Privacy Policy
Data Controller
Reloc8 Agent Ltd
Company number: 10356665
Registered office: 129 Chanterlands Avenue, Hull, HU5 3TG, United Kingdom
Email: stay@reloc8agent.com
Telephone: 01482 420787
ICO registration number: ZC243255
Collected Personal Data
We may collect your name, company name, postal address, email address, telephone number, booking and accommodation requirements, preferred location, arrival and departure dates, length of stay, number of guests, bedroom requirements, budget, parking and pet requirements, accessibility requirements, property details, availability, rates, photographs, compliance documents, payment and invoicing information, correspondence, website usage information, IP address, cookie data and any other information you voluntarily provide.
Where necessary, we may also collect guest names, identification information and limited health or accessibility information required to arrange suitable accommodation. We only collect information that is relevant and necessary for the service being provided.
Purpose for Collecting Data
We collect and process personal data to respond to enquiries; source, arrange and administer corporate, contractor, insurance and relocation accommodation; communicate with clients, guests, hosts and accommodation providers; assess and onboard partner hosts; confirm availability and bookings; manage payments, invoices, deposits and refunds; provide customer support; deal with complaints; maintain business and accounting records; prevent fraud; comply with legal and regulatory obligations; improve our website and services; and send relevant marketing communications where permitted by law.
Our lawful bases include taking steps before entering into a contract, performing a contract, complying with legal obligations, pursuing our legitimate business interests and obtaining consent where required.
Privacy Policy
Last updated: 10 September 2026
Reloc8 Agent Ltd respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, submit an enquiry, make or receive a booking, stay in accommodation sourced by us or apply to become a Reloc8 Partner Host.
1. Who We Are
Reloc8 Agent Ltd is the data controller responsible for deciding how and why your personal information is used.
Reloc8 Agent Ltd
Company number: 10356665
Registered office:
129 Chanterlands Avenue
Hull
HU5 3TG
United Kingdom
Email: stay@reloc8agent.com
Telephone: 01482 420787
WhatsApp: 07940 067511
Website: www.reloc8agent.com
ICO registration number: ZC243255
2. Personal Information We Collect
Depending on your relationship with us, we may collect:
Your name and contact details
Your employer’s or organisation’s name
Your postal and billing address
Your email address and telephone number
Details of your accommodation enquiry
Required location, check-in date and length of stay
Number and names of guests
Number of bedrooms required
Property-type preferences
Budget and payment information
Parking, pet and accessibility requirements
Booking, payment, invoice, deposit and refund records
Correspondence and records of communications with us
Complaints, feedback and customer-service records
Identification information where reasonably required
Information provided through our website forms
IP address, browser type, device information and website-usage data
Cookie and similar technology information
If you are an accommodation provider or partner host, we may also collect:
Your personal and business contact details
Property addresses and accommodation information
Ownership or management-authority information
Property photographs and listing links
Availability and pricing information
Bank or payment details
Insurance and compliance documents
Details of your cleaning, maintenance and emergency arrangements
Records of bookings, payments and our working relationship
We may receive personal information directly from you or from your employer, booking agent, insurer, relocation company, accommodation provider or another person arranging accommodation on your behalf.
3. Special Category Information
In limited circumstances, you may provide health, disability or accessibility information so that we can source suitable accommodation or make appropriate arrangements.
We will only use this information where it is necessary and where we have an appropriate lawful basis and special-category condition. This will normally be your explicit consent or another condition permitted by data-protection law.
Please do not provide medical or other sensitive information unless it is relevant and necessary.
4. Why We Use Personal Information
We may use personal information to:
Respond to enquiries
Understand accommodation requirements
Source and recommend suitable accommodation
Obtain prices and confirm availability
Arrange, administer and manage bookings
Communicate with clients, guests and accommodation providers
Process payments, deposits, invoices and refunds
Provide check-in and accommodation information
Support guests during their stay
Handle booking changes, extensions or cancellations
Respond to complaints or disputes
Assess and onboard accommodation providers
Verify that providers are authorised to offer accommodation
Maintain supplier and partner-host records
Meet our accounting, tax and legal obligations
Prevent and investigate fraud or misuse
Protect our legal rights and business interests
Maintain the security of our website and systems
Improve our services and customer experience
Send relevant marketing communications where legally permitted
We will not use personal information for an unrelated purpose without considering whether that use is lawful and whether we need to provide further information or obtain consent.
5. Our Lawful Bases
We rely on one or more of the following lawful bases:
Contract
Processing may be necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes responding to booking requests, sourcing accommodation, administering bookings and taking payment.
Legal obligation
We may process and retain information where necessary to comply with legal obligations, including accounting, tax, fraud-prevention and regulatory requirements.
