Hame is a trading name of Rose-Brint Estates Limited, a company registered in Scotland with company number SC890130. In this notice, "Hame", "we", "us" and "our" mean Rose-Brint Estates Limited.

We manage short-term lets and related services for property owners in Edinburgh and across Scotland, working with local partners in some areas. For the personal information described in this notice, we are the controller. That means we decide why and how the information is used, and we are responsible for looking after it under the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations.

Booking platforms that list the homes we manage are separate controllers of the information they collect when you book through them. Their own privacy notices apply to that information.

We have not appointed a statutory data protection officer. One of our directors is responsible for data protection and for this notice. You can reach them through our contact page, or by writing to our registered office, which is shown on the public register at Companies House under company number SC890130.

This notice applies to personal information about:

• people who visit this website;
• people who make an enquiry or ask for a revenue estimate;
• property owners we work with, or who are considering working with us;
• guests who book or stay in a home we manage, including everyone named on a booking;
• neighbours, residents and building factors who contact us, or who pass the front door of a home where a video doorbell is fitted;
• partners, contractors and suppliers, such as housekeeping and trades businesses;
• people who apply to work with us.

If you give us information about someone else, such as other guests on a booking or a co-owner of a property, please make sure they know you are sharing it and point them to this notice.

The information we hold depends on how you deal with us.

Website visitors

Your IP address, device and browser type, the pages you visit and how you arrived. Analytics information is collected only if you accept analytics cookies.

Enquiries and estimates

Your name, email address, phone number, the address and details of the property, whether you are an owner, partner or guest, and anything you choose to tell us in your message.

Property owners

Identity and contact details, proof of ownership or of your right to let the property, property details, access arrangements, bank details for payouts, tax information where the law requires it, licence and planning documents, safety certificates, insurance details, statements and our correspondence with you.

Guests

Names and contact details, booking dates and the number of guests, arrival details, identity verification results and document images, review history shared by the booking platform, deposit and payment status, messages, your acceptance of the house rules and any record of an incident during your stay. We do not see or store full payment card numbers.

Inside a home

Readings from noise sensors, such as sound level, temperature, humidity and smoke alerts, and an anonymous count of nearby wireless devices used to spot a crowd. No device is identified and no audio is recorded.

At the front door

Video images of people arriving at or leaving the front door of a home where a video doorbell is fitted, with the date and time.

Neighbours and residents

Your name, contact details, address, the details of any concern you raise and any evidence you send us.

Partners and suppliers

Business contact details, qualifications, insurance, bank details, job records and our correspondence with you.

Job applicants

Your CV, application details, interview notes and the results of right to work checks.

We do not ask for special category information, such as health details. If a guest tells us about an accessibility need so that we can help with their stay, we use it only for that purpose and with their explicit consent. If an identity verification provider uses a selfie match, it processes that biometric information on our behalf, only with the guest's explicit consent and only to confirm that the guest matches their document.

We may only use personal information where the law gives us a lawful basis. The table below sets out each purpose and the basis we rely on.

Answering enquiries and preparing revenue estimates

Taking steps at your request before entering into a contract, or our legitimate interest in responding to people who contact us.

Managing homes for owners

Performing our contract with the owner.

Licensing, planning and safety compliance, and dealing with licensing authorities

Complying with legal obligations, and our legitimate interest, and the owner's, in a home being lawfully let.

Taking bookings, verifying guests and handling deposits

Performing the booking contract, and our legitimate interest in protecting homes, neighbours and other guests.

Noise monitoring and video doorbells

Our legitimate interest in preventing parties, antisocial behaviour and overcrowding, keeping people safe and meeting licence conditions. This is explained in full in section 06.

Handling concerns from neighbours and recording incidents

Our legitimate interest in being a good neighbour and resolving problems, and legal obligations where the police or a council ask for information.

Paying owners, keeping accounts and meeting tax rules

Performing our contract with the owner, and complying with legal obligations.

Sending updates to owners and partners

Our legitimate interest in keeping business contacts informed, or your consent where the law requires it. You can opt out at any time.

Website analytics and non-essential cookies

Your consent, which you can withdraw at any time through Cookie Settings at the foot of every page.

Preventing fraud, and making or defending legal claims

Our legitimate interest in protecting our business, the homes we manage and the people who stay in them.

Recruitment

Taking steps before entering into a contract with you, and complying with legal obligations such as right to work checks.

Where we rely on legitimate interests, we have balanced those interests against your rights and expectations. You can ask us for more detail about that balancing, and you have the right to object.

Owners must give us the information we need to manage their home and to meet licensing and tax rules. Guests must give the information needed to complete a booking and verification. Without it, we cannot provide the service or accept the booking.

Before a booking is confirmed, we check that the lead guest is who they say they are and look at their review history on the booking platform. Depending on the home, we may also take a security deposit or a damage hold, and ask every guest to agree to the house rules.

Identity checks may be carried out by a specialist verification provider acting on our behalf. The provider confirms whether the document is genuine and, where used, whether a selfie matches it.

Every decision to accept or decline a booking is made by a member of our team. We do not make decisions about you based solely on automated processing that have a legal or similarly significant effect. If a check raises a question, a person reviews it, and you can ask us to explain the decision and give us more information.

