Privacy & Data Use
SecureStay is a compliance ledger, not a marketing platform. We collect the minimum data required by law and delete it when the legal hold expires.
Last updated: May 2026
UK law requires hotels to record every guest aged 16 and over. The Immigration (Hotel Records) Order 1972 mandates that properties capture full name, nationality, and passport or identity document details for all guests who are not British or Irish nationals.
SecureStay processes this data on two lawful bases under UK GDPR:
We collect only what the law and the accommodation contract require. Nothing more.
We do not collect email addresses, phone numbers, home addresses, or payment details. ID document numbers are encrypted at field level (AES-256-GCM) before storage.
Guest registration records are retained for 13 months from check-in by default. The Immigration (Hotel Records) Order 1972 requires a minimum of 12 months; the additional month covers post-stay queries such as insurance or billing disputes.
Property administrators may extend retention up to 24 months where an insurer or legal proceeding requires it. They cannot reduce retention below the 12-month legal floor.
When the retention period expires, records are automatically flagged for deletion. Erasure is irreversible.
Full details are in our retention policy.
Your hotel is the data controller. SecureStay acts as the data processor under a Data Processing Agreement.
We use the following sub-processors, all operating within the UK or EU:
We do not sell, rent, or share guest data with third parties for marketing or advertising. A template DPA is available in our documentation.
All guest data is stored in the United Kingdom (London region). Database infrastructure runs on AWS eu-west-2 via Neon. Document storage uses Cloudflare R2 with server-side encryption.
No guest data leaves the UK. Transactional emails (password resets, staff invitations) are processed via Resend within the EU; these emails do not contain guest registration data.
You may request a copy of the personal data held about you by submitting a Subject Access Request (SAR) to the hotel where you stayed or directly to us.
If any of your recorded details are inaccurate, you may request correction. The hotel or SecureStay will update the record and log the change in the audit trail.
You may request deletion of your data. However, we are legally required to retain guest records for a minimum of 12 months under the Immigration (Hotel Records) Order 1972. Erasure requests received during the legal hold period will be processed once the hold expires.
If you believe your data rights have not been respected, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
For privacy-related enquiries, subject access requests, or data protection concerns:
For general enquiries about SecureStay:
Data processor: SecureStay.