Privacy Policy

Who we are

PURPLE PENGUIN-UK LTD is responsible for the personal information you share with us on our websites and when you book or stay with us.

Company: PURPLE PENGUIN-UK LTD, registered in England and Wales, company number 15399453

Registered office: 3 Ring Hay Road, Bradford, BD4 0TZ, UK

Trading names: Purple Penguin, Purple Penguin Suites

Websites covered: purplepenguin.uk, purplepenguinsuites.co.uk and our booking site booking.purplepenguinsuites.co.uk

Privacy contact: info@purplepenguin.uk

We are the “controller” of your personal information under UK data protection law (the UK GDPR and the Data Protection Act 2018).

What information we collect

We collect only the information we need to answer enquiries, manage bookings and run our websites.

Contact and enquiry forms, email or phone: name, email, phone, company name, number of guests and apartments, dates and your message.

Direct bookings: lead guest name, email, phone and any address you enter, number of guests, stay dates, special requests and payment status. Card details are handled by our payment provider; we do not store full card numbers.

Bookings through platforms (for example Airbnb or Booking.com): the details the platform passes to us to manage your stay.

Company bookings: the booker’s business contact details and the names of the guests they book for.

Identity checks: the lead guest’s photo ID or identity details, which we ask for before arrival, directly or through an identity verification provider acting for us.

During your stay: messages with us, arrival and departure details, and any issues or requests.

Newsletter: name, email address, and whether you open or click our emails.

Website visits: device and browser type, pages visited and approximate location, through cookies (see Cookies below).

How we use your information

We use your information to reply to you, provide your stay and run our business. We never sell it.

To reply to enquiries and prepare quotes: based on our legitimate interests in answering people who contact us, or on steps you ask us to take before a booking.

To take and manage bookings, payments and your stay: necessary to perform our contract with you.

To send booking confirmations, check-in instructions and service messages: necessary to perform our contract with you.

To check the identity of the lead guest before arrival: based on our legitimate interests in keeping our apartments, guests and neighbours safe and preventing fraud.

To keep accounting and tax records: required by law.

To keep our apartments, guests and neighbours safe, prevent fraud and handle disputes: based on our legitimate interests.

To improve our websites and services: based on our legitimate interests, or your consent where cookies require it.

To send marketing emails: only with your consent.

Where we rely on legitimate interests, we have weighed them against your rights. You can object at any time (see Your rights).

Email marketing

We send marketing emails only if you sign up and agree to receive them.

We use Sender to send our newsletter. Sender receives your name, email address and how you interact with our emails, and acts only on our instructions.

Every email has an unsubscribe link. You can also email us to stop at any time, and we will not send you marketing again.

Our websites use cookies, small files stored on your device. Only essential cookies run unless you allow others.

Essential cookies make the websites, forms and booking engine work. Our websites run on Wix and our booking site on Hostaway, and both set their own essential cookies. These do not need your consent.

Analytics cookies show us how visitors use the sites, so we can improve them. We set these only if you allow them.

Advertising or tracking cookies, if we use them, are set only if you allow them.

You can accept, reject or change your choices in the cookie banner at any time. You can also block or delete cookies in your browser settings.

Who we share it with

We share your information only with the providers and partners who help us run the business, and never sell it.

Wix hosts our websites and stores messages sent through our forms.

Hostaway is our booking engine and channel manager, and stores booking and guest details.

Our payment provider processes card payments for direct bookings.

Sender sends our marketing emails, to subscribers only.

Booking platforms (for example Airbnb or Booking.com) receive your details only if you booked through them; they have their own privacy policies.

Cleaning and maintenance partners receive only what they need to prepare the apartment, such as arrival and departure dates.

Accountants, insurers and legal advisers help us run the business and meet our legal duties.

Police, HMRC or local authorities receive information only when the law requires it.

Our service providers act on our instructions under written agreements and must keep your information secure.

International transfers

Some of our providers store data outside the UK, including our website and booking providers.

When your information leaves the UK, we rely on UK adequacy regulations or approved safeguards. These include the UK International Data Transfer Agreement and the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details.

How long we keep it

We keep information only as long as we need it, then delete it securely.

Enquiries that do not lead to a booking: 12 months from our last contact.

Identity checks: deleted within 30 days after check-out, unless we need them for a damage claim or dispute.

Messages and records about a stay: 2 years after check-out, in case of questions or disputes.

Booking, payment and accounting records: 6 years after the end of the financial year they relate to.

Newsletter subscription: until you unsubscribe; we then keep only your email on a do-not-contact list.

Your rights and complaints

You can ask us at any time to see, correct or delete your information. Email info@purplepenguin.uk and we will reply within one month.

You have the right to:

get a copy of the information we hold about you

have inaccurate information corrected

have your information deleted, unless we must keep it (for example accounting records)

restrict how we use it while a concern is checked

object to our use of it, including to marketing at any time

receive information you gave us in a format you can reuse

withdraw consent you gave us, without affecting what happened before

We may need to confirm your identity before acting on a request.

Complaints. If you are unhappy with how we handle your information, please tell us first at info@purplepenguin.uk. We will acknowledge your complaint within 30 days and tell you the outcome.

You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Security, children and changes

Security. We limit access to your information to people who need it, and we use providers with appropriate security measures.

Children. Our websites are not aimed at children, and we do not knowingly collect information from them. If a booking includes children, we hold only what we need for the stay.

Changes. We may update this policy from time to time. The latest version is always on this page.

Last updated: 4 October 2026