Privacy policy
The short version: we collect what we need to source and manage your crew's accommodation, we don't sell it, and you can ask us what we hold about you at any time. The longer version follows.
LAST UPDATED — 28 AUG 2026
What we collect
When you send a request: your name, work email, phone number, company, the worksite, crew size, dates and any spec or notes you attach. When you use the workspace: your login email and what you do there — offers viewed, documents downloaded, change requests sent — so the change log works.
We do not collect data about the individual workers in your crew beyond what you give us for the placement (typically headcount, arrival dates and room assignments provided by you).
What we use it for
To run the search, verify units against your spec, build your offer, contract, invoice, and handle changes during the stay. That’s the whole list. We don’t sell your data and we don’t run advertising on it.
Legal basis
Performing the contract with you (or the steps you ask for before one exists — the free search), our legitimate interest in running and improving the service, and legal obligations such as bookkeeping and VAT records.
Who sees it
Your account manager and the people who need it to do the work. Property owners see what a booking requires: company name, headcount, dates — not your commercial terms with us. Service providers that process data on our behalf (hosting, e-signatures, invoicing, messaging) are bound by data-processing agreements.
Where it lives
On servers in the EU/EEA and the UK. Where a provider processes data outside those areas, transfers rest on standard contractual clauses or an adequacy decision.
How long we keep it
Request data with no contract: up to 24 months, so a returning tender doesn’t start from zero. Contract, invoice and payment records: as long as bookkeeping and tax law require (typically 5–10 years depending on jurisdiction). Workspace accounts: until you ask us to close them.
Your rights
Access, correction, deletion, restriction, portability, and objection — plus the right to complain to your supervisory authority (the ICO in the UK, or your local authority if you are in the EU). Write to info@buildnstay.com and a person answers; we respond within 30 days.
Cookies
The website uses the minimum needed to function — session state and your light/dark preference. No third-party advertising trackers. The workspace sets a login cookie; that’s what "one login" means.
73 Shelton Street, Covent Garden
London WC2H 9JQ · Companies House No. 16588575
Privacy questions and requests: info@buildnstay.com — subject line "Privacy".