Legal
Privacy notice
This notice explains how Accommodation365 collects, uses, shares and protects personal information.
1. Who is responsible for your data
Accommodation365 is operated by Cleethorpes Lettings Limited, company number 11186027, registered office 26 South Saint Mary's Gate, Grimsby, United Kingdom, DN31 1LW. Cleethorpes Lettings Limited is the data controller for personal information processed through Accommodation365 unless we tell you otherwise.
Privacy enquiries can be sent to hello@accommodation365.co.uk.
2. Information we collect
We collect information needed to respond to accommodation enquiries and manage bookings. This can include your name, business or organisation, work email address, telephone number, project or purchase-order references, preferred contact method and correspondence with us.
We also collect accommodation requirements such as location, dates, team or household size, rooms or beds required, sharing preferences, vehicle and parking requirements, commute preferences, accessibility or other essential requirements, budget information and likely stay length or extensions.
Where necessary for a booking, we may also receive limited information about other guests from the person or organisation arranging the stay. Please only provide another person's information where you are authorised to do so.
When you use our website, technical information such as IP address, browser/device information, security logs and basic request data may be processed by our hosting and technology providers.
3. How we use information and our legal bases
We use personal information to respond to enquiries, source suitable accommodation, prepare quotations, arrange and administer bookings, provide stay support, deal with changes or extensions, issue invoices and maintain business records.
Depending on the circumstances, our legal basis is usually taking steps at your request before entering into a contract, performing a contract, our legitimate interests in operating and improving an accommodation service, or complying with legal and accounting obligations.
If we introduce optional marketing emails, we will use consent where required and provide a clear way to unsubscribe. Submitting an accommodation enquiry does not automatically sign you up to marketing.
4. Where information comes from
We usually receive information directly from you. We may also receive it from your employer, colleague, travel or bookings contact, insurer, relocation provider, project manager or another person arranging accommodation on your behalf.
Where we source accommodation, relevant information may also be received from property owners, accommodation operators and booking partners in connection with availability, a quotation or an existing booking.
5. Who we share information with
We share personal information only where reasonably necessary to provide the service, operate the business or comply with law. This may include accommodation owners and operators, property or booking partners, IT and cloud providers, email providers, accountants and professional advisers, payment providers where applicable, and public authorities where disclosure is legally required.
For a sourced booking, we may need to share guest and contact information with the relevant accommodation provider so that it can confirm, administer and support the stay. We aim to share only the information reasonably required for that purpose.
We do not sell personal information to advertisers.
6. International accommodation and data transfers
Accommodation365 may source accommodation outside the United Kingdom. Where a booking requires information to be shared with an overseas accommodation provider, that information may be processed in another country.
Where UK data protection law requires safeguards for an international transfer, we will use an appropriate lawful mechanism or work with providers that offer suitable safeguards.
7. How long we keep information
We keep information only for as long as reasonably necessary for the purpose for which it was collected and for legal, accounting and dispute-resolution requirements.
Enquiries that do not lead to a booking will normally be retained for up to 24 months unless there is an ongoing business relationship, a reason to keep the correspondence for longer, or you ask us to delete it and we have no lawful reason to retain it.
Booking, invoice and accounting records may normally be retained for up to six years or for another period required by tax, accounting or legal obligations.
8. Security
We use reasonable technical and organisational measures designed to protect personal information from unauthorised access, loss, misuse or disclosure. Access to administrative systems is restricted and our website enquiry records are stored in controlled systems.
No internet service can guarantee absolute security, so please avoid sending unnecessary sensitive information through ordinary website enquiry fields or email.
9. Your data protection rights
Depending on the circumstances, UK data protection law may give you rights to request access to your personal information, correct inaccurate information, request deletion or restriction, object to certain processing, receive certain information in a portable format, and withdraw consent where processing is based on consent.
Some rights are subject to legal exceptions. To exercise a right, email hello@accommodation365.co.uk. We may need to verify your identity before acting on a request.
You also have the right to complain to the Information Commissioner's Office if you are unhappy with how your personal information has been handled.
10. Age requirements and younger guests
All accommodation enquiries and bookings must be made by a person aged 18 or over. The Accommodation365 website and booking service are not intended to be used directly by children or young people under 18.
Where a person under 18 will be staying as part of a family, relocation or other permitted booking, we may process limited information about them where it is genuinely necessary to arrange suitable accommodation. This may include age or age range where relevant to occupancy, room configuration, pricing, safety requirements or requests such as a cot or other child-related facilities.
Information about a guest under 18 should normally be provided by their parent, guardian, responsible adult or an authorised person arranging the accommodation. We do not ask for more information about younger guests than is reasonably necessary for the booking.
11. Cookies and website technology
Our use of cookies and similar technology is explained in the Cookie Policy. We do not currently intentionally deploy advertising or behavioural-profiling cookies on the public Accommodation365 website.
12. Updates and contact
We may update this notice when our services, suppliers, technology or legal obligations change. The latest version will be published on this page.
For privacy questions or requests, contact hello@accommodation365.co.uk or write to Cleethorpes Lettings Limited, 26 South Saint Mary's Gate, Grimsby, United Kingdom, DN31 1LW.
Last updated: 25 September 2026.