Last updated 2 October 2026
This policy explains what Next Move Stays does with your personal information when you enquire about accommodation, book a stay with us, or use this website. It is written to be read, not to be survived.
Who we are
This website is operated by Next Move Services Ltd, trading as Next Move Stays. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.
Next Move Services Ltd is registered in England and Wales, company number 12543642. Our registered office is 255 Park Rd, Peterborough, PE1 2UT.
We are registered with the Information Commissioner’s Office as a data controller. Our ICO registration number is ZC231177.
For anything to do with your personal information, including any of the requests described below, email hello@nextmovestays.co.uk or call 01733 964574. Data protection requests are handled during office hours, Monday to Friday, 9am to 5pm. The 24/7 support line is for guests during a stay, not for these requests.
What we collect
When you send us an enquiry through a form on this website, we collect the details you choose to give us. Depending on the form, that can include:
- Your name, and the company you work for
- Your work email address and telephone number
- Your job title or department, if you tell us
- Where you need accommodation, the dates, how many people and how many bedrooms
- Parking requirements, and the reason for the stay
- Anything else you write in the message box, including any budget or vehicle details you choose to share
- Whether you ticked the consent box, and whether you opted in to marketing emails
If you allow “attribution and advertising” on the cookie banner, two more things happen, and neither happens otherwise. Both enquiry forms record how you reached the site: the campaign your visit came from, if any, and the website that referred you. And Google Analytics records the pages you view, the advert or search result that brought you here, your IP address and a random identifier held in a cookie. Together, that tells us which advertising is worth paying for. Neither is used to build a profile of you, and our Cookie Policy describes both in detail.
If you call or email us instead, we keep that correspondence and the notes we make from it. Our phone system keeps a log of the number you call from and the time and length of the call. We do not record phone calls. Calls made on 22 and 23 September 2026 were recorded, and those recordings are deleted automatically 90 days after the call. If your company goes on to book accommodation, we keep the booking and invoicing details as well.
If we cannot answer your call, an automated assistant answers it for us. It is an AI voice assistant provided through HighLevel, our customer relationship platform. It asks for your name, your company, your email address, a number to call you back on, where and when you need accommodation, how many people it is for, and your message, and it saves those details to our record of your enquiry. It does not make any decision about you: it takes your details, and our team deals with your enquiry from there.
The assistant tells you at the start that the call is recorded. What we keep is a written record, not audio: an automatic transcript of the call and a short summary of it written by the AI, both saved with the record of your enquiry, and a copy of the summary is emailed to our team. We do not keep an audio recording of the call. If you would rather not speak to the assistant, you can end the call and email us or message us on WhatsApp instead.
If you message us on WhatsApp, WhatsApp carries your message, and we see your WhatsApp name and number along with anything you send. WhatsApp is run by WhatsApp LLC, part of Meta, and your use of it is also covered by WhatsApp’s own privacy policy. If your message is an enquiry, we copy the details we need into our record of it, and from then on it is handled like any other enquiry.
Why we use it, and our lawful basis
Data protection law requires us to have a lawful basis for using your information. Ours are these:
- Answering your enquiry and putting together suitable options, whether it reaches us through a form, by phone, by email or on WhatsApp, and including the automated assistant that answers calls we miss: our legitimate interests in responding to a business enquiry you sent us, and taking steps at your request before entering into a contract.
- Arranging and looking after a booking: performance of our contract with your company.
- Sending marketing emails: your consent, which you gave by ticking the optional box, and which you can withdraw at any time.
- Measuring visits and enquiries with Google Analytics and Google Ads, and remembering which advert brought you here: your consent, given on the cookie banner, which you can withdraw at any time using the "Cookie settings" link in the footer.
- Keeping accounting and tax records: a legal obligation.
- Keeping our forms usable and free of automated abuse: our legitimate interests in protecting the website.
You can ask us to stop using your information for our legitimate interests at any time, and we will unless we have a compelling reason not to.
Who we share it with
We do not sell your information, and we do not share it for anybody else’s marketing. We do share it with the organisations that help us run the business:
- HighLevel Inc, the customer relationship platform behind GenieAI, which is where our enquiry forms, our phone system and our records of your enquiry live, and which provides the automated assistant that answers calls we miss. HighLevel uses specialist providers of its own, also based in the United States, to turn speech into text and to run the AI behind the assistant.
- Cloudflare, whose bot protection sits on our forms so that real people can use them.
