Privacy Policy

1. Who we are

Graphite Host is a trading name of Graphite Property Services Ltd, a company registered in England and Wales and operating in Cardiff, Newport, Swansea, Barry and Penarth. In this policy, "we", "us" and "our" refer to Graphite Property Services Ltd. We are the data controller responsible for your personal information.

2. Information we collect

We collect personal information that you provide to us directly, including when you:

• Submit an enquiry, request a consultation or contact us through our website, WhatsApp or email.
• Request a revenue estimate or onboarding for your property.
• Engage us to manage your short-term rental.
• Subscribe to updates or correspond with us.

The information we typically collect includes:

• Contact details such as your name, email address, phone number and postal address.
• Property details including address, type, photographs and listing information.
• Communications you send us and our records of any conversations.
• Technical information such as IP address, browser type and pages visited (collected automatically through cookies and similar technologies).

3. How we use your information

We use your personal information to:

• Respond to your enquiries and provide the services you request.
• Manage your property listings and bookings across third-party platforms.
• Communicate with you about your account, bookings or our services.
• Improve our website and services.
• Comply with our legal and regulatory obligations.

4. Lawful basis for processing

We rely on the following lawful bases under the UK GDPR: performance of a contract (where we are providing services to you), legitimate interests (such as responding to enquiries and improving our services), consent (for certain marketing communications and non-essential cookies) and legal obligation (where we are required to keep records).

5. Sharing your information

We do not sell your personal information. We share information only where necessary to deliver our services, including with:

• Booking platforms and distribution channels such as Airbnb, Booking.com, Vrbo, Expedia, Hotels.com, Agoda and Google Hotel listings, and our own direct-booking website, where your property is listed.
• Trusted service providers such as cleaning teams, maintenance contractors, photo-editing and other media providers, and payment processors.
• Hosting, analytics and communication providers that support our website and operations.
• Regulatory authorities or law enforcement where we are legally required to do so.

6. Cookies

Our website uses cookies and similar technologies to make the site work, remember your preferences and help us understand how visitors use the site. You can control cookies through your browser settings. Disabling cookies may affect parts of the website's functionality.

7. Data retention

We keep your personal information only for as long as necessary for the purposes set out in this policy, to comply with our legal and accounting obligations, and to resolve any disputes. When information is no longer needed, we securely delete or anonymise it.

8. Your rights

Under UK data protection law, you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your information in certain circumstances.
• Object to or restrict our processing of your information.
• Request a copy of your information in a portable format.
• Withdraw consent at any time where we are relying on consent.

To exercise any of these rights, please contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Security

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss or misuse. While no online service can be guaranteed completely secure, we work to maintain a high standard of protection.

10. Changes to this policy

We may update this privacy policy from time to time. The latest version will always be available on this page, with the "Last updated" date shown above.

11. Contact us

If you have any questions about this policy or how we handle your personal information, please get in touch via our contact page.