PRIVACY NOTICE
Forge Warwick Accommodation Limited, trading as Dig Stays, is responsible for the personal information described in this notice. Company number 14166048. Registered office: Union House, 111 New Union Street, Coventry, CV1 2NT. Privacy enquiries: info@digstays.com.
Information we collect
We collect names, work and personal contact details, company details, project locations, accommodation dates, guest numbers, budgets, parking and room requirements, correspondence, booking records, invoices and payment status. We also receive basic technical and security information when someone uses the website. Do not send health information, identity documents or other sensitive information through a general enquiry form. If a guest needs an accessibility adjustment, contact us so we can collect only the information needed to deal with that request.
How and why we use it
We use enquiry and booking information to take steps requested before a contract and to perform our contract with the client. We use contact, correspondence and service information for our legitimate interests in sourcing accommodation, administering bookings, supporting clients, resolving complaints, protecting the website and improving our service. We use invoices and transaction records to meet tax, accounting and legal obligations. We use consent for email newsletters where consent is required.
Who receives it
We share only the information needed for the relevant purpose. Recipients may include accommodation providers and booking platforms used to source or fulfil a stay; website hosting and security suppliers; Google Workspace services used to receive form submissions, store them in Google Sheets and send notification emails; payment and accounting providers; professional advisers; insurers; and public authorities where disclosure is required by law. Accommodation providers may act as separate controllers for the stay they supply and may give guests their own privacy information.
International transfers
Some technology, email, booking or accommodation suppliers may process information outside the UK. Where UK data protection law requires a safeguard, we use an adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism. Details of the safeguard used for a particular transfer are available from info@digstays.com.
How long we keep it
- Enquiries that do not become bookings: 24 months after the last contact.
- Booking records, client correspondence, contracts, invoices and payment records: six years after the end of the financial year in which the booking ends.
- Complaints and disputes: six years after closure, or longer while a legal claim or regulatory matter remains active.
- Website security logs: up to 90 days, unless needed to investigate an incident.
- Newsletter records: until the person unsubscribes or we stop the newsletter. We keep a minimal suppression record so we can respect an opt-out.
We delete or anonymise information when the relevant period ends unless the law requires longer retention.
Marketing
Newsletter subscriptions are separate from accommodation enquiries. We record the subscription request and provide an unsubscribe link in each marketing email. We do not add accommodation enquirers to marketing merely because they requested a quote. A person can object to direct marketing at any time.
Your rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict personal information, object to processing, and receive portable data. You may withdraw consent where processing relies on consent. Contact us first; you can also complain to the UK Information Commissioner's Office at ico.org.uk.
Security
We restrict access to people who need the information for their work and use account security, access controls, backups and supplier safeguards appropriate to the information and risk.
Changes
We update this notice when our processing changes. Effective and last updated: 7 September 2026.