Draft — not yet legally reviewed. This page is a working starting point and has not been checked by a solicitor. Please do not treat it as finished or rely on it for compliance purposes until it has had a proper legal review — particularly before payment processing goes live.

Privacy Policy

Last updated: [DATE] · Applies to www.wt-analytics.co.uk and the RateRadar service

This policy explains what personal data RateRadar (operated by [COMPANY NAME], company number [REGISTRATION NUMBER], registered office [ADDRESS]) collects, why, and what rights you have over it.

What we collect

Your hotel's name, and the email address and password you sign up with (your password is stored as a one-way hash — we never store or can see your actual password).
The competitor hotels you (or our support team, on your behalf) choose to track.
If you subscribe to our newsletter: your email address, and the date you confirmed your subscription. This is entirely separate from having a RateRadar account — you can subscribe to the newsletter without ever signing up for the service, and vice versa.
Standard web server logs (IP address, browser type, pages visited) generated automatically by visiting the site.

Subscribing to our newsletter uses double opt-in: after you submit your email, we send a confirmation link before you're added to the list. This confirms the address is genuinely yours and gives you a clear record of having opted in. Every newsletter email includes a one-click unsubscribe link that works without logging in. We don't use your account email for newsletter purposes unless you separately subscribe.

Why we collect it, and our legal basis

We process account data to provide the service you've signed up for (performance of a contract), and to respond to support enquiries (legitimate interest). Newsletter data is processed on the basis of your consent, which you can withdraw at any time by unsubscribing. If you don't provide the account information above, we can't create or operate your account.

Who we share it with

We do not sell or share your data with third parties for marketing purposes. Once payment processing is enabled, necessary billing details will be shared with our payment processor (e.g. Stripe) solely to process payment. If our newsletter subscriber list grows beyond a size we manage manually, we may use a dedicated email service provider (e.g. Mailchimp) to send it — if and when that happens, this section will be updated to name the provider.

How long we keep it

We keep your account data for as long as your account is active, and for a reasonable period afterwards where we have a legal or accounting reason to (for example, financial record-keeping requirements once billing is enabled). Newsletter data is kept until you unsubscribe. [TO CONFIRM: exact retention periods once finalised.]

Cookies

We use a small number of cookies, split into two categories:

Strictly necessary (always on, no consent required under PECR): a session cookie to keep you logged in, and a cookie recording your choice in the cookie banner itself.
Preferences (only set if you choose "Accept all" in the cookie banner): a cookie remembering that you've dismissed the newsletter sign-up prompt, so it doesn't reappear on every page. If you choose "Necessary only," this cookie is never set, and the prompt may reappear on later visits — that's expected, not a bug.

We do not currently use any analytics, advertising, or tracking cookies. If that changes, this section — and the cookie banner itself — will be updated first.

Your rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you
Have inaccurate data corrected
Request deletion of your data ("right to be forgotten")
Restrict or object to certain processing
Receive your data in a portable format

To exercise any of these rights, contact us at privacy@wt-analytics.co.uk [CONFIRM REAL MONITORED INBOX]. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk) if you believe your data has been mishandled.

Children

RateRadar is a business-to-business service intended for hotel staff and is not directed at, or intended for use by, children.

Changes to this policy

We may update this policy as the service develops. We'll update the date at the top of this page when we do.

Contact

Questions about this policy: privacy@wt-analytics.co.uk [CONFIRM].