Privacy and Cookie Policy

Amberwood Property Group Ltd

This policy has applied since 21 June 2026. Last updated: 26 October 2026.

About this policy

At Amberwood Property Group Ltd ("Amberwood", "we", "us", "our") we take your privacy seriously. This policy explains what personal data we collect, why we collect it, how we use it (including where we use AI tools to help us), who we share it with, how long we keep it and what your rights are.

It covers people who:

• stay in one of our homes, or ask about staying (guests);
• own or let a property and talk to us about our management service (property owners and landlords);
• visit our website, amberwoodpropertygroup.co.uk (the "Website"), or contact us by phone, email, social media or messaging.

We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Who we are

We are Amberwood Property Group Ltd, a company registered in England and Wales (company number 17293046). Our registered office is 3 Danbury Walk, Manchester, M23 9FA.

We run serviced accommodation and holiday lets in and around Greater Manchester and the North of England, and we offer a property management service to landlords and property owners across the UK.

For the personal data described in this policy, we are the data controller. This means we decide how and why your data is used.

We are registered with the Information Commissioner's Office (ICO) under registration number ZC180130.

We are also a member of the Property Redress Scheme (PRS), membership number PRS060156.

We have not appointed a Data Protection Officer (DPO), because we are not required to. Daniel Millar, Director, is responsible for data protection at Amberwood. You can contact him at info@amberwoodpropertygroup.co.uk or on 0161 726 5704.

How we collect your information

We collect information:

• directly from you, when you book a stay, fill in a form on our Website, complete online check-in, message us, email us, call us or contact us on social media;
• from booking platforms, such as Airbnb, Booking.com and Google (Vacation Rentals), when you book one of our homes through them;
• from your employer or the person who booked for you, if someone else books a stay on your behalf (for example a contractor or business stay);
• from a friend who referred you, if they shared our referral link or code with you;
• automatically, when you use our Website (see "Cookies and similar technologies" below).

What information we collect

If you are a guest

• Your name, email address, phone number and, where needed, your home address.
• Booking details: the home, your dates, number of guests, the names of other adult guests where we need them, special requests (for example a cot or high chair) and anything you put in the booking notes.
• Payment information. Card payments for direct bookings are handled by Guesty and its payment processor, Stripe (see below). We do not store your full card number ourselves.
• Check-in information you give us through Guesty's online check-in. Depending on the booking, this may include your arrival details and ID verification where required.
• If you are an overseas guest aged 16 or over, the details the Immigration (Hotel Records) Order 1972 requires us to record: your name, nationality, passport number and place of issue, and your next destination.
• Messages between you and us, before, during and after your stay, including anything you tell us about your needs.
• Reviews and feedback you leave for us on our booking platforms or on our Google Business Profile.
• Referral and discount details, such as which discount code you used (for example WELCOMEBACK or AMBERWOODFRIEND) and, if you were referred, the name of the friend you put in the booking notes.

Please only tell us about health or accessibility needs if you want us to take them into account for your stay. We will use that information only for that purpose.

If you are a property owner or landlord

• Your name, email address and phone number.
• Details about your property, such as the address or postcode, number of bedrooms, how it is currently let, and any notes you send us (for example through our "Free Property Income Audit" form).
• Information you share with us during calls, viewings and onboarding, and, if you become a client, the information we need to run the management agreement (such as bank details for paying you, property documents and compliance certificates).
• How you found us. If you arrived on our Website through a tracked link, our audit form records the campaign tags in that link (UTM parameters), the page you first landed on and the website that referred you.

If you visit our Website or contact us

• The details you type into our contact or audit forms.
• Technical information that is needed to deliver the Website securely, such as your IP address, browser type and the pages requested. Our hosting provider processes this in its server logs. We also use your IP address for a short time to stop the forms being spammed.
• Campaign information (UTM tags, landing page and referring website), held in your browser for the current visit only. It is only sent to us if you submit the audit form.
• Only if you accept cookies: information about how you use our Website, collected by Google Analytics and the Meta Pixel. This includes the pages you view, whether you submit our audit or contact form (but not what you type into it), clicks on our "Book direct" buttons, your device, browser and approximate location, and cookie identifiers. See "Cookies and similar technologies" below.

Children

You must be 18 or over to book one of our homes. If children are staying with you, we may ask how many there are and their ages, for example so we can provide a cot or high chair. We do not ask for their names or other personal details.

How and why we use your information

The law says we must have a valid reason (a "lawful basis") for each way we use your data. Here is what we do and why.

Where we rely on legitimate interests, we have weighed our interests against yours and only go ahead where we believe your rights are not overridden. You can ask us for more detail.

How we use artificial intelligence (AI)

We are a small team, and we use AI assistants to help us run the business efficiently. We want to be open about this.

What we use AI for

AI tools help us to:

• draft and manage messages to guests, such as booking questions, arrival details and post-stay review requests;
• follow up enquiries from property owners and landlords, including people who request a free property audit;
• write and update listing descriptions and other website or marketing content;
• with bookkeeping, admin and reporting, such as organising receipts, invoices and performance reports.