- Google LLC, which provides Google Analytics and Google Ads, only if you have allowed "attribution and advertising" on the cookie banner.
- WhatsApp LLC, part of Meta, when you message us on WhatsApp or we send you a WhatsApp message about your enquiry.
- Our website hosting provider, which stores the website itself.
- The operators of the accommodation we arrange, where we need to pass on the details of a stay so it can be prepared for your people.
- Our accountant, and HMRC, where the law requires it.
- Our professional advisers, and anyone we are legally required to share information with.
Sending information outside the UK
Some of the organisations above are based in the United States, including HighLevel Inc, the providers behind its automated assistant, and Google LLC, so your information is transferred outside the UK.
Where that happens we rely on the safeguards UK law provides for international transfers, being the Standard Contractual Clauses together with the UK International Data Transfer Addendum. In plain terms, the receiving organisation is contractually bound to protect your information to a UK standard. You can ask us for more detail about those safeguards.
WhatsApp LLC is also based in the United States. When you message us on WhatsApp, how WhatsApp stores and transfers your messages is set out in WhatsApp’s own privacy policy. WhatsApp messages we send you about your enquiry go through our customer relationship platform and are covered by the safeguards above.
How long we keep it
We keep information for as long as we need it, and no longer:
- Enquiries that do not become bookings: two years from your last contact with us, because corporate accommodation requirements often come back around.
- Booking, invoicing and accounting records: six years from the end of the tax year they relate to, which is what HMRC requires.
- Marketing consent: until you withdraw it, and then a minimal record that you have opted out, so we do not email you again by mistake.
- Website analytics: fourteen months, which is how long Google Analytics keeps the individual visit data it collects for us.
Call transcripts and summaries, including the copy of a summary emailed to our team, and anything from a WhatsApp conversation that we copy into our records, are kept with the enquiry or booking they belong to, for the same period as that record.
If you ask us to delete your information sooner, we will, unless we are legally required to keep it.
If you tell us about a property
If you own or manage a home, a serviced apartment or a hotel and tell us about it, this section explains what we do with your information. You can send it to us through the contact form on this website, by phone (including the automated assistant that answers calls we miss), by email or on WhatsApp. We keep:
- Your name and contact details, and the name of your business if you have one
- The address of the property and the details you give us about it
- When the property is available, if you tell us
- Photographs, or anything else you choose to send us
- The notes we make of our conversations with you, and the call and message records described under "What we collect"
We use it to reply to you, to consider whether the property could suit the companies we arrange accommodation for, and to contact you if a requirement near it comes up. Our lawful basis is our legitimate interests in finding suitable accommodation for those companies and in replying to a message you sent us, and, where you ask us to consider your property, taking steps at your request before entering into a contract.
We share it with the organisations set out under “Who we share it with”, and the safeguards described under “Sending information outside the UK” apply to it in the same way. If we suggest your property for a stay, we also share the details the company needs to consider it, such as where the property is. We do not sell your information.
How long we keep it follows the periods above:
- If no stay is arranged at your property: two years from your last contact with us, the same period as an enquiry that does not become a booking.
- If stays are arranged at your property: the records of those stays are booking and accounting records, kept for six years from the end of the tax year they relate to.
The rights described under “Your rights”, below, apply to this information in the same way, including asking us to delete it.
Your rights
You have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct anything that is wrong
- Ask us to delete it
- Ask us to restrict how we use it
- Object to us using it, including for our legitimate interests
- Ask us to transfer it to you or to somebody else in a portable format
- Withdraw your consent to marketing at any time, which does not affect anything we did before you withdrew it
Email hello@nextmovestays.co.uk and we will deal with it. There is no charge, and we will respond within one month. Every marketing email we send also carries an unsubscribe link.
Cookies and website storage
This website uses a small number of cookies and stores a little information in your browser. What they are, what they do and which of them you can switch off is set out in our Cookie Policy.
Complaints
If you are unhappy with how we have handled your information, please tell us first and give us the chance to put it right. Email hello@nextmovestays.co.uk.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection, at ico.org.uk or on 0303 123 1113.
Changes to this policy
We update this policy when what we do with information changes. The date at the top of the page tells you when it last changed. If a change materially affects you, we will tell you directly rather than relying on you rereading this page.
Contact us
Next Move Stays, 255 Park Rd, Peterborough, PE1 2UT
hello@nextmovestays.co.uk
01733 964574