Privacy Policy of Managed by Akoya LtdEffective Date: 29.09.25
This Privacy Policy explains how Managed by Akoya Ltd (“we”, “us”, “our”) collects, uses, discloses, and protects personal data. We are a company incorporated in England and Wales and act as a Data Controller within the meaning of the UK General Data Protection Regulation, the Data Protection Act 2018, and any other applicable legislation.
We are committed to ensuring that personal data is processed lawfully, fairly, and transparently, and that your privacy is respected at all times.
1. Data Collected
We collect personal data which may include identity details such as name, title, date of birth and gender; contact details including postal address, email address and telephone numbers; property and service information including ownership and management details, contractual arrangements and booking records; guest details including names, stay dates, payment information and communications; operational information including records of cleaning, maintenance and contractor assignments; technical information such as IP address, browser type, device identifiers and website usage data; and correspondence including enquiries, complaints, emails, telephone records and messages exchanged via WhatsApp or other messaging services.
2. Purposes of Processing
Personal data is processed for the purposes of fulfilling contractual obligations relating to property and guest management, administering bookings, payments and financial records, communicating with landlords, guests, contractors and partners, complying with legal and regulatory requirements, maintaining operational records, sending service updates and marketing communications where lawful, and improving our websites, booking systems and customer experience.
3. Legal Basis for Processing
Processing is carried out on the basis of contractual necessity where required to perform a contract or take steps prior to entering into a contract; legitimate interests where necessary for the operation and improvement of our business and services, provided that such interests are not overridden by your fundamental rights; consent where you have provided explicit agreement to specific processing such as marketing communications; and legal obligation where required to comply with statutory requirements.
4. Marketing Communications
We may use your personal data to send you information about our services by email, WhatsApp, telephone or post. Marketing communications are sent only where you have provided consent or where we rely on the “soft opt-in” exception for existing clients in accordance with the Privacy and Electronic Communications Regulations. You may withdraw consent or object to marketing at any time by following the unsubscribe link in our emails or by contacting us directly.
5. Disclosure of Data
We do not sell personal data. However, we may disclose personal data to service providers engaged in property management, cleaning, maintenance, staging and booking services; technology providers responsible for hosting, customer relationship management and booking systems including Guesty and Zoho; professional advisers such as accountants, solicitors and insurers; and regulators, government authorities or law enforcement agencies where disclosure is required by law. All third parties engaged by us are required to process personal data in compliance with applicable law and subject to contractual safeguards.
6. International Transfers
We may transfer personal data outside the United Kingdom where this is necessary for the provision of services, including to operational teams in the European Economic Area and Colombia. Where such transfers occur, we ensure that appropriate safeguards are implemented, including the use of the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, in order to ensure that personal data continues to be protected to UK standards.
7. Data Retention
Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or regulatory requirements. Client and landlord records are retained for a period of at least seven years; guest records are retained for the period required by law or operational necessity; and marketing data is retained until consent is withdrawn or the right to object is exercised.
8. Data Subject Rights
You have the right to request access to the personal data that we hold about you, to require correction of inaccuracies, to request erasure where lawful grounds apply, to restrict processing in certain circumstances, to request the transfer of your data in a structured, commonly used and machine-readable format, to object to processing carried out on the basis of legitimate interests or for direct marketing purposes, and to withdraw consent where processing is based on consent. Requests to exercise these rights should be submitted to info@akoyaproperty.com
9. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to distinguish you from other users, to improve website functionality, and to analyse traffic. These include essential cookies required for site operation and non-essential cookies such as Google Analytics and Meta Pixel used for marketing and performance monitoring. Non-essential cookies will only be set with your consent, which is obtained through the cookie banner displayed when you visit our website. You may refuse consent or adjust your preferences at any time. Further details are provided in our separate Cookies Policy.
10. Data Security
We implement appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure or destruction. Access to personal data is restricted to employees, contractors and third parties with a legitimate business need and subject to confidentiality obligations.
11. Contact Details
If you have any questions regarding this Privacy Policy or our handling of personal data, you may contact us at:
Data Protection Officer
Managed by Akoya Ltd
Waters Edge Park Drive, HA3 6RN
Email: info@akoyaproperty.com
You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority for data protection, via https://ico.org.uk or by telephone on 0303 123 1113.@Diksha R. Terms of website use: