Last updated: 12 October 2026
Who we are
Trade Stays is a brand of CDP Property Solutions Ltd ("we", "us", "our"), registered in England and Wales under company number 10018704, at The Retreat, 406 Roding Lane South, Woodford Green, IG8 8EY. VAT number GB311632838.
We are the data controller for the personal information described in this policy.
We are registered with the Information Commissioner's Office under registration number ZB021514.
Contact us about anything in it at enquiries@tradestays.co.uk or on 020 3743 8989.
Who this policy is for
It covers four groups of people:
- Clients and bookers, the companies and individuals who book accommodation with us
- Occupiers, the people who actually stay in the accommodation, who are usually employees or subcontractors of the company that booked
- Hosts, the property owners and operators who supply accommodation to us
- Website visitors
If you are staying somewhere your employer booked, the section headed "If someone else booked your accommodation" is the one written for you.
What we collect
If you book with us: your name, email address, phone number, company name and registered number, the details of your enquiry and booking including location, dates and number of people, your marketing preferences, and your correspondence with us. If you are booking as an individual on your own behalf we may also ask for a copy of your passport or driving licence. We do not hold card details; card payments are handled by our payment provider.
If you stay in one of our properties: your name, the dates of your stay, the property address, and in some cases your vehicle registration. In a small number of cases a property owner asks to see identification on arrival.
If you list a property with us: your name and business details, company registration number, VAT number where you have one, your listing information, bank details so we can pay you, and the verification and compliance documents you upload, which can include identity documents, gas safety certificates and EICR certificates.
If you visit our website: usage and device information, your IP address, and information collected through cookies, including advertising click identifiers and campaign tags where you have consented. Where you consent to statistics cookies, this also includes a record of how you moved around a page, which helps us see where the site is confusing. Our Cookie Policy has the detail.
If you speak to us: we record and transcribe some meetings and calls. Where we do, we will tell you at the start.
How we collect it
Directly from you, when you make an enquiry, register an account, sign in by email link, upload a document or correspond with us.
Automatically, through cookies and analytics when you use our website, subject to your consent.
From other people. If your employer books accommodation for you, we receive your details from them rather than from you. We also use company verification and fraud prevention sources.
Why we use it, and our legal basis
| What we do | Why | Our legal basis |
|---|---|---|
| Handle enquiries, arrange bookings, take payment and pay hosts | To deliver the service you asked for | Performance of a contract, and steps taken at your request before one |
| Arrange a stay for someone whose employer booked it | So the stay can actually happen | Legitimate interests: we cannot deliver the accommodation without knowing who is staying |
| Verify identity, check companies and prevent fraud | To protect clients, hosts and ourselves | Legitimate interests, and legal obligation where it applies |
| Invoice, take payment and keep accounting records | To run the business and meet tax law | Performance of a contract, and legal obligation |
| Contact hosts about enquiries, bookings, payouts, compliance and listings | To operate your host account | Performance of a contract |
| Send marketing about our own services | To tell you about what we do | Consent, or legitimate interests for business contacts, and you can object at any time |
| Website analytics and advertising measurement | To understand how the site is used | Consent, through the cookie banner |
| Meet legal, tax and regulatory obligations | Because we have to | Legal obligation |
We do not make decisions about you by automated means alone, and we do not carry out profiling that produces legal or similarly significant effects.
Who we share it with
We share personal information only where we need to. We do not sell it, and we do not share it with anyone else so that they can market to you.
Accommodation providers (hosts)
When a booking is confirmed we pass the host what they need to deliver the stay: the names of the people staying, the dates, the number of people and, where parking is involved, vehicle registrations. A host is an independent business and becomes responsible for that information once they hold it. Hosts are not permitted to contact you directly or to use your details for their own marketing, and we do not give them your payment details.
Clients, if you are a host
We tell a client what they need in order to book: the property, its details and its location. We do not pass your bank details or your verification documents to clients.
Service providers acting on our instructions
These act only on our instructions and may use the information solely to provide their service to us.
| Provider | What they do |
|---|---|
| Stripe | Card payments and refunds |
| Xero | Invoicing and accounting |
| Resend | Transactional and marketing email |
| Zoho CRM | Customer records (being retired) |
| Make | Routing enquiries between our systems |
| Slack | Internal messaging about enquiries |
| Cookiebot | Cookie consent |
| Website statistics, advertising, maps, and our email and document systems | |
| Microsoft | Advertising, and website behaviour analytics through Microsoft Clarity |
| Advertising | |
| X, formerly Twitter | Advertising |
| Hotjar | Website behaviour analytics |
| ClickCease | Protecting our advertising spend from click fraud |
| Sentry | Error monitoring on the platform |
| Adobe Sign | Host agreement signatures |
| Fly.io and Tigris | Hosting and image storage |
| D2C Software Ltd | Our development partner, who builds and operates the platform |
| Fireflies | Meeting recording and transcription |
The advertising and statistics providers in that list receive information about your visit only where you have accepted the relevant cookies. If you decline, they receive nothing.
