Privacy Policy

• This Privacy Policy encompasses the usage of the Rezpage Property Management (“RPM”) system Website(s) “Websites” and Staypage Residential App(s) (“App”).
• Rezpage Limited is a UK-based Company located at Salford Innovation Forum, 51 Frederick Rd, Salford M6 6FP, UK. We are committed to protecting and respecting your privacy. This Privacy Policy (together with our standard Terms of Use) set out how we will process any personal data we collect.
• In addition to reading this Privacy Policy, we urge you to read the privacy policies of the Clients who are using our Websites / App as part of their enterprise software technology.
• By visiting our Rezpage.com corporate website or any client booking website using or powered by RPM, collectively referred to (“Websites”) or when using any Staypage Residential App (“App”), you are accepting and consenting to the practices described in this Privacy Policy.
• We may change our Privacy policy from time to time. If or when changes are made we’ll include them here, so be sure to check back occasionally.
• We urge you to please read the below Privacy Policy carefully.

Our Legal Bases For Processing Personal Data

• Performance of a contract:
  We need to process your personal data to fulfil our contract with you from the instructions you supplied to us when you made your purchase or enquiry, for example when you apply for a residential tenancy on one of our Websites or when you use our App to request a service.
• Consent:
  With your consent we would process your personal data in accordance with the operational and marketing instructions received from you at the time you signed up to this service. You may withdraw consent at any time.
• Legal Obligation:
  We may need to process your data to comply with UK law, data protection supervisory authorities & other similar regulatory bodies requests.
• Legitimate interests:
  Our use of your information is in our legitimate interest as a commercial organization, for example to operate and improve our services and keep people informed about our products and services (including for profiling and targeted advertising) - in these cases we will look after your information at all times in a way that is proportionate and respects your privacy rights and you have a right to object to processing.

What Information do we collect about you?

• As a Website / App user or as a customer of ours, we collect various types of information about you, including:
  General information, including customer's company name and address and your contact information for billing and contracting purposes. Information and correspondence our customers and users submit to us in connection with our Services or other requests related to our Service. Information we receive from our business partners in connection with our customers and users of our Services. We will only use your personal information to administer your account and to provide the products and services you have requested from us. When our Clients using RPM and Staypage they (Clients) collect specific information described below whenever you are using our Website / App as a customer of our Clients.
• As an attendee at a show or event:
  We may collect personal information such as your business card, name, address, company name, phone number and email address when you register for or attend a sponsored event or other events at which Rezpage Limited any affiliate of the Xn Global Systems group, participates.
• From our business partners:
  We generally collect personal information directly from you, but in some cases we may collect your information from other sources. For example, if you had given consent for your details to be passed onto an approved reseller/partner.

When we collect information via our Websites / App about You?

• You may have given us information via our Website / App e.g. through “contact us or other website form” or when applying for a Residential tenancy (“User”) or using a App service (“User”). This may include data inputs your name, company name, your job title, your email address, handle name, social media profile details, your payslip information, past residential tenancies, reference information, employment information, family information, contact number/s and information about the services or products, or information you are looking for.
  
  We only collect personal data about you which is relevant to the service(s) you request from us this does not include any special types of information. Website(s) / App usage information is collected using cookies and User behavior through Google Analytics. Google Analytics/Cookies please refer to our cookies & analytics information at the end of this policy.

Why we need your personal data?

• We or our Clients using our Website(s) / App(s) need to know your personal data to provide you with services in line with your overall service request(s). These include the collection of relevant information related to your residential tenancy applications, residency operations and residential services delivered by the Websites / App. We will not collect any personal data from you we do not need in order to provide and oversee this service to you.

How Will We Use The Information About You?

• All the personal data we collect from UK & EU companies is processed by our staff in the UK & the EU and for the purposes of hosting and maintenance this information is located on servers in the UK & the EU. However, we may share your information with relevant authorities, for fraud preventions, as requested and required by legal bodies.

How Will We Use The Information About You?

• We have a Data Protection regime in place to oversee the effective and secure processing of your personal data. We use physical, electronic, and administrative safeguards that are designed to protect your Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction. We implement the technical and organizational measures that are commercially reasonable in relation to the respective purpose of data protection, to protect the information provided by you. Such data is stored in a secure operating environment that is not accessible to the public. In addition, each of our employees is instructed on data protection and obliged to enter into a confidentiality agreement.

