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Privacy Policy
Policy summary
Last updated: December 2025
Roomzzz Aparthotels (“Roomzzz”, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you visit our website, make a booking, or interact with our services.
This policy applies to individuals located in the United Kingdom and the European Union.
1. Data Controller
Data Controller:
Roomzzz Aparthotels
Northgate, 118 North Street
Leeds, LS2 7PN
United Kingdom
Email: privacy@roomzzz.com
2. Personal Data We Collect
We may collect the following categories of personal data:
Identity & Contact Data
First and last name
Email address
Phone and mobile number
Postal address
Passport information (international guests or where legally required)
Booking & Transaction Data
Reservation and stay details
Payment-related information (processed securely by third-party providers)
Communication history relating to bookings or enquiries
Technical & Usage Data
IP address
Browser and device information
Cookies and usage data
Unique device identifiers for advertising (e.g. Google Advertiser ID, IDFA)
We do not knowingly collect personal data from children.
3. Purposes of Processing
We process personal data to:
Manage and process hotel bookings
Process payments and issue invoices
Respond to enquiries and customer service requests
Send booking confirmations and operational communications
Send marketing communications where permitted
Analyse website usage and improve performance
Conduct surveys, feedback and user testing
Deliver relevant advertising and remarketing
Comply with legal and regulatory obligations
4. Legal Bases for Processing
Under GDPR, we process personal data on the following legal bases:
Consent – for marketing communications, cookies, and optional data
Contractual necessity – to fulfil bookings and related services
Legal obligation – where required by law or regulation
Legitimate interests – to operate and improve our services, prevent fraud, and conduct marketing (where such interests do not override your rights)
You may withdraw consent at any time.
5. Sharing of Personal Data
We may share your personal data with trusted third parties, including:
Booking, Payment & Hospitality Providers
RMS & RMS Pay – https://www.rmscloud.com/terms-and-conditions
Avvio (an access group company) – https://www.theaccessgroup.com/en-gb/privacy-notice/
SiteMinder – https://www.siteminder.com/legal/privacy/
HotelRez – https://hotelrez.net/privacy-policy/
GuestRevu – https://www.guestrevu.com/privacy
Third-party Online Travel Agents (OTAs)
Analytics, Marketing & Communication Providers
Google Analytics & Google Ads
Facebook / Meta (advertising and remarketing)
Hotjar (analytics, heatmaps, surveys) – https://www.hotjar.com/legal/policies/privacy/
Cendyn (email marketing & loyalty platform) – https://www.cendyn.com/privacy-policy/
Each provider processes data in accordance with their own privacy policies and contractual safeguards.
6. International Data Transfers
Your personal data may be transferred outside the UK or European Economic Area.
Where this occurs, we ensure appropriate safeguards are in place, including:
UK and EU adequacy decisions
Standard Contractual Clauses (SCCs)
Other lawful transfer mechanisms under GDPR
7. Cookies & Tracking Technologies
We use cookies and similar technologies to:
Ensure the website functions correctly
Analyse website performance and usage
Personalise content and advertising
You can manage your cookie preferences at any time via our Cookie Policy.
8. Data Retention
We retain personal data only for as long as necessary:
Booking and contract data: for the duration of the booking and applicable legal retention periods
Marketing data: until consent is withdrawn
Analytics data: in line with provider retention policies
Once retention periods expire, data is securely deleted or anonymised.
9. Your Rights Under GDPR
You have the right to:
Access your personal data
Rectify inaccurate or incomplete data
Request erasure of your personal data
Restrict processing of your data
Object to processing, including direct marketing
Data portability
Withdraw consent at any time
Lodge a complaint with a supervisory authority
10. How to Exercise Your Rights
To exercise your rights, please contact:
Requests are handled free of charge and within one month, however we reserve the right to charge a fee should your request be unfounded, repetitive, excessive or alternatively we may also refuse to comply in these circumstances. We may need to verify your identity before responding.
11. Security Measures
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure.
12. Legal & Administrative Use
Personal data may be disclosed where required by law, court order, or government authority, or where necessary to protect our legal rights.
System logs and technical data may be collected for security and maintenance purposes.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page and, where required, new consent will be obtained.
14. Definitions
Personal Data: Any information relating to an identified or identifiable individual
Processing: Any operation performed on personal data
Data Subject: The individual whose personal data is processed
Data Controller: Roomzzz Aparthotels
