Privacy Policy

Last updated: 15/09/2026

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: ROOM FILLER LTD (company no. 14967234)

Registered office: Office 2b Bank Chambers, Belgrave Square, Darwen BB3 1BU

Privacy contact: sales@roomfiller.co.uk

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, Tag Manager and Ahrefs Web Analytics) load only if you accept the relevant cookies

3. How we use personal data

Conversion/analytics events (for example, the generate_lead event in Google Analytics) are sent only if you have accepted analytics cookies. If you reject analytics, we still process the form and our internal enquiry records so we can reply, but no analytics events are sent.

  • 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

Sales follow-up (legitimate interests)

When you submit a business enquiry, we may follow up about your request under our legitimate interests. We assess necessity and balance this against your rights and freedoms. You can object at any time by emailing sales@roomfiller.co.uk.

5. Who we share data with

When you accept analytics cookies, Google Analytics, Google Tag Manager and Ahrefs Web Analytics may process usage data. These tools do not run unless you consent. Ahrefs Web Analytics does not set cookies.

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

  • Google (Gmail SMTP): to deliver emails from website forms to our team
  • Internal team notifications: alerts our team when a lead form is submitted (minimal lead details 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)
  • Ahrefs (Web Analytics): privacy‑friendly page metrics when analytics is enabled (does not set cookies)

6. International transfers

Google, our hosting provider (Railway), and email delivery (Gmail SMTP) may process data in the UK, EEA, and/or the US. Where transfers occur outside the UK, we rely on UK adequacy regulations and/or standard contractual clauses, as applicable.

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: 24 months from last contact
  • Audit requests and related correspondence: 90 days after audit delivered (unless needed for ongoing service/legal)
  • Cookie consent records: 12 months, then we ask again
  • Email archive (Gmail): Retained while a business relationship is active; enquiry threads reviewed and deleted or archived after 24 months from last contact unless needed for contract or legal obligations
  • Internal team notifications: Aim to delete/anonymise after 90 days
  • 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 investigate promptly and take appropriate remedial action. The directors of ROOM FILLER LTD are responsible for assessing reportability and, where required, notifying the ICO. Where legally required, we will notify the ICO within 72 hours and inform affected individuals without undue delay. Contact: sales@roomfiller.co.uk.

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 366221

Post: Office 2b Bank Chambers, Belgrave Square, Darwen BB3 1BU