Privacy Policy
How Maine Property Solutions Ltd, trading as Trade Nest Stays, handles personal data.
1. Who we are
Trade Nest Stays is a trading name of Maine Property Solutions Ltd, a company registered in England and Wales under company number 16187542, with its registered office at Office 1, Izabella House, 24-26 Regent Place, Birmingham B1 3NJ ("we", "us", "our").
Maine Property Solutions Ltd is the data controller for the personal data described in this notice. Trade Nest Stays is a trading style and not a separate legal person, so any request, objection or complaint is made to Maine Property Solutions Ltd.
We are responsible for this data under the UK GDPR and the Data Protection Act 2018. Our use of cookies and electronic marketing is also governed by the Privacy and Electronic Communications Regulations.
- Email: info@tradeneststays.com
- Telephone: 024 7745 0677
- Post: Data Protection, Maine Property Solutions Ltd, Office 1, Izabella House, 24-26 Regent Place, Birmingham B1 3NJ
ICO registration: [FIELD — owner owes registration number]
2. What this notice covers
This notice covers everyone whose personal data we handle through this website and our accommodation business, including:
- people who enquire with us or ask for a quote;
- staff at client companies who book accommodation with us;
- the people who actually stay in the accommodation ("occupiers"), whose details usually reach us from their employer rather than from them;
- property owners and operators who apply to supply accommodation to us ("partners"); and
- business contacts we approach about supplying accommodation, whose details we take from public registers.
3. What we collect and where it comes from
| Who | What we hold | Where it comes from |
|---|---|---|
| Enquirers | Name, email address, telephone number if you give one, the town or site you need, dates, number of people, room pattern and any notes you write. | Directly from you, through a form on this site, by email, telephone or WhatsApp. |
| Client contacts | Name, job role, business email, business telephone, employer, purchase-order references and booking correspondence. | Directly from you, or from your employer. |
| Occupiers | Name, the dates and address of the stay, an emergency contact and any access or safety information needed to run the stay. | Usually from the client company that books the stay, not from you. Your employer is required to tell you it has done this. |
| Partners and operators | Name, company, email, telephone, how many properties you run, the towns or postcodes, property type, bedrooms, the platforms you list on, your typical rate and your minimum stay. | Directly from you, through the application form on our Become a Host page. |
| Business prospects | Name, role, company name, company number and the registered or correspondence address published against it. | Public registers — principally the Companies House register — and business listings you have published yourself. Not from you. See section 6. |
| Website visitors | Pages viewed, approximate location, device and browser type, referring site and an analytics identifier. | Automatically, through analytics cookies — only where you have consented. See our Cookies Policy. |
Please do not send us health information, or any other sensitive detail, in a free-text notes box unless it is genuinely necessary for the stay. We do not ask for special-category data and we do not need it to quote. If you do tell us something of that kind because it affects the accommodation you need, we use it only to arrange a suitable property.
We do not knowingly collect data about children through this site.
4. Why we use it and our lawful basis
We must have a lawful basis for everything we do with your personal data. Ours are set out below, purpose by purpose.
| What we do | Lawful basis |
|---|---|
| Answer your enquiry and prepare a quote. | Steps taken at your request before entering a contract. Where the enquiry comes from a company rather than from you personally, our basis is legitimate interests — responding to an approach made to us. |
| Arrange, run and administer a booking, including invoicing and payment. | Performance of our contract with you or your employer. Where you are the occupier and the contract is with your employer, our basis is legitimate interests — we cannot house you without your name and a way to reach you. |
| Pass the details needed to host a stay to the property operator. | Legitimate interests — supplying the accommodation that was booked. We pass the minimum needed and no more. |
| Meet safety obligations at the property and deal with emergencies. | Legal obligation and legitimate interests in the safety of people in accommodation we have arranged. |
| Assess and onboard a property partner. | Steps taken at your request before entering a contract, then performance of that contract. |
| Approach a business about supplying accommodation to us, using details from a public register. | Legitimate interests — building a supply base. See section 6, which explains the balancing we have carried out and how to stop it. |
| Send marketing emails or make marketing calls. | Consent, or legitimate interests where the law allows us to market to a corporate contact. |
| Measure how the website is used. | Consent, given through our cookie banner. No analytics runs until you choose to allow it. |
| Keep business, accounting and tax records and handle complaints, insurance or legal claims. | Legal obligation for statutory records and legitimate interests in defending our position. |
5. Where we rely on legitimate interests
Where we rely on legitimate interests, we have weighed what we gain against the effect on you. In short: we use business contact details for a business purpose, we keep what we hold to the minimum, we do not build profiles of you, we do not sell or share your data for anyone else's marketing and you can object at any time and we will stop.
You can ask us for the balancing assessment behind any of these purposes and we will send it to you. Email info@tradeneststays.com.
6. Data we take from public registers
We approach accommodation operators about supplying property to us. To do that we use information published on public registers — principally the Companies House register — and business listings that companies have published themselves.
Being published on a public register does not make that information ours to use freely. It is still personal data, so this section tells you what we do with it.
- What we take: your name, your role, the company name and number and the registered or correspondence address published against it.
- Where from: the Companies House register and business listings you have published.
- What we do with it: make a single, identified business approach about supplying accommodation.
