Privacy policy

It’s important to us that we’re always open, honest and transparent and you can see how your data is used. The  experience you have with Mason & Fifth matters and we care about your privacy concerns so we’ve broken down our privacy policy so you can understand it a little easier.

Key information:

• Our website is operated by Mason & Fifth Limited. Our registered address is 64 New Cavendish Street, London, United Kingdom, W1G 8TB.
• When staying at a Mason & Fifth building or speaking with us online, Mason & Fifth Limited is responsible for handling your data.

If you have any questions or queries about how we store your data or how it’s used, please get in touch with us at hello@mason-fifth.com and we’ll be able to help you.

Our website and mailing list is GDPR compliant and our privacy policy relates to any personal information that you provide us with. By using our website or submitting your personal data you’re accepting the terms of our privacy policy.

We may collect name, email address, home address, payment details (including credit/debit card details) These types of personal data may be collected at the time of enquiring or making a booking with us via contact forms, emails or phone. 

Via third party bookings:

When confirming your stay with a third party booking agent (Booking.com, airbnb) they will share these details for us to enter into a contract with you.

Receiving Mason & Fifth news:

When we send news updates about Mason & Fifth, you’ll only receive this if you’ve opted in to receive them. If you haven’t opted in, we won’t send any communications.

Via social media:

If you connect with us on either Instagram, LinkedIn or Facebook, your social handle, name and email address may be used for us to respond to your question or booking enquiry.

Staying with us:

If you’re staying with us, your name, email address, telephone number, form of identification, preferences, interest you mention to us, payment details and home address (including proof of address such as utility bill) will be used to onboard you as a housemate or check-in to our short stay accommodation. These details are collected for us to engage in a contract with you, copies of identification comply legally and won’t be shared outside of Mason & Fifth.

Any interests or particular preferences shared with us will be used with your consent to inform events, or your experience.

• When you visit our website it records your data, including information automatically gathered by the web browser.
• Our website gathers cookies to distinguish you from other users on there. It helps us to provide you with a good experience when browsing our site and in-turn also helps us to improve our site.

A cookie is a small text file stored on your browser or computer hard drive if you consent.

Under data protection laws, you have various rights including:

• You have a right to access your personal data (also known as a “subject access request”)
• Correct incomplete or inaccurate data we hold about you
• You can ask us to erase the personal data we hold about you
• You can ask us to restrict our handling of your personal data
• You can ask us to transfer your personal data to a third party
• Objecting to how we are using your personal data
• Issuing a complaint with the data protection authority
• Withdraw your consent to us handling your personal data

You also have a right to file a complaint with us which you can do so by contacting us at hello@mason-fifth.com and we will respond to you.

We share your personal data with third parties in the following situations:

• Mason & Fifth, like many businesses, sometimes hires selected third parties who act on our behalf to support our operations or to  improve and optimise our website. They may store and access your personal data to perform duties to us.

• In order to provide the services you request from us, our affiliated businesses may access and process the information which we collect from you for the purposes described above, including to offer products and services to you. Our affiliated businesses will only use your data for the purposes for which we originally collected it.

• If we sell our business or our company assets are acquired by a third party, personal data held by us about our residents/members, residents/membership applicants or customers may be one of the transferred assets.

• When we are required to, we will provide confirmation about whether or not a guest has stayed at one of our locations via a third party booking agent. This is a legality that Mason & Fifth are contractually obliged to share this information. This will be kept confidential and complies with data protection laws.

• If we need to disclose your personal data (i) to comply with a legal obligation and/or judicial or regulatory proceedings, a court order or other legal process. (ii) to enforce our Terms & Conditions, House Rules or other applicable contract terms that you are subject to or (iii) to protect us, our residents/members, residents/membership applicants, or contractors against loss or damage. This may include (without limit) exchanging information with the police, courts or law enforcement organisations.

We will keep your personal data only for as long as we need it for the purposes outlined in this Privacy Policy, unless it’s required for a longer time period to comply with any legal, regulatory, accounting or reporting requirements. We gather housemate and guest records for six years after stay or termination of your tenancy.  We’ll retain information submitted through the website for two years following contact with you. And finally, when you consent to receive marketing communications, we will keep your data until you unsubscribe.

We use your personal data in the following ways:

• To acknowledge, confirm and manage your guest / housemate  booking (and where necessary put you on our waiting list). We’ll use your data so we can fulfil your request to stay with Mason & Fifth.

• As a guest or housemate, we’ll be able to provide you with the services we’re committed to providing, administer your resident/membership account and contact you regarding your use of the services. The use of this is important so that we can cater to and respond to your personal requirements  when entering a contract together. 

• To complete and fulfil your booking, for example, to process your payment, ensure that your room is available, and provide you with related customer service, including sending confirmations or pre-arrival messages, assist you with meetings, events or celebrations. 

• To contact you in connection with user/customer/member surveys and use any information you choose to submit in response, provided that you gave us your consent to being contacted in this way at the time you provided us with the personal data.

• Mason & Fifth will never sell your data but we may share your data with selected third party services who you’ve opted in to hear from. The only other time your details may be shared is if an operator requires your information to confirm a booking of a guest staying at our accommodation. However, that will be compliant with data laws and confidential.

• For certain business interests, which include the following:

• where we are asked to deal with any enquiries or complaints you make.
• to better understand how visitors interact with our website and ensure the user experience is effective for you or device.
• to conduct analytics that may inform our marketing strategy and allows us to enhance the experience we offer our guests and housemates.
• if you ask us to delete your data or to be removed from our marketing lists and we are required to fulfil your request, to keep basic data to identify you and prevent further unwanted processing.
• to share your personal data with affiliate businesses for administration, customer services and in relation to your booking made with us.
• we may anonymise, aggregate and de-identify the data that we collect and use for our own internal business purposes, including sharing it with our current and prospective residents/members, business partners, our affiliated businesses, agents and other third parties for commercial, statistical and market research purposes, for example to allow those parties to analyse patterns among groups of people, and conducting research on demographics, interests and behaviour.
• for internal business/technical operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes and as part of our efforts to keep our Site, network and information systems secure.
• we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of our clients or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

Any changes we make to our Privacy Policy will be posted here.

FUNCTIONAL
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ANALYTICS
These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

MARKETING
These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

We think we’ve covered everything but if you have any questions, comments or feedback on our Privacy Policy, you can email us at hello@mason-fifth.com