What information the AI may see

To do these jobs, AI tools may process personal data contained in enquiries, bookings and messages. This can include your name, contact details, booking or property details, and what you have written to us. We do not deliberately give AI tools more information than the task needs.

Who provides the AI

Our AI assistant provider is Grok Bot, the AI assistant platform we use to help run the business. Grok Bot, and any other AI services we use, act as our data processors. This means they process data only on our instructions, under a contract that requires them to keep it secure and confidential. Some of these providers may process data outside the UK; see "International transfers" below.

We do not sell your data. Where we have the choice, we choose providers and settings that do not use your data to train their AI models.

A human stays in charge

A member of our team (usually Daniel) oversees the AI tools, checks their work and is responsible for what we send and decide. We do not use AI or any other automated system to make decisions about you that have legal or similarly significant effects. For example, we do not use it to automatically refuse a booking or make credit decisions.

Your choices

If you would rather an AI tool was not used to help handle your messages or enquiry, or you would like a person to review something an AI tool helped us with, just tell us at info@amberwoodpropertygroup.co.uk or on 0161 726 5704. You also have the right to object to this use of your data (see "Your rights" below).

Who we share your information with

We will never sell or rent your personal data, and we do not share it with other companies for their own marketing.

We share data only where we need to, with the following types of organisation.

Service providers who work for us (data processors)

These providers process data on our behalf and under our instructions, under contracts that require them to keep it secure:

• Guesty: our property management and booking system. Guesty hosts our direct booking website (amberwood.guestybookings.com), processes direct bookings and payments, runs our online check-in, stores booking records and sends our guest messages.
• Resend: sends the emails generated when someone submits our Free Property Income Audit form.
• Vercel: hosts our Website and processes technical data (such as server logs) when you visit it.
• Google: Google Workspace provides our email and documents, and relays messages sent through our Website contact form.
• Stripe: processes card payments for direct bookings made through our Guesty booking website.
• Grok Bot: our AI assistant provider; see "How we use artificial intelligence" above.
• Google (Google Analytics): if you accept analytics cookies, Google Analytics measures how our Website and booking website are used. Google acts as our processor for this, under its data processing terms.
• Cleaning staff and contractors: we share only the check-in and check-out dates of a stay, so they can prepare the home. We do not give them your name, contact details or other booking information.

Meta (Facebook and Instagram)

If you accept marketing cookies, the Meta Pixel sends information about your visit to Meta Platforms Ireland Limited (and its US parent, Meta Platforms, Inc.). We and Meta are joint controllers for collecting that information on our Website and sending it to Meta. After that, Meta is an independent controller: it uses the information for its own purposes as well as ours, such as delivering, measuring and improving ads, under its own privacy policy (https://www.facebook.com/privacy/policy). Meta is responsible for answering requests about the data it holds; you can also contact us and we will pass your request on.

Booking platforms (independent controllers)

If you book through Airbnb or Booking.com, or find us through Google (Vacation Rentals, Search or Maps), that platform is responsible for the data it collects under its own privacy policy. We exchange the booking details needed to provide your stay with that platform. Reviews you leave on our Google Business Profile are public and are handled by Google under its own privacy policy.

Other people we may share with

• Property owners whose homes we manage, where they need booking or guest information (for example if there is damage or a complaint).
• Our professional advisers, such as accountants, insurers and lawyers.
• The police, HMRC, local authorities or other public bodies, where the law requires it or to prevent fraud or crime.
• A buyer or successor, if we sell or restructure our business.

International transfers

Our providers may store and process personal data in the UK, the European Economic Area (EEA) and the United States. This includes the data collected by Google Analytics and the Meta Pixel if you accept cookies.

Where your data leaves the UK, we rely on one of the following to protect it:

• a country the UK government has confirmed has adequate data protection laws (including, for certified US companies, the UK Extension to the EU-US Data Privacy Framework, known as the "UK-US data bridge"); or
• contracts approved by the ICO, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

You can contact us for more information about the safeguards we use.

How long we keep your information

We keep personal data only for as long as we need it for the reasons in this policy.

• Booking, payment and accounting records: 6 years from the end of the financial year they relate to (as HMRC requires).
• Guest messages and check-in information: 6 years after your stay.
• ID verification details (if collected): 6 years after your stay.
• Overseas guest records (Immigration (Hotel Records) Order 1972): 6 years after your stay.
• Owner and landlord enquiries that do not lead to an agreement: 6 years from our last contact.
• Management agreement records: 6 years after the agreement ends.
• Marketing preferences and opt-outs: as long as needed to respect your choice.

We may keep data for longer if we need it to deal with a complaint or legal claim. We review what we hold regularly and delete or anonymise data we no longer need.

Marketing and your choices

We will only send you marketing by email or text if you have agreed to it, or if you are a past guest and we are telling you about our own similar services (such as a returning guest discount). You can opt out at any time, for free, by replying to tell us, using the unsubscribe link where there is one, or contacting us at info@amberwoodpropertygroup.co.uk or on 0161 726 5704.

Opting out of marketing will not stop us sending messages you need about a booking or an agreement.

