Introduction
Welcome to RelocateHub, a professional accommodation solution for contractors, teams, and professionals relocating across the UK.
This Privacy Policy outlines how we collect, use, and protect your personal information when you visit our website (relocatehub.co.uk) or use our accommodation services. We respect your privacy and are committed to complying with all relevant data protection laws.
Who We Are
AGA Estate Properties Ltd (Company No. 16751772) is the data controller responsible for your personal information.
Registered Office: 26 Chorley New Road, Bolton, England, BL1 4AP, United Kingdom.
ICO Registration Reference: ZC062276
We are committed to protecting your personal data in accordance with:
- The Data Protection Act 2018
- The UK General Data Protection Regulation (UK GDPR)
Information We Collect
When You Visit Our Website:
- Contact Details: Name, email, phone number, company
- Accommodation Requirements: Team size, preferred dates, location preferences
- Technical Info: IP address, browser type, cookies
- Communications: Emails, phone calls, messages
When You Use Our Accommodation Services:
- Business Info: Company name, registration number
- Contact Details: Name, position, work email, phone number
- Team Data: Number of team members, duration of stay, project scope
- Location Needs: Preferred areas, proximity to work
- Special Requirements: Parking, workspace, accessibility
When You Create an Account:
- Login Details: Email address and password — your password is stored only in encrypted (hashed) form, so no one at RelocateHub can see it
- Profile: Name, phone number, company, and an optional profile photo or company logo
- Billing Details (clients): Billing address, billing email, company registration and VAT numbers
- Security Info: Sign-in times, failed sign-in attempts and IP addresses, and the browsers and devices your account is signed in on (shown to you under "Where you're signed in", and used to email you when your account is used on a new device) — used to protect your account
When You Work With Us as an Accommodation Partner:
- Business Info: Company name, registration number, contact details
- Property Information: Addresses, descriptions, photographs, availability and rates
- Compliance Documents: Safety certificates and insurance documents you provide
- Payment Details: Bank account details, so we can pay you for confirmed bookings
How We Use Your Information
To Deliver Our Services:
- Source and recommend suitable accommodation
- Coordinate with property partners
- Manage bookings and client communication
- Process payments securely
- Pay accommodation partners for confirmed bookings
- Keep your account secure and prevent unauthorised access
For Business Efficiency:
- Improve our website and services
- Analyse service usage and demand trends
- Prevent fraud and ensure security
For Marketing Purposes (With Consent):
- Share relevant offers and service updates
- Send relocation recommendations tailored to your needs
Lawful Basis for Processing
We process personal data based on:
- Contract: To provide the services you request
- Legitimate Interest: To run and improve our business
- Consent: When you opt into marketing or data use
- Legal Obligation: To comply with applicable laws
Your Rights
You have the right to:
- Access your personal data
- Correct any inaccurate or incomplete information
- Request deletion of your data (in certain cases)
- Restrict processing of your data
- Request data portability
- Object to how we use your data, including for marketing
- Withdraw your consent at any time, where we rely on consent (for example, to marketing)
To exercise your rights, please contact us at: [email protected]
Sharing Your Information
We may share your personal data with trusted third parties, including:
- Accommodation providers and property managers
- Payment processors and booking systems
- Maintenance contractors (if necessary)
- Legal or regulatory authorities (when required)
- Clients, where needed for a booking — for example, an accommodation partner’s compliance documents for booking approval (see our Accommodation Partner Terms)
All partners are required to treat your information securely and comply with data protection laws.
Accommodation partners’ bank details are used only to make payments to them. They are never shared with clients or guests.
Data Security
We implement strong security measures, including:
- Secure servers and encrypted systems
- Limited access to authorised personnel only
- Ongoing staff training in data protection
- Passwords stored only as secure, one-way hashes
- Limits on repeated failed sign-in attempts
- Optional two-step sign-in (a code from an app on your phone), required for our own administrators
- New passwords are checked against lists of passwords exposed in known data breaches, using the Have I Been Pwned service in a way that never sends your password: only the first five characters of a one-way hash of it leave our server
Data Retention
We retain personal information only for as long as necessary for the purposes for which it was collected and to meet applicable legal, accounting, contractual and regulatory requirements.
- Booking, payment and transaction records: retained for as long as required for legal, tax, accounting and contractual purposes.
- Enquiry and customer communication records: retained only for as long as reasonably necessary for the purposes for which they were collected.
- Marketing preferences and opt-out records: retained as necessary to manage and respect your communication preferences.
- Account information: kept while your account is open. When it is closed, we delete or anonymise it, except for records we must keep for the reasons above.
When personal information is no longer required, we will securely delete or anonymise it.
Cookie Policy
What Are Cookies?
Cookies are small text files stored on your device to improve your experience and help us understand site usage.
Types of Cookies We Use:
- Essential Cookies: Ensure site functionality — for example, keeping you signed in to your account, recognising a device you've signed in on before (for sign-in security) and keeping forms secure
- Preference Cookies: Remember your settings, such as light or dark mode
We do not currently use analytics or marketing cookies. If we introduce them in the future, we will update this notice and ask for your consent before setting them.
Managing Cookies
You can control cookies through your browser settings. Disabling certain cookies may affect how some parts of our website function — for example, you may not be able to sign in.
International Transfers
If we transfer personal information to an organisation outside the UK, we take appropriate steps to protect that information in accordance with UK data protection law, including using appropriate safeguards where required. These may include:
- Approved data protection safeguards
- Secure platforms and contractual clauses
Children’s Privacy
Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal data from children.
Changes to This Privacy Policy
We may update this policy from time to time. Please refer to the “Effective Date” at the top of this page for the latest version.
Contact Us
If you have any questions about this policy or our data practices, contact us:
Your Right to Complain
If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
www.ico.org.uk