Privacy Notice

Last updated: 11 August 2026

Reflection Rooms respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry, book a room or use our services.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

Reflection Rooms is the trading name of Skyra Property Limited.

For the purposes of UK data protection law, Skyra Property Limited is the data controller responsible for the personal information described in this Privacy Notice.

If you have any questions about how we use your personal information, or wish to exercise any of your data protection rights, please contact us: info@reflectionrooms.co.uk

2. What personal information we collect

The information we collect depends on how you interact with Reflection Rooms.

• Website visitors

When you visit our website, certain technical information may be collected automatically by our website host and other services used to operate the website. This may include:

• IP address;

• browser type and version;

• operating system and device information;

• date and time of visits;

• pages visited;

• referring website or source;

• technical information about your interaction with the website; and

• information collected through cookies or similar technologies.

We use this information primarily to operate, secure and maintain our website and to understand how the website is being used.

• Contact and enquiry forms

If you contact us using a form on our website, the information you provide is sent to us by email. This may include:

• your name;

• email address;

• telephone or mobile number, where provided;

• details of your enquiry; and

• any other information you choose to include.

We use this information to respond to your enquiry and, where appropriate, to provide information about our room-hire services. Please avoid including sensitive or confidential information in a website enquiry form unless it is necessary for your enquiry.

• Room bookings

When you book a room through our online booking system, SuperSaaS, we collect information necessary to administer your booking. This includes:

• your name;

• mobile telephone number; and

• email address;

together with information relating to your booking, such as the room and booking dates and times.

SuperSaaS provides the booking system used by Reflection Rooms. For booking information entered into our SuperSaaS system, Reflection Rooms determines the purposes for which the information is processed and SuperSaaS processes that information on our behalf, subject to the applicable data-processing legislation.

• Room-user access information

Where you become a regular room user, we may maintain a separate internal record containing information needed to administer your access to Reflection Rooms. This may include:

• your name;

• email address;

• mobile telephone number;

• booking or room-use information; and

• login or access information needed to use the facilities.

This information is maintained by the owners of Reflection Rooms and is used only for administering room access, bookings, communication, security and the operation of the business.

Access to this information is restricted to the owners of Reflection Rooms and authorised individuals where necessary.

• Payments

We do not collect or store your full bank card or payment details through our website. Where payment is required, we may create a payment link through our online banking/payment service and send that link to you by email.

Payment information is processed by the relevant banking or payment provider. We may retain information relating to the payment, such as the amount, date, payer information and transaction reference, where necessary for accounting, financial administration and legal obligations.

3. How we use your personal information

We may use your personal information to:

• respond to enquiries;

• arrange and administer room bookings;

• provide room access information;

• communicate with room users;

• administer payments and invoices;

• maintain appropriate business and financial records;

• manage our relationship with room users;

• maintain the security of our premises, systems and services;

• operate, maintain and secure our website;

• deal with complaints or enquiries;

• comply with legal and regulatory obligations;

• prevent fraud, misuse or unauthorised access; and

• establish, exercise or defend our legal rights where necessary.

We will only use personal information for purposes that are compatible with the purpose for which it was originally collected, unless we have a lawful basis to use it for another purpose.

4. Our lawful bases for processing

The UK GDPR requires us to have a lawful basis for processing personal information. Depending on the circumstances, we rely on the following lawful bases:

• Contract

We process personal information where this is necessary to enter into or perform our agreement with you. For example, this applies when we administer room bookings, provide access arrangements and manage our relationship with room users.

• Legitimate interests

We may process personal information where it is necessary for our legitimate interests as a business, provided that those interests are not overridden by your rights and interests. This may include:

• managing and administering Reflection Rooms;

• responding to enquiries;

• maintaining business records;

• maintaining the security of our website and systems;

• preventing misuse or fraud;

• managing our relationship with room users; and

• establishing or defending legal claims.

• Legal obligation

We may process personal information where this is necessary for us to comply with a legal or regulatory obligation, including accounting and tax requirements.

• Consent

Where consent is required by law, we will ask for your consent before carrying out the relevant processing. Where we rely on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Cookies and similar technologies

Our website uses cookies and similar technologies. Some cookies are necessary for the website to function properly and cannot reasonably be disabled where they are required to provide a service you have requested.

Other cookies or similar technologies may be used for purposes such as analytics, functionality or services provided by third parties. Where applicable, we will seek your consent before using non-essential cookies or similar technologies.

You can manage your cookie preferences through the cookie controls provided on our website and through your browser settings. We do not use cookies to collect information for the purpose of selling your personal information to third parties.

6. Google Maps

Our website contains an embedded Google Maps map showing the location of Reflection Rooms.

