INTRODUCTION

Prebook Homes (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.prebookhomes.com or use our property rental and management platform.

We value your trust and are dedicated to handling your personal information with transparency and care. Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the site or use our services.

1. INFORMATION WE COLLECT

1.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for an account
• List or search for properties
• Process payments or transactions
• Complete tenant verification processes
• Sign up for marketing communications
• Contact our customer service
• Participate in surveys or promotions

This information may include:

• Identity information (name, date of birth, identification documents)
• Contact information (email address, phone number, address)
• Financial information (payment card details, bank account information)
• Property details (for landlords and property managers)
• Rental history and preferences (for tenants)
• Employment and income verification (for tenant verification)
• Login credentials and account preferences

1.2 Automatically Collected Information

When you use our website or platform, we may automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, click patterns)
• Location data (approximate location based on IP address)
• Cookies and similar technologies (as described in our Cookie Policy)
• Referral information (how you found our platform)

1.3 Information from Third Parties

We may receive information about you from third parties, including:

• Identity verification services
• Credit reference agencies
• Payment processors
• Social media platforms (if you use social login features)
• Public databases
• Marketing partners
• Other users (such as landlord/tenant reviews)

2. HOW WE USE YOUR INFORMATION

We use your information for various purposes, including:

2.1 Core Service Provision

• Creating and managing your account
• Processing property listings, bookings, and payments
• Facilitating communication between landlords and tenants
• Conducting tenant verification and checks
• Processing and collecting rental payments
• Reporting rent payments to credit reference agencies (Ren2Credit feature, with your consent)
• Providing customer support and responding to inquiries

2.2 Personalization and Improvement

• Personalizing your experience and delivering tailored content
• Recommending properties based on your preferences and search history
• Improving our platform, features, and user experience
• Developing new products, services, and features
• Conducting research and analysis to better understand our users

2.3 Communication and Marketing

• Sending administrative notifications about your account or properties
• Providing updates about our services and platform
• Sending marketing communications and promotional offers (subject to your preferences)
• Conducting surveys and collecting feedback
• Notifying you about changes to our policies or terms

2.4 Security and Compliance

• Protecting our platform against fraud, spam, and abuse
• Verifying your identity and preventing unauthorized access
• Complying with legal obligations and regulatory requirements
• Establishing, exercising, or defending legal claims
• Ensuring the security of transactions and user accounts

3. HOW WE SHARE YOUR INFORMATION

We may share your information with the following categories of recipients:

3.1 Other Users

• Landlords receive information about prospective tenants
• Tenants receive information about landlords and their properties
• Limited profile information may be visible to other users for messaging and reviews

3.2 Service Providers

• Payment processors and financial institutions
• Cloud storage and hosting providers
• Customer support and communication services
• Analytics and data processing services
• Identity verification and credit check providers
• Marketing and advertising partners

3.3 Credit Reference Agencies

• With your explicit consent, we share rent payment information with credit reference agencies as part of our Ren2Credit feature to help build and maintain your credit history

3.4 Business Partners

• Property management companies
• Furniture leasing partners (for optional services)
• Insurance providers
• Utility service providers
• Other complementary service providers

3.5 Legal and Regulatory Authorities

• Government agencies and regulators
• Law enforcement authorities
• Tax authorities
• Courts and tribunals
• Other third parties where required by law

3.6 Business Transfers

• In connection with any merger, sale of company assets, financing, or acquisition where user information is transferred as a business asset

We ensure that any third parties with whom we share your information respect its confidentiality and process it in accordance with applicable data protection laws.

4. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies to enhance your experience on our platform. These technologies help us understand how you interact with our services, remember your preferences, and improve your browsing experience.

Our Cookie Policy, which forms part of this Privacy Policy, provides detailed information about the types of cookies we use, how you can control them, and how you can manage your preferences.

5. YOUR CHOICES AND RIGHTS

Under data protection laws, you have various rights concerning your personal information:

5.1 Access and Information

You have the right to request access to the personal information we hold about you and receive information about how we process it.

5.2 Correction and Update

You can request correction of inaccurate personal information and complete any incomplete personal information we hold.

5.3 Erasure

You can request deletion of your personal information in certain circumstances, such as when the information is no longer necessary for the purpose it was collected.

5.4 Restriction of Processing

You can request that we restrict the processing of your personal information in certain circumstances.

5.5 Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another controller.

5.6 Objection

You can object to our processing of your personal information based on our legitimate interests, including for marketing purposes.

5.7 Withdrawal of Consent

Where we process your personal information based on your consent, you have the right to withdraw that consent at any time.

5.8 Automated Decision-making

You have the right not to be subject to a decision based solely on automated processing that produces legal effects or similarly significantly affects you.

To exercise any of these rights, please contact us using the details provided at the end of this Privacy Policy. We may need to verify your identity before processing your request.

6. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period, we consider:

• The amount, nature, and sensitivity of the personal information
• The potential risk of harm from unauthorized use or disclosure
• The purposes for which we process the information and whether we can achieve those purposes through other means
• Applicable legal requirements

6.1 Account Information

We retain your account information for as long as your account is active. After account closure, we retain information as needed to comply with legal obligations, resolve disputes, enforce agreements, and for legitimate business purposes.

6.2 Transaction Information

We retain information related to transactions (such as rental agreements and payments) for the duration of the agreement plus a period afterward as required by tax, accounting, and legal regulations.

6.3 Marketing Information

We retain marketing preferences until you opt out or request deletion. After you opt out, we maintain a record of your preference to ensure we respect your request.

7. DATA SECURITY

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of sensitive personal information
• Regular security assessments and testing
• Access controls and authentication procedures
• Staff training on data protection
• Incident response procedures

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

8. INTERNATIONAL DATA TRANSFERS

Prebook Homes is based in the United Kingdom, and your information may be stored and processed in the UK and other countries where we or our service providers operate.

If we transfer your personal information outside the UK or European Economic Area (EEA), we ensure that appropriate safeguards are in place to provide adequate protection for your information, such as:

• Standard contractual clauses approved by the European Commission or UK authorities
• Binding corporate rules for transfers within a corporate group
• Compliance with approved codes of conduct or certification mechanisms

9. CHILDREN’S PRIVACY

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete the information.

10. LINKS TO OTHER WEBSITES

Our platform may contain links to third-party websites or services that are not owned or controlled by Prebook Homes. This Privacy Policy applies only to our platform. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated Privacy Policy on our platform and updating the “Last Updated” date at the top.

We encourage you to review this Privacy Policy periodically. Your continued use of our platform after any changes indicates your acceptance of the updated Privacy Policy.

12. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Data Protection Officer
Prebook Homes
Email: privacy@prebookhomes.com
Address: 3rd Floor, 86-90 Paul Street, London, England, EC2A 4NE

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues:

Information Commissioner’s Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113