1. Who We Are
Chancery Quarters is operated by HCL Estates Limited, a company registered in England and Wales. In this policy, “we”, “us” and “our” refer to HCL Estates Limited.
HCL Estates Limited is the data controller responsible for your personal data. If you have any questions about this policy or how we handle your data, please contact us at:
Email: reservations@chanceryquarters.co.uk
2. What Data We Collect
We may collect and process the following personal data:
- Name, email address, phone number and postal address
- Passport or government-issued ID (required for long-stay guests)
- Payment details (processed securely via our payment provider; we do not store card numbers)
- Booking history and correspondence
- Special requests, preferences and service feedback
- Technical data including IP address, browser type and device information when you use our website
3. How We Use Your Data
We use your personal data for the following purposes:
- To process and manage your booking and reservation
- To deliver the services you have requested, including housekeeping, concierge and transfers
- To process payments and prevent fraud
- To communicate with you before, during and after your stay
- To comply with legal and regulatory obligations
- To improve our services and website
- To send you marketing communications where you have given consent or we have a legitimate interest in doing so
4. Legal Basis for Processing
We process your personal data on the following legal grounds under UK GDPR:
- Contract: processing is necessary to fulfil your booking and provide our services
- Legal obligation: where we are required by law to retain or share your data
- Legitimate interests: to improve our services and prevent fraud, where these interests are not overridden by your rights
- Consent: for marketing communications where you have opted in
5. Sharing Your Data
We do not sell your personal data. We may share it with:
- Payment processors and banking partners to handle transactions securely
- Third-party service providers who assist with airport transfers, cleaning or maintenance, bound by confidentiality obligations
- Government authorities or law enforcement where required by law
- Our professional advisors, including lawyers and accountants, where necessary
6. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes set out in this policy, including to satisfy legal, accounting or reporting requirements. Booking records are typically retained for six years in line with UK tax and contract law. You may request deletion of your data at any time, subject to any legal retention obligations.
7. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete data
- Request erasure of your data in certain circumstances
- Object to or restrict processing of your data
- Request portability of your data
- Withdraw consent at any time, where processing is based on consent
To exercise any of these rights, please contact us at reservations@chanceryquarters.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
8. Cookies
Our website uses cookies to improve your browsing experience, analyse site traffic and support our marketing. You will be asked to consent to non-essential cookies when you visit our site. You can manage or withdraw your consent at any time via your browser settings or our cookie preference centre.
9. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or disclosure. Where we use third-party providers, we ensure they meet equivalent security standards.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website with a revised “Last updated” date. We encourage you to review this policy periodically.