Last updated: 29th September 2026 at 19:52
1. Who we are
This website, spencerandjackson.com, is operated by Spencer and Jackson Property Group (“we”, “us”, “our”), a short-let property management company based in Bedford, England. We are the data controller for the personal information described in this policy.
Contact us about privacy matters at: enquiries@spencerandjackson.com
Phone: 0203 947 9747
Company Number: 14783354
ICO Number: ZB539047
2. Information we collect
Information you give us directly
When you contact us through our Contact Us or Partner With Us forms, we collect your name, email address, phone number (Contact Us form only), and any details you include in your message, for example, about a property you’d like us to manage.
Booking and guest information
When you book one of our properties, you’re directed to our booking platform at spencerandjackson.bookeddirectly.host, or you may book via Airbnb or Booking.com. Those platforms collect and process your booking and payment details directly, please refer to their own privacy policies for how they handle your data. We receive the booking information needed to prepare for your stay (such as your name, contact details, and stay dates).
Guest verification and security deposits
Before your stay, we use Safeguest (safeguest.ai), a third-party guest verification and security deposit provider. Through Safeguest’s secure link, you will be asked to provide your contact details, a photo identity document and a selfie for biometric identity verification, to agree to our house rules and rental agreement, and to either pay a refundable Damage Deposit or a non-refundable No Deposit Fee. These payments are taken and handled directly by Safeguest. Safeguest uses this information to verify your identity, manage security deposits and handle any damage claims. For details of how Safeguest handles your personal data, including how long it keeps identity documents, please see the Safeguest Privacy Notice.
Cookies and technical information
Our website uses cookies, and you’ll see a cookie consent banner when you first visit that lets you choose which categories to accept. These may include strictly necessary cookies (needed for the site to function) and, where you consent, functional or performance cookies. You can change your preferences at any time via the cookie banner.
3. How we use your information
We use the information we collect to:
- Respond to your enquiries and requests for property management or booking information
- Assess and manage potential landlord partnerships
- Prepare for and manage confirmed guest stays
- Verify guest identity and manage security deposits before and after a stay
- Meet our legal and contractual obligations
- Improve our website and services
Our legal bases for this processing are: performance of a contract (e.g. managing a booking or partnership), your consent (e.g. optional cookies), and our legitimate business interests (e.g. responding to enquiries, improving our services), balanced against your rights.
4. Who we share your information with
We may share your information with:
- Our booking platform provider (bookeddirectly.host / Uplisting) and listing platforms (Airbnb, Booking.com), to manage bookings
- Safeguest, our guest verification and security deposit provider, to verify your identity, manage your Damage Deposit or No Deposit Option, and handle any damage claims
- Payment processors used by those platforms to handle payment securely
- Contractors who support our operations, such as cleaning and maintenance providers, where necessary to prepare or maintain a property for your stay
- Professional advisers (e.g. accountants, solicitors) where necessary
- Regulators or authorities, where required by law
We do not sell your personal information to third parties.
5. International transfers
Some of the third parties above may store or process data outside the UK or European Economic Area. Where this happens, we expect appropriate safeguards to be in place (such as standard contractual clauses).
6. How long we keep your information
We keep personal information only for as long as necessary for the purposes it was collected, for example, to respond to your enquiry, deliver a booking, or meet legal and accounting obligations.
7. Your rights
Under UK GDPR, you have the right to:
- Access the personal information we hold about you
- Ask us to correct inaccurate information
- Ask us to delete your information, in certain circumstances
- Object to or restrict how we use your information
- Request that your information be moved to another provider (data portability)
- Withdraw consent at any time, where we rely on consent
To exercise any of these rights, contact us at enquiries@spencerandjackson.com.
8. Keeping your information secure
We take the security of your personal information seriously. We use appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, alteration, misuse or disclosure. These include:
- Secure website and hosting: Our website is hosted with a reputable UK/EU hosting provider and uses SSL/TLS encryption (shown by the padlock in your browser). This means information you send through our forms is encrypted in transit.
- Trusted service providers: We store and process personal information using established, security-focused business systems, such as our property management system, our customer relationship management (CRM) and email marketing platforms, and our business email provider. We only use providers that give appropriate data protection guarantees, and we have agreements in place requiring them to keep your information secure and to use it only on our instructions.
- Restricted access: Access to personal information is limited to our directors and to authorised people who need it to carry out their role. Everyone with access is required to keep it confidential.
- Account and device security: Our business systems are protected by strong, unique passwords and, where available, two-factor authentication. The devices we use to access personal information are password-protected and kept up to date with security updates.
- Payments: We do not store full payment card details. Payments are handled by secure third-party payment processors that meet recognised industry security standards (PCI DSS).
- Property access details: Door codes, key safe codes and similar access information are shared only with confirmed guests and authorised partners, close to the time they are needed, and are changed regularly.
- Keeping only what we need: We only collect the information we need, and we keep it only for as long as set out in our retention section. After that, it is securely deleted or anonymised.
9. Children’s privacy
Our website and services are not directed at children, and we do not knowingly collect personal information from children.
10. Changes to this policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated “last updated” date.
