cookies and similar technologies.
Some cookies are essential for the operation of our website. Others help us understand how visitors use the website and improve functionality.
Where required by law, we will request your consent before placing non-essential cookies on your device.
Further information is available in our Cookie Policy.

Links to Other Websites

Our website may contain links to third-party websites.
We are not responsible for the privacy practices of external websites and encourage you to review their privacy policies before providing personal information.

CCTV

Where CCTV is operated at Fiveway Apartments, it is used for legitimate business purposes including:

Crime prevention
Guest safety
Protection of property
Investigation of incidents

Appropriate signage will be displayed where CCTV is in operation.

Children’s Data

We may collect limited information relating to children where necessary to facilitate a family booking, but we do not knowingly market to or collect personal information directly from children.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.
Any changes will be posted on this page together with the revised effective date.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.