GDPR-Compliant Terms & Conditions — The Luxury Rental
Last updated: June 27, 2026
1. Introduction
These Terms & Conditions (“Terms”) govern your use of the services provided by The Luxury Rental (“we,” “us,” or “our”), including booking luxury vacation properties, listing properties as a homeowner, and arranging bookings as a travel agent or partner. They include data protection commitments under the EU General Data Protection Regulation (GDPR) and the UK GDPR. By using our services, you agree to these Terms.
2. Definitions
For the purposes of these Terms, “personal data”, “processing”, “data controller”, “data processor”, and “data subject” have the meanings given in the GDPR. “You” refers to a guest, homeowner, or travel partner using our services. “Services” means our website, booking platform, and related rental and partner services.
3. Data Controller
The Luxury Rental acts as the data controller for personal data collected through our services and determines the purposes and means of processing that data. For certain processing carried out on behalf of homeowners or partners, we may act as a data processor, in which case a separate data processing arrangement applies.
You can contact our data protection point of contact at: [email protected].
4. Lawful Basis for Processing
We process personal data only where we have a lawful basis under Article 6 of the GDPR. Depending on the circumstances, our lawful bases are:
- Performance of a contract — to process bookings, manage listings, coordinate stays, and pay homeowner and partner amounts due.
- Legal obligation — to meet tax, accounting, anti-fraud, and other regulatory requirements.
- Legitimate interests — to operate, secure, and improve our services, prevent fraud, and manage relationships with guests, homeowners, and partners, balanced against your rights and freedoms.
- Consent — for optional activities such as marketing communications and non-essential cookies. You may withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal.
5. Categories of Data Processed
We process identity and contact data (name, email, phone, address); booking data (dates, guest counts, preferences, special requests); payment and financial data; identity-verification documents where required; property and ownership data from homeowners; agency and commission data from travel partners; and technical data such as IP address and usage information. We process special-category data only where strictly necessary and with an appropriate lawful basis and additional condition under Article 9.
6. Purposes of Processing
We process personal data to create and manage accounts and bookings; verify identities and prevent fraud; facilitate communication between guests, homeowners, and partners; process payments and payouts; provide customer support; comply with legal obligations; and, where consented, deliver marketing. We do not use personal data for automated decision-making that produces legal or similarly significant effects without appropriate safeguards.
7. Data Sharing and Sub-Processors
We share personal data only as necessary to deliver our services — with homeowners and guests to complete bookings, with travel partners for reservations they arrange, and with vetted service providers acting as our sub-processors (such as payment processors, identity-verification vendors, hosting and IT providers, and communication platforms). All sub-processors are bound by written agreements requiring them to process data only on our instructions and to maintain appropriate security measures. We do not sell personal data.
8. International Data Transfers
Where we transfer personal data outside the European Economic Area or the United Kingdom, we ensure an adequate level of protection through mechanisms recognized under the GDPR, such as an adequacy decision or the European Commission’s Standard Contractual Clauses (together with the UK International Data Transfer Addendum where applicable). You may request information about the safeguards we use.
9. Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, tax, accounting, and dispute-resolution requirements. When data is no longer needed, we securely delete or anonymize it. Retention periods vary by data type and applicable legal requirements.
10. Your Rights as a Data Subject
Under the GDPR you have the right to:
- Access the personal data we hold about you and obtain a copy;
- Rectification of inaccurate or incomplete data;
- Erasure (“right to be forgotten”) in certain circumstances;
- Restriction of processing in certain circumstances;
- Data portability — to receive your data in a structured, commonly used, machine-readable format and have it transmitted to another controller where technically feasible;
- Object to processing based on legitimate interests or for direct marketing;
- Withdraw consent at any time where processing is based on consent;
- Not be subject to solely automated decisions with legal or similarly significant effects.
To exercise any of these rights, contact us at [email protected]. We will respond without undue delay and within one month, as required by the GDPR. There is normally no fee, though we may charge a reasonable fee or refuse requests that are manifestly unfounded or excessive.
11. Right to Lodge a Complaint
If you believe we have not handled your personal data in accordance with the law, you have the right to lodge a complaint with your local supervisory authority. In the EU this is the data protection authority in your country of residence; in the UK it is the Information Commissioner’s Office (ICO). We would, however, appreciate the chance to address your concerns first.
12. Data Security
We implement appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, destruction, or damage — including encryption in transit, access controls, and vendor due diligence. In the event of a personal data breach likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours where required, and affected individuals without undue delay where the risk is high.
13. Cookies and Tracking
We use essential cookies to operate our website and, with your consent, analytics and marketing cookies. You can manage your preferences through our cookie banner or your browser settings. Please see our Privacy Policy and Cookie Notice for details.
14. Bookings, Payments, and Cancellations
Bookings are subject to availability and confirmation. Payment terms, deposits, security holds, and cancellation and refund conditions are set out at the time of booking and form part of these Terms. Guests are responsible for compliance with property house rules, occupancy limits, and check-in/check-out times. Homeowners are responsible for the accuracy of listings and for holding the legal right to rent the property.
15. Homeowner and Partner Responsibilities
Homeowners and travel partners who provide us with personal data about third parties (for example, guests or clients) confirm that they have a lawful basis to share that data and have provided any required notices to those individuals. Homeowners and partners agree to process any personal data they receive through our services in compliance with applicable data protection law.
16. Limitation of Liability
To the fullest extent permitted by law, The Luxury Rental shall not be liable for indirect, incidental, or consequential damages arising from the use of our services. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for data protection breaches caused by our failure to meet our legal obligations.
17. Changes to These Terms
We may update these Terms from time to time. Material changes will be reflected by an updated “Last updated” date and, where appropriate, direct notice. Continued use of our services after changes take effect constitutes acceptance of the revised Terms.
18. Governing Law
These Terms are governed by [insert governing law and jurisdiction]. This does not deprive you of the protection of mandatory data protection rights available to you under the GDPR or the laws of your country of residence.
19. Contact Us
The Luxury Rental
Data protection contact: [email protected]