Social media

We are active on Instagram, TikTok and Facebook. If you message us, comment or take part in a competition, we will use your information only to reply, run the competition and contact you if you win. Those platforms also process your data under their own privacy policies.

Your rights

Under UK data protection law you have the right to:

• be informed about how we use your data (this policy);
• access a copy of the personal data we hold about you;
• rectification: ask us to correct data that is wrong or incomplete;
• erasure: ask us to delete your data, where we no longer have a good reason to keep it;
• restrict how we use your data in certain cases;
• object to us using your data where we rely on legitimate interests, including the use of AI tools to help handle your information, and to stop direct marketing at any time;
• data portability: ask for data you gave us in a commonly used format, where we use it based on your consent or a contract and by automated means;
• withdraw consent at any time, where we rely on your consent;
• human review: not to be subject to decisions made solely by automated means that have legal or similarly significant effects. We do not make decisions like this, but you can always ask for a person to look at anything an AI tool helped us with.

To use any of these rights, email info@amberwoodpropertygroup.co.uk or call 0161 726 5704. We may need to check your identity first. We will reply within one month, and there is normally no charge. Sometimes there is a legal reason we cannot do what you ask (for example, we must keep tax records), and if so we will explain why.

Keeping your information secure

We take sensible steps to protect your data. Access to personal data is limited to the people who need it to do their job. We use reputable providers who have their own security controls in place. Connections to our Website are encrypted (HTTPS).

No method of sending data over the internet is completely secure, but we work hard to protect your information and will act quickly if anything goes wrong.

Cookies and similar technologies

Cookies are small text files that websites place on your device. Similar technologies, such as browser storage, work in a similar way.

Your choice comes first

When you first visit our Website, a cookie banner lets you choose Accept all, Reject all or Manage, where you can switch analytics and marketing cookies on or off separately. Google Analytics and the Meta Pixel do not load until you say yes. If you reject them, or close the banner without choosing, they stay off. We use Google Consent Mode, set so that Google's tags treat your consent as refused until you give it.

Strictly necessary storage

These items are needed for the Website to work and to remember your choices, so they do not need your consent.

We store your cookie choice on your device so we don't ask again. You can change it any time via Cookie settings in the footer.

The awp-attribution information stays in your browser and is only sent to us if you choose to submit the audit form. When you click "Book direct", any campaign tags are passed on in the link to our booking website so we can see which links lead to bookings.

Analytics cookies (only with your consent)

We use Google Analytics 4 to understand how people use our Website: which pages are visited, how people find us, and how many people send an enquiry, request an audit or click through to book. This helps us improve the Website and our marketing. Google Analytics gives us statistics; we do not use it to identify you. Google says Google Analytics 4 does not log or store IP addresses.

We have set Google Analytics to keep the user and event data it collects for 14 months. We have not turned on Google Signals, so Google Analytics does not link your visits to your Google account for cross-device reporting or advertising.

Marketing cookies (only with your consent)

We use the Meta Pixel to measure how well our Facebook and Instagram ads work, and to show our ads to people who have visited our Website (and people like them). It records events such as page views, audit and contact form submissions (but not what you type into the forms) and clicks on our "Book direct" buttons.

Meta uses this information under its own privacy policy as well as for us; see "Meta (Facebook and Instagram)" under "Who we share your information with".

Our Website fonts and images are served from our own site, so viewing a page does not send your data to font or image providers.

On our booking website and other sites we link to

Our direct booking website (amberwood.guestybookings.com) is run by Guesty on our behalf. It uses cookies needed for booking and payment. It also uses Google Analytics and the Meta Pixel with the same IDs as our main Website, so we can see your journey from our Website through to a booking. The booking website shows its own cookie notice, where you can make your choices for that site. Booking platforms and social media sites use their own cookies under their own policies.

Changing your mind

You can change or withdraw your consent at any time by clicking Cookie settings in the footer of any page on our Website. Withdrawing consent stops new analytics and marketing data being collected; it does not affect data collected before you changed your choice. To control ads on Facebook and Instagram, you can also use your ad preferences in your Meta account. Google offers a browser add-on to opt out of Google Analytics on all websites: https://tools.google.com/dlpage/gaoptout

Managing cookies

You can also block or delete cookies and browser storage through your browser settings. Blocking strictly necessary items may stop some features, such as forms or booking, from working properly. For more information visit www.allaboutcookies.org.

Changes to this policy

We may update this policy from time to time, for example if we start using a new provider or tool. The latest version will always be on this page, with the date it was last updated at the top. If we make a significant change, we will tell you where appropriate.

Complaints

If you are unhappy with how we have used your data, please contact us first and we will do our best to put it right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: https://ico.org.uk/make-a-complaint/
• Helpline: 0303 123 1113

Complaints about our property management or letting services

If your complaint is about our property management or letting services rather than how we use your personal data, and we have not been able to resolve it, you can refer it to the Property Redress Scheme (PRS). Our membership number is PRS060156. Website: https://www.theprs.co.uk

Contact us

Amberwood Property Group Ltd
3 Danbury Walk, Manchester, M23 9FA
Email: info@amberwoodpropertygroup.co.uk
Phone: 0161 726 5704 (Monday to Friday, 8am to 6pm)