Clive Heathcote
November 9, 2022
1. Introduction
1.1 We are committed to safeguarding the privacy of our website visitors and customers; in this policy we explain how we will handle your personal data.
1.2 This policy applies where we are acting as a data controller with respect to your personal data; in other words, where we determine the purposes and means of the processing of that personal data.
1.3 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications and limit the collection, sharing and publication of your personal data. You can access the privacy controls via www.housesinibiza.com. For assistance, contact info@housesinibiza.com.
1.4 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.
1.5 In this policy, “we”, “us” and “our” refer to Houses in Ibiza. For more information about us, see Section 18.
2. The personal data that we collect
2.1 In this Section 2 we have set out the general categories of personal data that we process and, in the case of personal data that we did not obtain directly from you, information about the source and specific categories of that data.
2.2 We may process data enabling us to get in touch with you (“contact data“). The contact data may include your name, email address, telephone number, postal address and/or social media account identifiers. The source of the contact data is you. If you log into our website using a social media account, we will obtain elements of the contact data from the relevant social media account provider.
2.3 We may process your website user account data (“account data“). The account data may include your account identifier, name, email address, business name, account creation and modification dates, website settings and marketing preferences. The primary source of the account data is you, although some elements of the account data may be generated by our website. If you log into our website using a social media account, we will obtain elements of the account data from the relevant social media account provider.
2.4 We may process information relating to our customer relationships (“customer relationship data“). The customer relationship data may include your name, the name of your business or employer, your job title or role, your contact details, your classification / categorisation within our customer relationship management system and information contained in or relating to communications between us and you. The source of the customer relationship data is you.
2.5 We may process information relating to transactions, including purchases of goods and/or services, that you enter into with us and/or through our website (“transaction data“). The transaction data may include your name, your contact details, your payment card details (or other payment details) and the transaction details. The source of the transaction data is you and/or our payment services provider.
2.6 We may process information contained in or relating to any communication that you send to us or that we send to you (“communication data“). The communication data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms.
2.7 We may process data about your use of our website and services (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system.
3. Purposes of processing and legal bases
3.1 In this Section 3, we have set out the purposes for which we may process personal data and the legal bases of the processing.
3.2 Operations – We may process your personal data for the purposes of operating our website, the processing and fulfilment of orders, providing our services, supplying our goods, generating invoices, bills and other payment-related documentation, and credit control. The legal basis for this processing is our legitimate interests, namely the proper administration of our website, services and business.
3.3 Publications – We may process account data for the purposes of publishing such data on our website and elsewhere through our services in accordance with your express instructions. The legal basis for this processing is our legitimate interests, namely the publication of content in the ordinary course of our operations.
3.4 Relationships and communications – We may process contact data, account data, customer relationship data, transaction data and/or communication data for the purposes of managing our relationships, communicating with you (excluding communicating for the purposes of direct marketing) by email, SMS, post, fax and/or telephone, providing support services and complaint handling. The legal basis for this processing is our legitimate interests, namely communications with our website visitors, service users, individual customers and customer personnel, the maintenance of our relationships, enabling the use of our services, and the proper administration of our website, services and business.
3.5 Personalisation – We may process account data and/or usage data for the purposes of personalising the content and advertisements that you see on our website and through our services to ensure that you only see material that is relevant to you. The legal basis for this processing is our legitimate interests, namely offering the best possible experience for our website visitors and service users.
3.6 Direct marketing – We may process contact data, account data, customer relationship data and/or transaction data for the purposes of creating, targeting and sending direct marketing communications by email, SMS, post and/or fax and making contact by telephone for marketing-related purposes. The legal basis for this processing is our legitimate interests, namely promoting our business and communicating marketing messages and offers to our website visitors and service users.
3.7 Research and analysis – We may process usage data and/or transaction data for the purposes of researching and analysing the use of our website and services, as well as researching and analysing other interactions with our business. The legal basis for this processing is our legitimate interests, namely monitoring, supporting, improving and securing our website, services and business generally.
3.8 Record keeping – We may process your personal data for the purposes of creating and maintaining our databases, back-up copies of our databases and our business records generally. The legal basis for this processing is our legitimate interests, namely ensuring that we have access to all the information we need to properly and efficiently run our business in accordance with this policy.
