Privacy Policy

Last updated: 29/05/2026

This Privacy Policy explains how Room Filler ("we", "us", "our") handles personal data when you visit https://roomfiller.co.uk, submit enquiries, or request a property audit.

This policy applies to our marketing website. Our separate product at app.roomfiller.co.uk has its own privacy information.

This document is a technical and operational framework. It is not legal advice and should be reviewed by a qualified adviser before being treated as final.

1. Who we are

Room Filler provides websites, online booking tools, and related services for accommodation businesses in the UK.

Data controller: [NEEDS BUSINESS CONFIRMATION: registered legal company name]

Registered address: Bank Chambers, Belgrave Square, Darwen, Lancashire, BB3 1BU

Company number: [NEEDS BUSINESS CONFIRMATION: Companies House number]

ICO registration: [NEEDS BUSINESS CONFIRMATION: ICO registration number, if applicable]

Privacy contact: sales@roomfiller.co.uk ([NEEDS BUSINESS CONFIRMATION: dedicated privacy@ email recommended])

2. Personal data we collect

We collect only what we need to respond to enquiries, deliver audits, operate the website, and meet legal obligations.

Information you provide

  • Contact and demo forms: business or property name, your name, email address, phone number, website URL, and message content
  • Audit requests: property name or website, email address, property type, optional notes, and how you found us
  • Cookie preferences: your analytics and marketing choices, stored in your browser

Information collected automatically

  • Standard web server logs (for example IP address, browser type, pages requested) processed by our hosting provider for security and reliability
  • We do not operate passive visitor click tracking or hidden behavioural monitoring on this website

Information we do not collect on this website

  • We do not collect guest booking data through this marketing site
  • We do not use IP geolocation enrichment for visitor monitoring
  • Analytics tools (Google Analytics and Tag Manager) load only if you accept the relevant cookies

3. How we use personal data

  • To respond to demo requests, contact enquiries, and audit submissions
  • To email audit results or follow up on your request where relevant
  • To send internal operational notifications when a form is submitted (minimal lead details only)
  • To operate, secure, and improve the website
  • To comply with legal and regulatory obligations
  • To record cookie consent preferences where applicable

4. Lawful bases for processing

Under UK GDPR we rely on different lawful bases depending on the activity:

  • Legitimate interests: responding to business enquiries, operating the website, internal lead notifications, and limited server logging for security — balanced against your rights
  • Steps to contract / contract: where you ask us to provide services or a trial
  • Consent: non-essential cookies and similar technologies where required under PECR
  • Legal obligation: where we must retain or disclose information by law

Business confirmation required

[NEEDS BUSINESS CONFIRMATION: legitimate interests assessment for sales follow-up and B2B outreach]

5. Who we share data with

When you accept analytics cookies, Google Analytics and Google Tag Manager may process usage data. Those tools do not run unless you consent.

See our Cookie Policy for more detail on cookies and similar technologies.

  • Google (Gmail SMTP): to deliver emails from website forms to our team
  • Slack: internal operational notifications when a lead form is fully submitted (form fields and source page only — not passive browsing data)
  • Railway: website hosting and infrastructure
  • Google Fonts: font delivery when you load pages (may involve a connection to Google servers)

6. International transfers

Some providers may process data outside the UK. Where that happens, we aim to use appropriate safeguards such as UK adequacy regulations or standard contractual clauses.

[NEEDS BUSINESS CONFIRMATION: transfer assessment for Google, Slack, and Railway]

7. How long we keep data

We delete or anonymise personal data when it is no longer needed for the purpose it was collected, unless we must keep it for legal reasons.

  • Unconverted sales enquiries: [NEEDS BUSINESS CONFIRMATION: e.g. 24 months from last contact]
  • Audit requests and related correspondence: [NEEDS BUSINESS CONFIRMATION: e.g. 90 days after audit delivered]
  • Cookie consent records: 12 months, then we ask again
  • Email archive (Gmail): [NEEDS BUSINESS CONFIRMATION: mailbox retention and deletion policy]
  • Slack lead notifications: [NEEDS BUSINESS CONFIRMATION: Slack workspace message retention]
  • Server logs: retained according to our hosting provider's defaults unless a shorter period is configured

8. Security

We use HTTPS across the website and apply proportionate technical and organisational measures to protect personal data, including access controls and reputable hosting infrastructure.

No method of transmission or storage is completely risk-free. We take data protection seriously but cannot guarantee absolute security.

9. Your rights

To exercise your rights, email sales@roomfiller.co.uk with enough detail for us to identify your request. We aim to respond within one month.

If you submitted an audit request and want it deleted, include the email address you used and any reference shown on the confirmation page.

  • Access a copy of your personal data
  • Correct inaccurate data
  • Request erasure in certain circumstances
  • Restrict or object to processing in certain circumstances
  • Data portability where applicable
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

10. Data breaches

If we become aware of a personal data breach that is likely to pose a risk to individuals, we will notify the ICO and affected individuals where required by law.

[NEEDS BUSINESS CONFIRMATION: internal breach response process and responsible person]

11. Children

Our services are aimed at businesses. We do not knowingly collect personal data from children.

12. Changes to this policy

We may update this policy as our website, services, or legal requirements change. The latest version will always be published on this page with an updated date.

13. Contact

Email: sales@roomfiller.co.uk

Phone: 01254 366220

Post: Bank Chambers, Belgrave Square, Darwen, Lancashire, BB3 1BU