Some of the homes we manage have technology that helps us act before a neighbour has to. Each listing says which devices are fitted, so guests know before they book.

Noise sensors

• Measure sound levels in decibels. They never record or store audio, so conversations cannot be heard or played back.
• May count nearby wireless devices to spot a crowd. Only an anonymous total is kept. No device or person is identified.
• May also alert us to smoke, high temperature or humidity.
• Send alerts to our management system when the limit set for that home is passed, so we can contact the guest straight away.

Video doorbells

• Are fitted only where the building and the owner allow it.
• Cover the front door of the home only. No camera is ever placed inside a home.
• Have audio recording switched off.
• Are positioned to avoid neighbouring doors and windows as far as possible.
• Are used to check that arrivals match the booking and to identify visitors who should not be there.

Only a small number of authorised staff can view recordings, and only for the purposes above. We may share a recording with the police, the council or an insurer where there is a lawful reason, such as investigating damage or a crime. If you think you have been recorded, you can ask for a copy through our contact page.

We carry out a data protection impact assessment before fitting monitoring technology in a home, and review it when anything changes.

We share personal information only where we need to, and only as much as is needed. We may share it with:

• the owner of the home, who receives booking details needed to understand how their home is used, but not guests' identity documents;
• booking platforms, to manage reservations, messages and reviews;
• the software providers we use to run our business, including our property management system, identity verification, payment, deposit, messaging, noise monitoring and video doorbell providers;
• housekeeping, maintenance and trades partners, who receive only what they need to do the job, such as an arrival time or an access arrangement;
• local partners who look after homes on our behalf in their area;
• licensing authorities, councils, the police, HM Revenue and Customs and other public bodies, where the law requires it or where there is another lawful reason;
• insurers, solicitors, accountants and other professional advisers;
• a buyer or investor if our business, or part of it, is sold or restructured, under strict confidentiality.

Everyone who processes personal information on our behalf does so under a written contract that requires them to keep it secure and use it only on our instructions.

We never sell personal information and never share it with others for their own marketing.

Some of our service providers store or access information outside the UK. Where they do, we make sure the transfer is protected by UK adequacy regulations, or by the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, together with any extra safeguards needed. You can ask us for details of the safeguards that apply.

We keep personal information only for as long as we need it, then delete it or make it anonymous.

Enquiries that do not go further

Two years from our last contact.

Owner records and agreements

The length of the agreement, plus six years.

Guest booking records

Six years after the stay, to meet tax rules and deal with any claims.

Identity document images and selfie checks

Deleted within 30 days of checkout, unless needed for an incident, claim or legal requirement.

Noise sensor readings

Up to 12 months, then deleted or anonymised.

Video doorbell recordings

Overwritten automatically after 30 days, unless saved because of an incident.

Incident records and neighbour concerns

Six years from when the matter is closed.

Complaint records

Six years from when the complaint is closed.

Unsuccessful job applications

Six months after the decision.

Website analytics

Up to 14 months.

If information is needed for a dispute, an investigation or a legal claim, we keep it until that matter is fully resolved.

Under data protection law you have the right to:

• be told how your information is used, which is the purpose of this notice;
• ask for a copy of the information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to our use of your information where we rely on legitimate interests, and to object at any time to direct marketing;
• ask for information you gave us to be passed to you or another organisation in a common electronic format;
• withdraw your consent at any time, where we rely on consent;
• ask for a person to review any decision made about you by automated means.

Some rights apply only in certain circumstances. For example, we may need to keep booking records to meet tax rules even if you ask us to delete them. If we cannot do what you ask, we will explain why.

To use any of these rights, contact us through our contact page. We may need to confirm your identity first. We will respond within one month, and there is usually no charge. If your request is complex, we may extend this by up to two further months and will tell you why. If we need more information to find what you are asking for, we will ask you, and the time limit will pause until you reply.

This website uses a small number of cookies that are strictly necessary for it to work, such as remembering your cookie choices. These are always on.

We use analytics cookies, to understand how the site is used and improve it, only if you accept them. You can change your choice at any time through Cookie Settings at the foot of every page. Turning analytics cookies off does not affect how the site works.

We use appropriate technical and organisational measures to protect personal information. These include access controls and multi-factor authentication on our systems, encryption of information in transit, limiting access to people who need it, confidentiality commitments from our team and partners, and secure handling of keys and access arrangements for the homes we manage.

If a personal data breach happens, we will act quickly to contain it. Where the law requires, we will report it to the Information Commissioner's Office within 72 hours and tell anyone affected without undue delay if there is a high risk to them.

Our website and services are not aimed at children. The lead guest on every booking must be at least 18. Information about children is collected only as part of a booking made by a parent or guardian, such as the number of guests, and is used only to manage that stay.

If you are unhappy with how we have handled your personal information, please tell us first so that we can put it right. We will acknowledge your complaint within 30 days, and aim to do so much sooner, then investigate it and tell you the outcome without undue delay.

You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection, through its website.

We review this notice regularly and update it when the way we use personal information changes. The date at the top shows when it was last updated. If we make a significant change that affects you, we will tell you directly where we can.