Google Maps is a third-party service provided by Google. When the map is loaded, information such as your IP address, the page you are visiting and information about your browser or device may be transmitted to Google. Google may also use cookies or similar technologies in connection with its services. Google's own privacy information explains that websites embedding Google services can share information with Google when the service is accessed. Where required by law, we will obtain consent before the Google Maps service is loaded.

You can find further information about how Google processes information in Google's Privacy Policy.

7. Website hosting

Our website is hosted by Hostinger. Hostinger may process technical information and personal information on our behalf as part of providing website hosting and related services.

This may include information submitted through our website and technical information required to operate and secure the website. Hostinger acts as a data processor where it processes personal information on our behalf, subject to the relevant contractual and data protection arrangements.

8. Online booking system

We use SuperSaaS to provide our online room-booking system. When you make a booking through SuperSaaS, the information you provide is processed through that service so that we can administer your booking.

SuperSaaS states that where customers use its system to collect booking information from their users, the customer normally controls that information and SuperSaaS processes it on the customer's behalf. You can read SuperSaaS's privacy information on its website.

9. Email

We use email to communicate with website visitors, prospective room users and existing room users.

If you contact us by email or through a website contact form, we will retain the correspondence where reasonably necessary to respond to your enquiry, administer our relationship with you, maintain appropriate records or deal with any subsequent issue. We do not sell or rent email addresses to third parties.

10. Who we share personal information with

We do not sell your personal information. We may share personal information with trusted service providers where this is necessary for us to operate Reflection Rooms. These may include:

• our website hosting provider, Hostinger;

• our online booking provider, SuperSaaS;

• our email provider;

• our banking or payment provider;

• providers of website functionality and security services;

• professional advisers, where necessary; and

• government, regulatory or law-enforcement authorities where we are legally required or permitted to do so.

Where we use a third-party organisation to process personal information on our behalf, we take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection law. We will only share personal information where there is a lawful basis for doing so.

11. International transfers

Some of the service providers we use may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that the transfer is made in accordance with applicable UK data protection law and that appropriate safeguards are in place where required. These safeguards may include an adequacy decision or appropriate contractual protections.

12. How long we keep your personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking into account our legal, accounting and business requirements. In general:

• Website enquiries: we normally retain these for up to 12 months after the enquiry has been resolved, unless there is a continuing business or legal reason to retain them.

• Room booking information: we retain booking information for as long as reasonably necessary to administer the booking and our relationship with the room user and, where necessary, for accounting, tax and legal purposes.

• Room-user access information: we retain this while you remain an active room user and remove or securely delete access information when it is no longer required.

• Financial and payment records: we retain information for the period required by applicable tax and accounting obligations.

• Email correspondence: we retain correspondence for as long as reasonably necessary for the purpose for which it was collected, including managing our business relationship and resolving disputes.

• Website technical information: retention periods depend on the relevant service and the purpose for which the information is collected.

We periodically review the personal information we hold and securely delete or anonymise information when it is no longer required.

13. How we protect your information

We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction. These measures include appropriate access controls, password protection, secure online services and limiting access to personal information to those who need it for legitimate business purposes.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

14. Your data protection rights

Under UK data protection law, you may have the following rights, depending on the circumstances:

• The right to be informed about how your personal information is used.

• The right of access to the personal information we hold about you.

• The right to rectification of inaccurate or incomplete personal information.

• The right to erasure of your personal information in certain circumstances.

• The right to restrict processing in certain circumstances.

• The right to data portability where the relevant legal conditions apply.

• The right to object to certain types of processing, including processing based on legitimate interests.

• Rights relating to automated decision-making and profiling, where applicable.

These rights are not absolute and may be subject to legal exemptions or other conditions.

If you wish to exercise any of your rights, please contact us at: info@reflectionrooms.co.uk

We may need to ask for information to verify your identity before responding to a request.

We will normally respond to a valid request within one month, subject to any applicable extensions permitted by law.

15. Direct marketing

We will not send you electronic marketing communications unless we have a lawful basis to do so and, where required by PECR, have obtained your consent. You can ask us to stop sending marketing communications at any time. We do not sell personal information or provide personal information to third parties for their own direct marketing purposes.

16. Links to other websites

Our website may contain links to websites operated by third parties. These websites have their own privacy policies and terms. Once you leave the Reflection Rooms website, we are not responsible for the privacy practices or security of those external websites.

We recommend that you read the privacy notice of any third-party website you visit.

17. Complaints

If you have any concerns about how we have handled your personal information, we encourage you to contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection. Information about making a complaint is available from the ICO's website.

18. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, the personal information we process, our use of technology or applicable legal requirements. The date at the top of this notice shows when it was last updated.

19. Contact us

If you have any questions about this Privacy Notice, how we use your personal information, or wish to exercise your data protection rights, please contact: Reflection Rooms Email: info@reflectionrooms.co.uk

We will be happy to answer questions about how your personal information is handled.