Privacy

Who we are

The Collicott Collection Ltd is the controller of personal information collected through this website. We’re registered with the Information Commissioner’s Office, registration number ZC118248. Contact us at hello@thecollicottcollection.com.

What we collect and why

When you email us or use our enquiry form: your name, email address, phone number if you give it, your town or postcode, and what you tell us about your home, so we can reply and, if you go ahead, provide our services. Our lawful basis is taking steps at your request before a contract.
When you complete our owner application: the details you give about you and your home, so we can assess it and prepare a proposal. Same lawful basis.
Owners: contact details, property details, and the documents needed for compliance and insurance, to perform our agreement with you and meet our legal obligations.
Guests at homes we manage: the owner of the home you’re staying in is the controller of your booking information, and we handle it on their behalf as their managing agent. It comes to us from the booking platform you booked through (such as Airbnb, Booking.com or Vrbo), or from you if you book directly. We use it to manage your stay: the lawful basis is performing your booking contract, and the owner’s legitimate interest in looking after their home and its guests. We share it only with the owner and with people who need it to look after your stay, such as cleaners.

This website

This site uses no advertising or tracking cookies. We use cookieless analytics that count visits without identifying you.

Our forms are protected from spam by Cloudflare Turnstile, which checks that a person, not a bot, is sending the form. It uses no cookies; Cloudflare processes technical data such as your IP address for this check. Form answers are stored securely with our website host, Cloudflare, in the EU or UK where possible. We email ourselves a short alert when a form arrives, without your personal details.

Owner and partner portal

If you’re an owner or partner with a portal login, we hold your name and email address, your documents and invoices, the messages you send us, and a record of documents you sign (your typed name, the time, your IP address, browser and a fingerprint of the document). For an agreement signed in the portal, we also record when you opened it, and a public timestamp authority (Sectigo, or FreeTSA as a backup) seals the time it was completed: it receives only the document’s fingerprint, never your name or details. The signed copy and its certificate are emailed to you. We also keep a short security log of logins. Your password is never stored: we keep only a salted, one-way scrambled version (a hash) that can’t be turned back into the password. When you choose a password, we check it hasn’t appeared in known data breaches using the Have I Been Pwned service: only the first five characters of a one-way fingerprint of it leave our system, never the password itself. If you create an account after applying, your application becomes the first document in it. We use these to perform our agreement with you and to meet our legal obligations. For owners, the portal shows booking figures for your home as totals only: no guest names or contact details. The portal uses one strictly necessary cookie to keep you logged in, and no tracking.

We never sell personal information. We share it only where needed, with:

the owner of a home, for its guests and bookings;
people who look after the homes, such as cleaners and maintenance contractors;
service providers who run our systems for us: website and database hosting, email, booking-management and accounting software, and, if you turn them on, phone notifications (delivered through Apple’s or Google’s notification services);
professional advisers, such as accountants and insurers;
authorities, such as HMRC, where the law requires it.

International transfers

Some of these providers are based outside the UK (for example in the European Union or the United States), or may access information from there. Where personal information leaves the UK, it’s protected by the safeguards UK law requires: either the country is covered by UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework), or the provider has signed the Information Commissioner’s approved International Data Transfer Agreement or Addendum.

How long we keep it

Enquiries and owner applications that don’t go ahead: deleted automatically after 12 months. If you created an account after applying but don’t go on to sign with us, that account and its documents are deleted 12 months after you created it.
Owner and partner records, including portal documents, messages and signature records: kept for the length of our agreement and 6 years after it ends (for accounting, tax and claims), then deleted automatically.
Guest records for homes we manage: as long as we need them for the service, and for accounting, tax and claims, usually 6 years.
Portal login codes and sessions: deleted as soon as they expire. Security logs: 24 months.

Your rights

You can ask to see, correct or delete your information, or object to how we use it, by emailing us. If you’re unhappy with our answer, you can complain to the Information Commissioner’s Office (ico.org.uk).