Legitimate interests
We may use information where it is necessary for our legitimate business interests and those interests are not overridden by your rights. These interests include operating and improving our accommodation service, responding to enquiries, maintaining records, communicating with business contacts, protecting our business, preventing fraud and resolving disputes.
Consent
We rely on consent where required, including for certain marketing communications, non-essential cookies and the processing of relevant health or accessibility information. You can withdraw your consent at any time.
6. If You Do Not Provide Information
Certain information is necessary for us to respond to an enquiry, identify suitable accommodation or administer a booking.
If you do not provide the information we reasonably require, we may be unable to source accommodation, complete a booking or provide the requested service.
7. Who We Share Personal Information With
Where necessary, we may share relevant personal information with:
Accommodation owners, hosts, operators and property managers
Your employer, insurer, relocation provider or booking organisation
Payment-processing and banking providers
Accountants, insurers, legal advisers and professional consultants
Website, email, cloud-storage, booking and customer-management providers
Cleaning, maintenance and guest-support providers
Identity, fraud-prevention or compliance-service providers
Government bodies, regulators, law-enforcement agencies or courts where legally required
A purchaser, investor or successor if our business or assets are sold or reorganised
We only share information that is reasonably necessary for the relevant purpose. We do not sell personal information.
Some accommodation providers act as independent data controllers and may have their own privacy policies. They are responsible for explaining how they use personal information under their control.
8. International Data Transfers
Some service providers may store or process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate safeguard is in place, such as UK adequacy regulations, an approved contractual safeguard or another lawful transfer mechanism.
9. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting or reporting requirements.
Generally:
General enquiries that do not result in a booking may be retained for up to 24 months.
Booking, payment, contractual and accounting records may be retained for up to six years after the end of the relevant financial year or business relationship.
Partner-host and accommodation-provider records may be retained for the duration of the relationship and for up to six years afterwards.
Identification documents will only be retained for as long as they are reasonably required for verification, booking, fraud-prevention or legal purposes.
Marketing information will be retained until you unsubscribe, withdraw consent or we determine that it is no longer required.
Cookie information will be retained for the period stated within our cookie settings or Cookie Policy.
We may retain information for longer where a complaint, dispute, legal claim, investigation or legal obligation requires us to do so.
10. Marketing Communications
We may send information about our services where you have consented or where another lawful basis permits us to contact you.
You can opt out at any time by:
Using the unsubscribe link in an email
Emailing stay@reloc8agent.com
Contacting us on 01482 420787
We will not sell your information to third parties for marketing purposes.
11. Cookies and Website Information
Our website may use cookies and similar technologies to operate correctly, remember preferences, measure website performance and understand how visitors use the website.
Essential cookies may operate without consent where they are necessary for the website to function. We will request consent before using non-essential cookies where required by law.
You can manage your preferences through the website’s cookie settings and your browser settings.
12. How We Protect Personal Information
We use reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.
Access to personal information is limited to staff, contractors and service providers who need it for legitimate business purposes and who are required to handle it securely.
However, no internet transmission or electronic-storage system can be guaranteed as completely secure.
13. Your Data-Protection Rights
Depending on the circumstances, you may have the right to:
Be informed about how your information is used
Request access to your personal information
Ask us to correct inaccurate or incomplete information
Ask us to erase your information
Ask us to restrict how your information is used
Object to certain types of processing
Receive certain information in a portable format
Withdraw consent at any time
Object to direct marketing
Raise concerns about automated decision-making
These rights are not absolute and may depend on the lawful basis and circumstances of the processing.
To exercise your rights, contact stay@reloc8agent.com. We may need to verify your identity before responding.
14. Automated Decision-Making
We do not currently use personal information to make solely automated decisions that produce legal or similarly significant effects.
15. Children’s Information
Our services are not directed specifically at children. However, we may need limited information about children travelling as part of a family or group booking.
This information should normally be provided by a parent, guardian or authorised booking contact and will only be used where necessary to arrange and manage the accommodation.
16. Complaints
If you have concerns about how we use your personal information, please contact us first so we can investigate:
Email: stay@reloc8agent.com
Telephone: 01482 420787
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
17. Changes to This Privacy Policy
We may update this Privacy Policy when our services, legal obligations or data-processing activities change.
The latest version will be published on our website with the date it was last updated.
18. Contact Us
For questions about this Privacy Policy or how we use personal information, contact:
Reloc8 Agent Ltd
129 Chanterlands Avenue
Hull
HU5 3TG
United Kingdom
Email: stay@reloc8agent.com
Telephone: 01482 420787
ICO registration number: ZC243255