3.9 Security – We may process your personal data for the purposes of security and the prevention of fraud and other criminal activity. The legal basis of this processing is our legitimate interests, namely the protection of our website, services and business, and the protection of others.
3.10 Insurance and risk management – We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks and/or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
3.11 Legal claims – We may process your personal data where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
3.12 Legal compliance and vital interests – We may also process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject or in order to protect your vital interests or the vital interests of another natural person.
4. Providing your personal data to others
4.1 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice.
4.2 Your personal data held in our website database will be stored on the servers of our hosting services providers.
4.3 We may disclose usage and/or transaction data to our suppliers or subcontractors insofar as reasonably necessary for the use of researching and analysing the use of our website, as well as researching and analysing other business interactions with our business.
4.4 Financial transactions relating to our website and services are handled by our payment services providers, Paypal and Stripe. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://www.paypal.com/uk/webapps/mpp/ua/privacy-full and https://stripe.com/en-gb/privacy.
4.5 We may disclose contact data along with any other personal data contained in enquiries made through our website or services to one or more of those selected third party suppliers of goods and/or services identified on our website for the purpose of enabling them to contact you so that they can offer, market, sell and fulfil orders of relevant goods and/or services. Each such third party will act as a data controller in relation to the personal data that we supply to it.
4.6 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
5. International transfers of your personal data
5.1 In this Section 5, we provide information about the circumstances in which your personal data may be transferred to a third country under UK and/or EU data protection law.
5.2 We may transfer your personal data from the European Economic Area (EEA) to the UK and process that personal data in the UK for the purposes set out in this policy during any period with respect to which the UK is not treated as a third country under EU data protection law or benefits from an adequacy decision under EU data protection law; and we may transfer your personal data from the UK to the EEA and process that personal data in the EEA for the purposes set out in this policy during any period with respect to which EEA states are not treated as third countries under UK data protection law or benefit from adequacy regulations under UK data protection law.
5.3 We have offices and facilities in the UK. The competent data protection authorities have made an adequacy determination with respect to the data protection laws of the UK.
5.4 The hosting facilities for our website are situated in the United States.. The competent data protection authorities have made an adequacy determination with respect to the data protection laws of each of these countries.
5.5 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
6. Retaining and deleting personal data
6.1 This Section 6 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
6.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3 Personal data retention specific rulesIf you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue. For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
6.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use, the purpose for which we process the data and any relevant and applicable legal and regulatory requirements.
6.5 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
7. Security of personal data
7.1 We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.
7.2 We will store your personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems.
7.3 The following personal data will be stored by us in encrypted form: your name, contact information, password(s) and cardholder data.
7.4 Data relating to your enquiries and financial transactions that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology.
7.5 You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
7.6 You should ensure that your password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our website confidential and we will not ask you for your password (except when you log in to our website).
8. Your rights
8.1 In this Section 8, we have listed the rights that you have under data protection law.
8.2 Your principal rights under data protection law are:
(a) the right to access – you can ask for copies of your personal data;
(b) the right to rectification – you can ask us to rectify inaccurate personal data and to complete incomplete personal data;
(c ) the right to erasure – you can ask us to erase your personal data;
(d) the right to restrict processing – you can ask us to restrict the processing of your personal data;
(e) the right to object to processing – you can object to the processing of your personal data;
(f) the right to data portability – you can ask that we transfer your personal data to another organisation or to you;
(g) the right to complain to a supervisory authority – you can complain about our processing of your personal data; and
(h) the right to withdraw consent – to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.
8.3 These rights are subject to certain limitations and exceptions. You can learn more about the rights of data subjects by visiting https://edpb.europa.eu/our-work-tools/general-guidance/gdpr-guidelines-recommendations-best-practices_en and https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
8.4 You may exercise any of your rights in relation to your personal data by written notice to us, using the contact details set out below.
9. Third party websites
9.1 Our website includes hyperlinks to, and details of, third party websites.
9.2 In general we have no control over, and are not responsible for, the privacy policies and practices of third parties.
10. Personal data of children
10.1 Our website and services are targeted at persons over the age of 18.
10.2 If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.
11. Updating information
11.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.
