Information we collect about you
Personal and contact information relevant to setting up a contract with you, including your name, address, passport number or equivalent, email address and telephone number(s). We may collect some of that contact information when you interact with us through other forms of contact, such as email.
Details and copies of your communications with us, including by email, through any online feedback options, or on LD Apartments media channels.
Transaction details, including payments from you for our services, payments to you, and details of services requested. These are held in Guesty, our property management system.
Website and technical information. We may collect information about how you use our website, and which websites you came to our website from. This includes technical information about your device or browser, such as geolocation data used to determine which country you are accessing our website from, your IP address, device ID, browser type and version, and time zone setting. This may in some circumstances be personal data.
Social media data. We may also receive personal data directly from you or from social media channels, if you interact with us through those channels.
How we use your personal data, and why
Below we set out all of the ways we use your personal data, and why. We have also identified what our legitimate interests are, where appropriate.
It is sometimes necessary for us to process your personal data in order to enter into a contract with you, to satisfy a contractual requirement, or to meet legal compliance needs.
Eligibility
We use technical information such as the location or time zone from which you access our website, along with the personal details you provide at check-in, to check whether you are eligible to order our services. For example, some or all services may not be available in all countries.
This is necessary for compliance with a legal obligation.
Purchasing our services
We use the personal and contact information provided by you, and the transaction details about your purchases, to provide our products and services to you.
This is necessary for the performance of a contract with you.
Managing your account
We use your personal and contact information, financial information, and transaction details about reservations and services to manage your property reservations, or services booked through us. Reservations are managed in Guesty, our property management system, and we will send reservation and service information as per our contract.
This is necessary for the performance of a contract with you.
Communicating with you
We use the personal and contact information provided by you, copies of your communications with us and, in some circumstances, transaction details, to manage our relationship with you. For example, to communicate with you in response to any query, request or complaint you may have, by email, telephone or social media, whether relating to services you have purchased from us or otherwise.
This may be: necessary for the performance of a contract with you; necessary to comply with a legal obligation; and necessary for our legitimate interests (to keep our records updated).
Email marketing
If you opt in to our mailing list, we will send you relevant information from time to time about our services and promotions. You can opt out at any time by emailing us. Our address is at the bottom of this page.
Depending on which page you filled the form in, your name and email will be stored on either nicepage.com or mobirise.com servers, which are our website providers, and will be used in accordance with their privacy policies:
Staff
Our team will need to know the relevant details about your properties in order to organise the management of those properties.
Technical issues
If you contact us about an issue, we may use technical information, together with personal and contact information, to administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).
This is necessary for our legitimate interests (running our website, providing administration and IT services, security and fraud prevention) and may be necessary to comply with a legal obligation.
Marketing campaign effectiveness
We use information about your use of our website to measure and understand the effectiveness of our marketing campaigns.
This is necessary for our legitimate interests (to determine how effective advertising is, in order to improve advertising and its relevance, and in order to fulfil contracts we have with our marketing partners).
Analytics
Our website host, Webtuga, uses information about your use of our website, and technical information, including about your device and where you are accessing our website from, to optimise our service and improve our website.
Fraud prevention
We may use your personal and contact information, financial information, information about any transaction between you and us, information about your use of the website, or technical information, in order to undertake analysis for the purposes of identifying and dealing with fraud or fraudulent activity.
This is necessary to comply with a legal obligation and necessary for our legitimate interests (to ensure that transactions and interactions with us are not fraudulent).
Queries
We may use your personal and contact information, financial information, information about any transaction between you and us, information about your use of the website, or technical information for the purpose of dealing with any request, complaint or query from you.
This may be necessary to comply with a legal obligation and necessary for our legitimate interests (to respond to you and to deal with any request you may have).
Additionally
We may use your personal data to create aggregated data sets, such as reservation history. You are not identifiable from that aggregated data, and it is not considered personal data.
Direct marketing
We will send you information that we consider to be within our legitimate interests regarding any promotions we may have and that you can benefit from as a returning customer, unless you explicitly opt out.
How we protect your data
We protect your data by partnering with established and trusted service providers. Our main providers are Webtuga, our website and email hosting provider, and Guesty, our property management system. Both are compliant with GDPR.
How long we keep your data
We only keep your personal data for as long as we need it for the purposes described in this policy, and then for as long as we are legally required to.
Reservation and transaction records: kept for the duration of your stay and afterwards for the period required by Portuguese tax and accounting law, currently 10 years.
Guest identification data required for the mandatory accommodation bulletin: kept only for the period required by Portuguese law, and then deleted.
Enquiries and correspondence that do not lead to a booking: kept for up to 24 months.
Mailing list data: kept until you opt out, after which we retain a minimal record of your opt-out so that we do not contact you again.
Website analytics data: retained according to the retention settings of the analytics provider concerned.
International transfers of your data
Our servers and main providers are based in Portugal and within the European Economic Area. Some of our service providers, such as analytics, marketing and website platform providers, may process data outside the EEA. Where that happens, we make sure the transfer is protected by an approved safeguard, such as the European Commission's Standard Contractual Clauses or an adequacy decision.
Your rights
Under the GDPR you have the following rights over your personal data:
Access: you can ask for a copy of the personal data we hold about you.
Rectification: you can ask us to correct data that is inaccurate or incomplete.
Erasure: you can ask us to delete your data, where we have no legal reason to keep it.
Restriction: you can ask us to pause our use of your data while a concern is being resolved.
Objection: you can object to us processing your data on the basis of legitimate interests, and you can object to direct marketing at any time.
Portability: you can ask us to send the data you provided to you, or to another provider, in a machine-readable format.
Withdraw consent: where we rely on your consent, you can withdraw it at any time, without affecting anything we did before you withdrew it.
To exercise any of these rights, email us using the address at the bottom of this page. We will respond within one month, and there is no charge for making a request.
If you are not happy with how we have handled your data, you can complain to the Portuguese data protection authority, or to the supervisory authority in your own country. You may also use the Portuguese complaints book, the Livro de Reclamações.
Changes to this policy
We may update this policy from time to time. When we make a significant change we will update the date at the top of this page and, where appropriate, let you know by email.
Questions about your data?
Email us and a person here answers. We reply within one month for formal requests, and usually the same day for everything else.