We are committed to protecting your personal data and we look after your data whenever you provide it to us. Your personal data is collected and processed when you request information, contact us (or we contact you), when you make a reservation, use our website connect with us via social media, or phone us, or any other engagement we have with you.
Who We Are & Contact Details
For any data protection and privacy concerns you can contact:
Legal entity: Portfolio Serviced Accommodation
Address: Portfolio Serviced Accommodation, 5a Swallow Court, Swallowfields, Welwyn Garden City, Hertfordshire, AL7 1SB
Data privacy manager: Carly Fitzpatrick
Know what information is collected, how it is used and why.
What information do we collect?
To confirm your Identity we can collect name, surname, username, title, date of birth and gender. We reserve the right to request identification such as passport or diving licience for some bookings. You will be advised of this prior to your arrival.
To contact you we can collect address, email address and telephone numbers.
Special Requirements Data can be collected in case of disability or specific booking requirements.
Financial Data can be collected in form of credit or debit card details.
Transaction Data can be collected with details about your payments, your bookings, your stays, and car details for parking.
Technical Data can be collected when you interact with our website, and includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data can be collected such as your feedback, reviews or surveys you may complete after using our services. This may include information about you joining any promotional or loyalty scheme we might put in place.
Marketing and Communications Data can be collected regarding your preferences to receiving or not receiving further marketing offers from us.
We also collect aggregated and non-personally identifiable data such as statistics on website and other system usage. This includes entry/exit pages on our website, what marketing campaigns traffic comes from, peak usage times etc. This non-personally identifiable information helps us improve our business and to prevent malicious attacks to our website(s) by enabling us to block or defer access to our website(s) based on this information, e.g. IP address.
Further to the above we might monitor telephone calls, activities at various points of contact, web, social media and app traffic and activities for training, improvement of our services, and security.
To also prevent and detect crime we may use CCTV in and around our premises. Contact us to obtain information about our use of CCTV.
What do we use your information for?
Any of the information we collect from you may be used in the following ways:
- To perform the contract you are entering with us for the provision of our services
- To comply with relevant laws and regulations
- For our legitimate interests, when these do not conflicts with your legitimate interests and rights
- For medical emergencies, accidents or other situations that warrant protection of your vital interests and it’s not possible to gather consent.
Our legitimate interest is to run, and manage our business providing the best service, including:
- Record-keeping and analysis of customer behaviour, which products are more successful and more relevant for our audience
- Provision of IT services, infrastructure, monitoring for security and fraud prevention
- Provide our customers with relevant offers, website content and promotions in line with their interests or purchases and analyse effectiveness of marketing campaigns
- Develop new products and related services with a view of growing our business
- Request explicit feedback about our services in the forms of surveys or reviews
- Customer profiling to assist with future business developments and improve our customer experience across all our products.
If at any time you would like to unsubscribe from receiving future emails, you can email email@example.com call 0800 024 8914
Lawful basis for processing your data
We will only use your personal data when the law allows us to.
You have the right to withdraw your consent at any time by contacting us at info@portfolio-group however not all processing is strictly related to consent as we may also process your data to fulfil our contract, for our legitimate interests and for medical (or other) emergencies.
If you fail to provide personal data when requested, we might not be able to provide you with our services, for example we might need to contact you to confirm your booking.
You can contact us at info@portfolio-group to enquire about specific details on the lawful basis we rely on to process your data in a given circumstance.
How do we protect your information?
We implement a variety of security measures to maintain the safety of your personal information when you access our site. Your privacy and the security of your information is of vital importance to us. You are welcome to discuss with us any element of our site or our privacy statement should you wish to.
Security measures to protect your data may include SSL protected URLs, encryption and secure data centres.
Do we disclose any information to outside parties?
We do not sell, trade or otherwise transfer your personally identifiable information to outside parties. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential and secure, in alignment with the GDPR regulations.
We may also release your information when it is required to comply with relevant legal requirements, enforce our site policies, or protect ours or other rights, property or safety.
However, non-personally identifiable visitor information may be provided to and gathered by other relevant parties for marketing, advertising or other uses if it conforms with our own strict requirements of privacy. We have also conducted vendor and third-party risk assessments to make sure that those entities also comply with the newly enforced GDPR regulations within the EU.
Portfolio continually strive to ensure that the information we hold provides the most benefit to you, our guests. If you wish to avail of the enhanced rights of a data subject within the EU (restriction of processing, objection to processing, review of automated decisions, opting out, complaints, right to be erased, right to request or update information or right to portability), you may do so at any time by contacting us.
Third party links
Occasionally, at our discretion, we may include or offer third party products or services on our website. These third-party sites have separate and independent privacy policies. We, therefore, have no direct responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites. Furthermore, in many cases, we have assessed their compliancy with the new GDPR regulations.
Cookies and other technologies
The portfolio-apartments.co.uk, portfolio-apartments.com & portfolio-group.co.uk domains uses “cookies” and may from time to time use other technologies such as pixel tags to monitor visitor information. These technologies help us better understand our visitors, typical user behaviour, tell us which parts of our website people have visited, and facilitate and measure the effectiveness of our website. We continually update our site based on this information to ensure we provide the best possible experience for our users.
We use this information to understand and analyse trends, to administer the site, to learn about user behaviour on the site, and to gather demographic information about our user base. We may use this information in our marketing and advertising services to improve our services for those using our site. Users are free to reject cookies from our site using our cookies preferences application. Depending on your preferences there might be the loss of some functionality on our websites, but it is an option open to all users.