12. About cookies
12.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
12.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
12.3 Cookies may not contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.
13. Cookies that we use
13.1 We use cookies for the following purposes:
(a) authentication and status – we use cookies to identify you when you visit our website and as you navigate our website, and to help us determine if you are logged into our website;
(b) shopping cart – we use cookies to maintain the state of your shopping cart as you navigate our website;
(c ) personalisation – we use cookies to store information about your preferences and to personalise our website for you;
(d) security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;
(e) advertising – we use cookies to help us to display advertisements that will be relevant to you;
(f) analysis – we use cookies to help us to analyse the use and performance of our website and services; and
(g) cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.
13.2 Specific use and termination of cookies:
(a) If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
(b) If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
(c ) When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed
14. Cookies used by our service providers
14.1 Our service providers use cookies and those cookies may be stored on your computer when you visit our website.
14.2 We use Google Analytics. Google Analytics gathers information about the use of our website by means of cookies. The information gathered is used to create reports about the use of our website. You can find out more about Google’s use of information by visiting https://www.google.com/policies/privacy/partners/ and you can review Google’s privacy policy at https://policies.google.com/privacy.
15. Managing cookies
15.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647 (Chrome);
(b) https://support.mozilla.org/en-US/kb/enhanced-tracking-protection-firefox-desktop (Firefox);
(c ) https://help.opera.com/en/latest/security-and-privacy/ (Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/en-gb/guide/safari/manage-cookies-and-website-data-sfri11471/mac (Safari); and
(f) https://support.microsoft.com/en-gb/help/4468242/microsoft-edge-browsing-data-and-privacy (Edge).
15.2 Blocking all cookies will have a negative impact upon the usability of many websites.
15.3 If you block cookies, you will not be able to use all the features on our website.
16. Cookie preferences
16.1 You can manage your preferences relating to the use of cookies on our website through www.housesinibiza.com. On your first visit to the site you will be presented with options to accept all cookies, or change the settings. The latter option provides relating to the different cookies (necessary, functional, performance, analytics, advertisement) which the user can opt to accept or disable. These options can be adjusted in future by clearing the cookies in your browser, revisiting the site, and adjusting your preferences.
17. Amendments
17.1 We may update this policy from time to time by publishing a new version on our website.
17.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
17.3 We will notify you of changes to this policy by email, where we have your contact details recorded in our database.
18. Our details
18.1 This website is owned and operated by Houses in Ibiza.
18.2 We are registered in Ibiza, Spain under registration office at Avenida Bartomeu Vicente Ramon 10.
18.3 Our principal place of business is at our registered address.
18.4 You can contact us:
(a) using our website contact form; or
(b) by email, using this link or the email address published on our website.
Houses in Ibiza-White Island Realty
Property Rental Rules,Terms & Conditions
White Island Realty SL, though its websites “housesinibiza.com”, generally acting as a mediator, delivers the terms and conditions, which have been established by each of the different owners of the villas which are listed in our catalogue.
Below, we specify the basic points, which regulate the rental terms and conditions in general.
You must be over 21 years old to make a booking with us. We reserve the right to refuse bookings at our sole discretion.
Acceptance of Terms and Conditions
The General Terms and conditions established for the rental of each Ibiza property rental shall be signed by our guests before the keys to their rental villas are being handed over. The client can send us the signed booking contract when making a reservation or leave the signed contract at our office the day of arriving in Ibiza. It is not possible to check into the property without having the booking conditions signed.
Reservation deposit
The receipt of any amount in our bank account does not constitute a formal reservation. The booking can be considered as binding from the moment White island Realty SL, though its websites “housesinibiza.com”, has issued and forwarded a Reservation Voucher. The requested holding or reservation deposit can vary for each property, according to each owner ́s reservation policy. The balance payment should be made effective before receiving the keys to the property at the latest, as set in the booking Terms and Conditions received.
Cost and services included in the Ibiza property rental price
The rental price includes the exclusive use of the furnished and equipped house and its installations. The consumption of water, gas and electricity are included as well as the furnishing of the house with bed linen, towels, household items and electric appliances. Independently of the cleaning service established for each property by the owner, White Island Realty SL, though its websites “housesinibiza.com”, offers the possibility to hire additional cleaning options.