When do we link your data to other third party websites and to service providers?

• Links to third party websites from our Website / App are provided solely for your convenience and for service delivery. If you use these links, you leave our Website / App.
• We have not reviewed all these third-party websites and we do not control and are not responsible for these websites or their content or availability.
• We therefore do not endorse or make any representations about them, or any material found there, or any results that may be obtained from using them.
• If you decide to access any of the third-party websites linked to this Website, you do so entirely at your own risk.
• Please note that these websites may have their own privacy policies. We don’t accept any responsibility or liability for these policies.
• Please check these policies before you submit any personal data to these websites.
• Please also make certain you check the Privacy Policies of our Clients using the Website(s) / App.

We process your personal data as follows:

• To provide you the services you requested.
• To advise you of any changes or problems with your purchase.
• To provide ongoing support for products and services.
• To provide general and critical information about products and services.
• To fulfil our contractual obligations.
• To improve customer service.
• To advise you if you have won any competition or prize giveaway.
• To administer user accounts.
• To detect fraud or loss.
• For risk assessment & security purposes, including the authentication of users.
• To analyse customer interaction.
• To improve our Website(s) / App.
• To review our Website(s) / App performance.

How long do we keep your information?

• We will store data about potential clients (information gathered from the website and in networking event situations) for 3 years or until the data subject exercises their right to be forgotten. This period will be extended if you are actively engaging with us, with our Clients and/or we believe you may potentially become a client in the near future.
  
  We will retain your Personal Information for as long as your account is active and up to 6 years beyond this; as needed to provide you products or services; as needed for the purposes outlined in this Policy or at the time of collection; as necessary to comply with our legal obligations (e.g., to honour opt-outs), resolve disputes, and enforce our agreements; or to the extent permitted by law.
  
  After you have given us your consent to contact you for marketing purposes any of your personal data we use for that purpose will be kept with us for a maximum of 36 months or earlier if you notify us that you no longer wish to receive this type of information.
  
  We maintain a data retention policy which we apply to the records we hold. All personal data will be securely destroyed in a manner designed to ensure that it cannot be reconstructed or read once it is no longer required.

What we would also like to do with your Personal Data?

• With your consent, we collect information if you register with us for our newsletter via our corporate website at www.rezpage.com, voluntarily complete customer surveys, provide feedback and participate in competitions. Upon you providing your consent, from time to time we would email you about other products and services we feel may be of interest to you. You have a right at any time to stop us from contacting you for marketing purposes. You can sign up to receive our newsletter on the news page of our website, which can be found here. If you have previously opted in to receive information you can unsubscribe or update your preferences using the links at the bottom of a newsletter or marketing email sent to you by us.

What are your rights with regard to the Personal Information we hold about you?

• We want to make sure that the personal information that we hold about you is accurate and up to date. If at any point you believe the information we process on you is incorrect you have the right to request to see this information and have it corrected by contacting us at dpo@rezpage.com and by contacting the Data Protection Officer of the Client using our Website(s) / App.
  
  You have the right to restrict us from processing your data, including by means of any automated processing, you have the right to object to us processing your data and the right to request a copy of all the information that we hold about you from our Data Protection Officer at dpo@rezpage.com.
• If you no longer want us to hold your data you have the right to be forgotten, we would delete your data in accordance with such an instruction unless legally we were required to retain it. dpo@rezpage.com
• If you make a request, we will ask you to confirm your identity if we need to, and to provide information that helps us to understand your request better. If we do not meet your request, we will explain why. Request info here via dpo@rezpage.com
• If you need any further information you can email us or write to us at the addresses given below.
• You have the right to request a copy of the information that we hold about you. If you would like a copy of all the personal information we hold about you, please email dpo@rezpage.com or write to us at the following address: Data Protection Officer, Rezpage Limited at Salford Innovation Forum 51 Frederick Rd, Salford M6 6FP, UK
• If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter. Our Data Protection Officer can be contacted by email at dpo@rezpage.com
• If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
• For more information on the EU General Data Protection Regulation GDPR you can visit the Information Commissioner’s website https://ico.org.uk/
• For more information on the EU General Data Protection Regulation GDPR you can visit the Information Commissioner’s website https://ico.org.uk/

SPECIFIC TYPES OF DATA THAT WE COLLECT AND PROCESS

User Information collected from our Websites / App:

• You give us your personal information by filling in forms on our Websites / App, for example when you complete a residential tenancy application, when corresponding with our Clients by e-mail, or by sms, chat engine, social media message, phone or otherwise. This information includes the personal data you provide us when you engage in our corporate website forms, when you register to use our Websites / App, update your account details, access or use the Websites / App for services, make an enquiry or report a problem, for example a Maintenance request.