- Our lawful basis: legitimate interests — finding accommodation partners. We have weighed this against your interests and the outcome rests on the approach being to you in your business capacity, about your business, at an address you have published for correspondence, with no profiling and a one-line route to stop it.
- How long we keep it: see section 9.
- We do not enrich these records from data brokers, buy contact lists, or sell, rent or share them.
To stop it: reply "no thanks" to any approach, or email info@tradeneststays.com. We will record your objection against your name and your company so that we do not contact you again — please give us both, because those are the details our suppression records match on. A suppression record exists purely to make sure we leave you alone, so we keep that minimal record even after deleting everything else.
If you tell us by telephone, please give us your name and your company as well as saying stop, so that we can match and suppress the right record.
7. Who we share it with
We do not sell your personal data. We share it only as set out here.
| Who | Why | Role |
|---|---|---|
| FormSubmit | Delivers the enquiry forms on this site to our inbox. | Processor |
| Google Analytics measures site use, but only after you consent. Our enquiry inbox is hosted on Google Mail. Google Fonts serves the typefaces on this site, which means Google receives your IP address when a page loads. | Processor for analytics and mail; independent controller for its own purposes | |
| Property partners and operators | The details needed to host a confirmed stay. They may use them only for that stay and must not market to you. | Independent controller |
| Our booking system | Enquiries are recorded so that suitable properties can be matched to them. | Our own system |
| WhatsApp (Meta) | Only if you choose to contact us using the WhatsApp link. Your message and number are then handled under Meta's own terms. | Independent controller |
| Hosting, IT and email providers | Running the website and our systems. | Processor |
| Accountants, insurers and professional advisers | Statutory records, claims and advice. | Independent controller |
| Law enforcement, regulators or a court | Where we are legally required to disclose. | Independent controller |
Where a supplier acts as our processor, they act only on our instructions.
8. Where your data is held
We are based in the United Kingdom and hold data here wherever we can. Some of the suppliers listed above are based outside the UK, or store data outside it, which means your personal data may be transferred abroad.
Where that happens, we rely on the safeguards the law provides for international transfers — either a finding by the UK Government that the destination country offers adequate protection, or the approved standard contractual terms together with the UK addendum. You can ask us which safeguard applies to a particular supplier and we will tell you.
9. How long we keep it
| What | How long | From when |
|---|---|---|
| Enquiries that do not become a booking | 12 months | Our last contact with you |
| Booking and occupier records | 6 years | The end of the booking |
| Accounting and tax records | 6 years | The end of the financial year they relate to |
| Partner applications that do not proceed | 12 months | The date you applied |
| Partner agreements | 6 years | The end of the agreement |
| Prospect data from public registers | Deleted within 30 days if we do not approach you and within 12 months of our last contact if we do | The date we took the record |
| Suppression records | Kept indefinitely | Held only so that we do not contact you again |
| Website analytics | [FIELD — confirm GA retention setting] | Your visit |
We may keep something longer where a complaint, claim or investigation is live and only until it is resolved. When a period ends we delete the data or anonymise it so that it can no longer identify you.
10. Your rights
You have the right to:
- Be told how we use your personal data — that is what this notice is for.
- Get a copy of the personal data we hold about you.
- Have it corrected if it is wrong or incomplete.
- Have it erased, where we have no continuing reason to hold it.
- Restrict what we do with it while a question about it is being resolved.
- Object to our using it where we rely on legitimate interests. Where you object to direct marketing we must stop, with no balancing and no questions asked.
- Receive it in a portable form, where we hold it on the basis of your consent or a contract and process it by automated means.
- Withdraw consent at any time, where consent is our basis. Withdrawing it does not undo what we did lawfully beforehand.
We do not make decisions about you by automated means alone.
These rights are free to use. We answer within one month of receiving your request. If the request is complex we may extend that and we will tell you if we do. We may need to check who you are before we release anything and we will ask for the least we can to be sure.
11. How to object, or exercise any right
Email info@tradeneststays.com, telephone 024 7745 0677, or write to Data Protection, Maine Property Solutions Ltd, Office 1, Izabella House, 24-26 Regent Place, Birmingham B1 3NJ.
You do not need to use any particular form of words. "Stop contacting me" is enough — please just include your name and, if you are a business contact, your company, so that we can find and suppress the right record.
To stop marketing emails you can also use the unsubscribe link in any message. To change your cookie choice, see our Cookies Policy.
12. Cookies and analytics
We use a small number of cookies and similar technologies. Nothing that is not strictly necessary is set until you consent and you can change or withdraw that choice at any time. Our Cookies Policy lists every cookie we set, what it does and how long it lasts.
13. Keeping it secure
We limit access to personal data to the people who need it to do their job and we use access-controlled systems. No system is perfectly secure, but if a breach happens that is likely to put you at risk we will tell you and we will report it to the Information Commissioner's Office where the law requires it.
14. Complaints
If you are unhappy with how we have handled your personal data, please tell us first so that we can put it right. You also have the right to complain to the UK regulator:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF · 0303 123 1113 · ico.org.uk
Complaining to us first does not affect your right to go to the ICO.
15. Changes to this notice
If we change how we use personal data we will update this page and change the date below. Where a change materially affects you we will tell you directly.
Last updated: 26 August 2026.