Others
Professional advisers, such as our accountants and solicitors, where necessary. Regulators, law enforcement or others, where the law requires it.
If our business changes hands
If Trade Stays or CDP Property Solutions Ltd is sold, merged or reorganised, personal information held about you would transfer to the buyer as part of the business. The buyer would be bound by this policy, and if they intended to use your information differently we would tell you before that happened.
If someone else booked your accommodation
This section is for people staying in a property that an employer, agency or main contractor booked on their behalf.
Where we got your details. From the company that made the booking. You will usually not have dealt with us directly.
What we hold. Your name, the dates of your stay, the address of the property and, where parking is arranged, your vehicle registration. In a small number of cases a property owner asks to see identification when you arrive.
Why. So the accommodation can be arranged, access provided, and the stay run properly. Our basis is legitimate interests. We cannot put someone up in a property without knowing who is staying.
Who sees it. The property owner, so they can let you in and manage the property, and the company that booked for you.
Your rights are the same as everyone else's, and they are set out below. If you would rather we did not hold your details, speak to whoever booked for you first, because we may not be able to provide the accommodation without them. You can contact us directly at any time at enquiries@tradestays.co.uk.
If you list a property with us
We will contact you about enquiries, bookings, payouts, compliance documents, changes to our terms and your listings. That is us running your account, not marketing, and you cannot opt out of it while you hold an account with us.
Marketing about our own services is separate. Where you are an individual or a sole trader we will only send it where you have agreed. Every marketing message we send carries an unsubscribe link, whoever you are.
Information sent outside the UK
Some of our providers are based outside the United Kingdom, including in the United States and the European Union. Where information is transferred outside the UK we make sure appropriate safeguards are in place: either that the country has been formally recognised by the UK as providing adequate protection, or through approved contractual protections such as the UK International Data Transfer Agreement.
How long we keep it
| Information | How long |
|---|---|
| Enquiries that do not become bookings | For as long as there is a realistic prospect of doing business together. Reviewed at least once a year, and deleted where there is not |
| Booking and client records | Six years after the end of our relationship, to meet accounting, tax and legal obligations |
| Occupier names and stay details | As part of the booking record, for the same six years |
| Identity documents, booker side | Deleted 30 days after the booking is confirmed |
| Host identity documents | Deleted 30 days after verification is completed |
| Host compliance certificates, such as gas safety and EICR | Six years after the last booking at that property, so we can show the property met the required standards if a question arises later |
| Host bank details | For as long as we may still owe a payment, then six years as part of the accounting record |
| Marketing contact details | Until you ask us to stop. We then keep a minimal record of your request so we do not contact you again by mistake |
| Call and meeting recordings | Twelve months |
| Website analytics | As set out in our Cookie Policy |
Your rights
Under UK data protection law you have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct anything inaccurate or incomplete
- Ask us to delete your information, where there is no good reason for us to keep holding it
- Ask us to restrict how we use it while a concern is being resolved
- Object to our use of it where we rely on legitimate interests. Where you object to direct marketing we will always stop
- Ask us to transfer your information to you or to another provider in a machine-readable format
- Withdraw consent at any time where we rely on it, which does not affect anything done before you withdrew it
To exercise any of these, email enquiries@tradestays.co.uk. We will respond within one month.
If you are not happy
Please tell us first, so we have the chance to put it right.
You also have the right to complain to the Information Commissioner's Office, the UK regulator:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
ico.org.uk
Cookies
We use cookies and similar technologies as set out in our Cookie Policy, and we ask for your consent before setting anything that is not strictly necessary.
Keeping your information secure
We use appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access. Information is encrypted in transit, access is limited to people who need it for their job, and card payments are handled by our payment provider rather than stored by us.
Children
Our service is for businesses and adults. We do not knowingly collect information about children.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. Where a change is significant we will say so on our website.
Contact
enquiries@tradestays.co.uk
Trade Stays, The Retreat, 406 Roding Lane South, Woodford Green, IG8 8EY
020 3743 8989