Digital information we or our Clients collect about you:

• Each time you visit our Websites / App we automatically collect the following information: technical information, including but not limited to the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and RPM platform; information about your visit, including the full Uniform Resource Locators (URL) clickstream to, from and through our Websites / App (including date and time); properties you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

Information we may receive from other sources:

• We cooperate with third parties (including integration partners, business partners, service partners, sub-contractors which link Websites / App to specialised components providing services including but not limited to postcode and address lookup, credit reference agency background checks, payment gateways, parcel-lockers, door/access & related digital keys, communications providers, parcel delivery service providers, analytics providers, residential service providers, search information providers, credit reference agencies) and we may receive information about you from them.

HOW WE USE YOUR INFORMATION

We use your personal data in the following ways:

Information you give us:

• to administer our Websites / App and for internal operations, including but not limited to troubleshooting, data analysis, testing, research, statistical and survey purposes;
• to improve our Websites / App to ensure that content is presented in the most effective manner for you and for your computer;
• To provide you, or permit selected third parties to provide you, with information about upcoming events, promotions, products and services we believe may interest you. For example we may use your browsing and purchase history to inform you of current sales at on-site retailers who provide goods you have previously purchased.
• To notify you about changes to our service.
• To ensure that content from our Websites / App is presented in the most effective manner for you and for your computer.
• If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box(es) on the registration form on which we collect your data.

Information we collect about you:

We use this data:

• to administer our Websites / App and for internal operations, including but not limited to troubleshooting, data analysis, testing, research, statistical and survey purposes;
• to improve our Websites / App to ensure that content is presented in the most effective manner for you and for your computer;
• to allow you to participate in interactive features of our service, when you choose to do so;
• as part of our efforts to keep our Websites / App safe and secure;
• to make suggestions and recommendations to you and other users of our Websites / App about goods or services that may interest you or them.

Information we receive from other sources:

• We may combine this information with information you give to us and/or that we collect about you. The enables us for example to confirm the accuracy of the data you give to us. We may use this information and the combined information for the purposes set out above

HOW WE DISCLOSE YOUR INFORMATION

• We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries (as defined in section 1159 of the UK Companies Act 2006).
  
  We may also share your information with selected third parties including:
• Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you. For example, we may share your name and address with service partners and maintenance companies when they need to rectify items in your room/apartment or when they install new infrastructures or equipment in your property.
• On-premise providers of goods and services, for the purpose of permitting them to provide you with information about upcoming events, promotions, products and services we feel may interest you. For example, retailers with on-site locations may be given anonymous information about local residents’ purchase histories in order to provide the most advantageous offers and promotions at the most effective time. Please note that this usage of your personal information by third parties will not take place without us further notifying you by email.
• We may disclose your personal information to third parties:
• If any of the assets of Rezpage Limited or its affiliates are acquired by a third party, personal data held by it about its customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Use and other agreements; or to protect the rights, property, or safety of Rezpage Limited, our customers or others.

SECURE STORAGE OF YOUR PERSONAL DATA

• The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us and use secure remote access when outside the EEA.
• By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.
• All information you provide to us is stored on our secure servers. You are responsible for keeping your password and username confidential. We ask you not to share your password with anyone.
• Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Websites / App ; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access or loss of your data

OPTING OUT

• When registering with the Websites / App you have the right to not select communications, services and options.
• You have the right to ask us not to process your personal data for marketing purposes. We will inform you and seek your permission before collecting your data if we intend to use your data for marketing purposes or if we intend to disclose your information to any third party for marketing purposes.
• You can exercise your right to prevent such processing by checking certain boxes on the forms we use when we collect your data.
• Our Websites / App contain links to and from the websites/apps of partner networks and service affiliates (“Partner Services”). This is done to facilitate integration between our Websites / App to Partner Services.
• If you follow any link to any of these websites/apps, please note that these websites/apps have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites/apps.

HOW ARE COOKIES USED?

