Owner Privacy Policy (owners.redkitehosts.com)

Effective date

29/10/2025

1. Who we are

owners.redkitehosts.com (the “Owner Platform”) is provided by Red Kite Travel Ltd, trading as Red Kite Hosts (“we”, “our”, or “us”).
We are the controller of personal data collected through the Owner Platform, meaning we decide how and why your personal data is used.

Our registered office is:
Star Lodge, Montpellier Drive, St Albans, England, AL3 4PQ.
If you have any questions about this policy or your personal data, you can contact us at:
owners@redkitehosts.com | 01608 310 076

2. What this policy covers

This Privacy Policy explains how we collect, use, store and share personal data relating to:
- Property owners and their representatives who use the Owner Platform; and
- Individuals connected to business entities (e.g. company directors or partners) who provide personal data through the Platform or as part of a management contract.

It applies to your use of owners.redkitehosts.com and to our handling of owner information in connection with our property management and reporting obligations.
It does not cover the guest-facing website (www.redkitehosts.com) or its users, which are governed by our separate Website Privacy Policy.

3. The personal data we collect about you

We may collect and process:
- Your name, contact information and address;
- Business or trading name (if applicable);
- Date of birth;
- Identification documents (passport, driving licence, or national ID card);
- Bank account details and payment information for rental income and related transactions;
- Tax identification number (TIN), VAT number or other tax references;
- Property ownership and income details;
- Information about communications with us, including emails and messages; and
- Records of your activities and updates on the Owner Platform.

4. DAC7 and tax reporting compliance

Under the EU Council Directive (EU) 2021/514 (DAC7) and equivalent UK legislation, digital platform operators are required to collect and, where relevant, report certain information about property owners to HM Revenue & Customs (HMRC) or other tax authorities.

We process your data for these purposes to comply with our legal obligations (Article 6(1)(c) UK GDPR).
This may include sharing:
- your name and/or business name;
- address and date of birth;
- tax identification or VAT number;
- property identifiers and total income; and
- linked bank account details.

This information is used solely for statutory reporting and compliance.
We apply strict security measures to ensure that any data shared for DAC7 purposes is transmitted and stored safely and retained only as long as required by law.

5. How we collect your personal data

We collect personal data directly from you when you:
- create or update your owner profile;
- provide documents or forms for compliance checks;
- communicate with us by email or phone; or
- sign a management agreement.

We may also receive data indirectly from:
- property management software (e.g. Hostaway);
- internal business systems (e.g. Retool); or
- publicly available sources (e.g. Companies House).

6. How and why we use your personal data

Purpose	Processing operation	Lawful basis (UK GDPR)
Managing our relationship with you	Creating and maintaining your Owner Platform account, responding to queries, and administering your property management agreement.	Contract – Article 6(1)(b)
Identity verification	Collecting and verifying identification documents and ownership details to meet our legal and regulatory obligations, including DAC7 reporting and tax compliance requirements.	Legal obligation – Article 6(1)(c)
DAC7 and tax reporting	Collecting, verifying, and reporting owner and income information to HMRC or other tax authorities.	Legal obligation – Article 6(1)(c)
Accounting and payment administration	Processing payments, producing statements, and sharing information with our accountants.	Legal obligation & legitimate interest – Articles 6(1)(c), 6(1)(f)
Business and operational management	Using data within our systems (e.g. Hostaway, Breezeway, Retool) to coordinate services, maintenance and performance tracking.	Legitimate interest – Article 6(1)(f)
Communications	Sending service-related updates, legal notices, or required policy information (no marketing).	Legal obligation – Article 6(1)(c)
Legal rights and compliance	Responding to lawful requests or defending legal claims.	Legal obligation – Article 6(1)(c)

7. Who we share your personal data with

We may share your personal data with:
- HM Revenue & Customs and other tax authorities;
- Accountants and professional advisors;
- Payment processors and banks;
- Software partners such as Hostaway and Retool;
- Regulatory bodies and law enforcement, where disclosure is required by law; and
- IT and cloud service providers.

All third parties are required to handle your data securely and may only process it on our instructions.

8. How long we keep your data

We keep personal data only for as long as necessary to fulfil the purposes described above or to satisfy legal and accounting requirements.
Where information forms part of our DAC7 reporting records, it will be retained for up to 10 years after the end of the relevant reporting period.
After that period, data will be securely deleted or anonymised.

9. Your rights

You have the following rights under the UK GDPR:
- Access – to request a copy of your personal data;
- Rectification – to correct inaccurate or incomplete information;
- Erasure – to request deletion of your data in certain circumstances;
- Restriction – to ask us to limit how we use your data;
- Data portability – to receive your data in a usable format; and
- Objection – to object to processing based on legitimate interests.

To exercise any of these rights, please contact owners@redkitehosts.com.
If you are not satisfied with our response, you may lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or by phone 0303 123 1113.

10. Keeping your data secure

We use appropriate technical and organisational measures to protect your personal data from loss, misuse,, alteration or disclosure.

11. Updates to this policy

We may update this Owner Privacy Policy periodically to reflect changes in legislation, our business practices, or the Owner Platform.
Significant updates will be notified to you via email or through the platform.

12. Contact us

If you have any questions about this policy, or about how we handle your personal data, please contact:
hello@redkitehosts.com
Red Kite Travel Ltd, Star Lodge, Montpellier Drive, Cheltenham, Gloucestershire, England, GL50 1TY, AL3 4PQ
01608 310 076