Cancellation policy
White Island Realty SL, though its websites “housesinibiza.com”, acting as a mediator, will apply the cancellation policy of the owner of the rented property. Unless otherwise stated, the following general rule will be applied:
Up to 60 days prior to arrival, a penalty of 50% of the rental price will be applied
Less than 60 days prior to arrival a penalty of 100% of the rental price will be applied
In case of cancellation, White Island Realty SL, through its websites “housesinibiza.com”, will make every effort to negotiate with the owner of the property on your behalf to obtain the best possible conditions, as part of our customer service policy. In case of cancellation on behalf of the property, the rental paid to date will be reimbursed.
Security deposit
The booking contract specifies a safety bond which is to be deposited before checking into the rented property. This safety or breakage deposit varies in quantity and form of payment and it is to be used to cover possible breakages or damage of the property, other than normal wear and tear. This deposit will be reimbursed on departure, once the state of the Ibiza rental property has been checked by our staff or the villa owner. In case of any breakages for which the costs cannot be! determined immediately and exactly, delays up to 15 days may be caused. Only occasionally, and when previously agreed on, this breakage deposit can also be used to pay for extra services hired throughout a stay at a rental villa or reimbursable expenses paid in advance by White Island Realty SL, for Ibiza property rental though its websites “housesinibiza.com”.
Number of guests
The number of people staying at the property must not exceed the number of sleeping places indicated in the booking conditions.
The property and the agent reserve the right to revoke the booking at their sole discretion in case this condition should be violated, and also may result in losing the security deposit.
Access
The property agent and the owner of the property (and/or their representatives) shall be allowed free access to the house at any reasonable time during the holiday! occupancy for the purpose of maintenance or in case of emergencies, e. g. failure of any facilities.
Client responsibilities
The client must keep the house and all furniture, facilities and equipment in the same state of repair and condition as at the commencement of your holiday or stay, and the property should be handed over free of any garbage. The client is responsible for all damage or loss which occurs to the property or its contents during your occupation and will be responsible for paying appropriate compensation to the owner through the gent in case of any damage.
The celebration of parties and events of all kinds is expressly prohibited at the houses, without the consent of the property owner or his representative. The number of people accessing or staying at the property must not exceed the maximum number of guests as stipulated, unless the property owner or his representative has! given their authorisation.
It is prohibited to install and use other sound equipment than the ones installed at the villa, unless expressly authorised by the property owner or his representative. As per laws and regulations in force it is not allowed to play music outside the villa after midnight. Formal complaints from neighbours or reports filed at the local! town authorities for breach of these rules may result in loss of the security deposit and revocation of the booking.
Liabilities
The client is not responsible for the general functioning of the house, e.g. water pumps, pool, electricity, and if it ceases to function during your stay the owner is! obliged to fix it as soon as possible.
As an island it can and does get saturated in season and sometimes suffers power cuts and shortages, weak Wi-Fi reception as well as water issues of which White Island Realty SL or the property owners cannot and do not accept responsibility.
White Island Realty SL, through its website “housesinibiza.com”, shall not be responsible for the personal injury of any person staying at the villa and from the injury resulting from the proven negligence of the villa owner.
Security and Valuables
Any valuables left at the property are at the client risk. The property agent is not responsible for loss or breakage of any personal goods. As with all the rental properties in prime locations there is a risk of burglary. It is the responsibility of the client to advise the property agent/owner immediately in case of burglary. White Island Realty SL, though its websites “housesinibiza.com”, accepts no responsibility for any loss or damage due to theft or any security related incident however caused.
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Environmental
We aim to embed environmental stewardship in everything we do. We believe we have a responsibility to minimize the energy, carbon, water and waste impacts of our business and recognize that
these impacts occur not just in the daily operations of our portfolio but also through our entire value chain. As a result, we strive to reduce environmental impacts across the full life cycle of our buildings and our corporate operations.
Social Responsibility
A deep commitment to social responsibility is core to who we are as a company. We believe
people are at the heart of our business and take pride in our outstanding work culture. We strive to be an optimal employer to our workforce and landlord to our tenants, as well as a valued partner to our communities.
Governance
We view good governance as essential to creating and preserving value for our shareholders and other stakeholders. This includes a sound approach to corporate governance that complies with all applicable laws, rules, regulations and policies as well as unwavering adherence to our values.