• Your Internet browser has the in-built facility for storing small files – ‘Cookies’ – that hold information which allows a website to recognize you as a user. Our website takes advantage of this facility to enhance your experience. We use a number of these cookies for analytical purposes, and these are described in detail below. By using the Xn protel website you consent to the use of cookies for these purposes
• We use a combination of both session and persistent cookies. Session cookies keep track of your current visit and how you navigate the site, persistent cookies enable our website to recognize you as a repeat visitor when you return. The session cookies will be deleted from your computer when you close your browser. Persistent cookies will be removed on a pre-determined expiry date, or when deleted by you.
• Most web browsers allow user privacy settings to block either all cookies, or third-party cookies. Blocking cookies will, however, have a negative impact upon the usability of many websites, including this one.
• Please visit www.aboutcookies.org for comprehensive information on how to change your cookie settings in a wide variety of browsers
• Rezpage.com and its sales and marketing automation software allows us to build marketing webpages where visitors can learn more about Rezpage and Staypage, download content, and provide their contact information and other demographic information. This information, which is stored and managed on our service providers' servers, is then used so that the visitors can be contacted about their interest in the company's goods or services and interact with the company. Privacy policy: http://legal.rezpage.com/privacy-policy.
• Email Marketing Post-Click Tracking Cookies:
  These cookies are used to report on the pages of www.rezpage.com that have been viewed by visitors to the site who have followed links from our email marketing campaigns. This analysis helps us to understand additional content that is viewed by the contacts in our database and therefore allows us to improve and tailor future campaigns to those contact’s specific areas of interest.
• Our tracking code sets the following cookies when someone visits your site. These cookies fall into two general categories:
• Functional cookies: these cookies do not require consent.
• Consent banner cookies: there are cookies included in the consent banner under GDPR.
• Specific cookie names and descriptions are listed below:
• Functional cookies
• xn_opt_out This cookie is used by the opt-in privacy policy to remember not to ask the user to accept cookies.
• xn_opt_out This cookie is used by the opt-in privacy policy to remember not to ask the user to accept cookies.
• xn_testcookie This cookie is used to test whether the visitor has support for cookies enabled. (Expires: Session cookie).
• xn_ab_test This cookie is used to consistently serve visitors the same version of an A/B test page that they’ve seen before. (Expires: Session cookie) xn_lang_switcher_choice This cookie is used to consistently redirect visitors to the language version of a page in the language they’ve selected on this top-level private domain in the past (if such a language version exists). _key When visiting a password-protected page, this cookie is set so future visits to the page from the same browser do not require login. The cookie name is unique for each password-protected page.
• xn_messages_is_open (TTL 30 minutes) This cookie is used on the visitor UI side so rezpage can determine/save whether the chat widget is open for future visits. It resets after 30 minutes to re-close the widget after 30 minutes of inactivity hs-messages-hide-welcome-message (TTL 1 day)
• Consent banner cookies
• xn__hstc The main cookie for tracking visitors. It contains the domain, utk (see below), initial timestamp (first visit), last timestamp (last visit), current timestamp (this visit), and session number (increments for each subsequent session). (Expires: 2 years)
• rezpage_utk This cookie is used to keep track of a visitor's identity. This cookie is passed to rezpage on form submission and used when de-duplicating contacts. (Expires: 10 years)
• xn_hssc This cookie keeps track of sessions. This is used to determine if we should increment the session number and timestamps in the __hstc cookie. It contains the domain, viewCount (increments each pageView in a session), and session start timestamp. (Expires: 30 min)
• xn__hssrc Whenever rezpage changes the session cookie, this cookie is also set. We set it to 1 and use it to determine if the user has restarted their browser. If this cookie does not exist when we manage cookies, we assume it is a new session. (Expires: None. Session cookie)

Google Analytics Cookies

• Google Analytics is a website monitoring tool that allows users to see volumes of website visitors, their source, and to analyze how the content of their website is viewed and navigated. This in turn allows optimization of the content and pages on www.xnprotel.com and the marketing programs that drive traffic to the website. Google Analytics does not store any personal information about website visitors but does use persistent cookies to identify repeat visitors.
• You may universally opt-out of all Google Analytics tracking used by all websites by visiting the following url – https://tools.google.com/dlpage/gaoptout

YOUR RIGHT TO ACCESS YOUR PERSONAL DATA

• Regulatory Acts gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. There will be a £10 charge to access your personal data. This can be done by contacting us using the contact details provided.

CHANGES TO THIS POLICY

• This Privacy Policy was last updated on 18th July 2024.
• Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.