Privacy Policy

Villa Management Spain is a trade name of Villa Rental Europe B.V. ("we", "us", "Villa Management Spain"). We take your privacy seriously and handle your personal data with care. This privacy policy explains what data we collect, why we collect it, and what rights you have.

This privacy policy applies to all personal data we process through our website villamanagement-spain.com, our social media channels and our services.

1. Who we are

Data controller: Villa Rental Europe B.V. (trading as Villa Management Spain)

• PO Box 482, 7400 AL Deventer, The Netherlands
• Chamber of Commerce: 89048644
• VAT: NL864861990B01
• Email: info@villamanagement-spain.com
• Phone: +34 613 174 104

For questions about this privacy policy or the processing of your personal data, please contact info@villamanagement-spain.com.

2. What personal data do we process?

We process the following categories of personal data, depending on your interaction with us:

• Contact details: name, email address, phone number, postal address.
• Property information: location, type of property, number of bedrooms, rental periods, photos and other relevant information you provide to us.
• Communication data: content of emails, WhatsApp messages, forms or phone conversations.
• Technical data: IP address, browser type, device information, pages visited and visit duration on our website.
• Marketing data: data about your interaction with our advertisements on Meta platforms (Facebook, Instagram) and other marketing channels.

3. Why do we process your data?

We process your personal data for the following purposes:

• Service delivery: management and rental of your holiday property, communication with you and with guests of your property, financial processing and reporting.
• Contact and intake: responding to your enquiry, scheduling an introduction meeting or yield assessment, and following up on a conversation.
• Marketing and advertising: showing relevant advertisements via Meta and other platforms, measuring advertising performance and improving our marketing activities.
• Website analytics: improving our website and user experience.
• Legal obligations: complying with administrative and tax obligations.

4. Legal basis

We process your personal data on the following grounds under the GDPR:

• Performance of a contract when you are or become our client.
• Legitimate interest for marketing activities aimed at existing relationships, and for measuring and improving our services.
• Consent for placing marketing cookies, receiving newsletters and advertising targeting.
• Legal obligation for administrative and tax processing.

5. Who do we share your data with?

We only share your data with parties necessary to deliver our services. Where legally required, we have data processing agreements in place with these parties.

• Marketing platforms: Meta Platforms Ireland Ltd. (Facebook, Instagram, WhatsApp Business) for advertising, lead forms and remarketing.
• Analytics: Google Ireland Ltd. for measuring website traffic (anonymised where possible).
• Scheduling tools: TidyCal for scheduling introduction meetings and intake calls.
• Automation: n8n.io for internal workflow automation and lead processing.
• Rental platforms: Airbnb, Booking.com, Interhome, NOVASOL, Belvilla and other distribution partners, where necessary for the rental of your property.
• Local service providers: cleaning teams and maintenance partners who, with your explicit consent, have access to your property.
• Government authorities: if legally required.

We never sell your data to third parties.

6. Transfers outside the EU

Some of our processors (such as Meta and Google) may process data outside the European Economic Area. We ensure this is done on the basis of adequate safeguards such as the European Commission's standard contractual clauses.

7. Retention periods

We do not keep your personal data longer than necessary:

• Leads and enquiries without follow-up: maximum 24 months after last contact.
• Client data: for the duration of the engagement and 7 years thereafter due to tax retention obligations.
• Marketing data: as long as you have not unsubscribed, or maximum 36 months after last contact.
• Cookies: see our cookie policy below.

8. Cookies

Our website uses cookies and similar techniques. We distinguish:

• Functional cookies: necessary for the website to function.
• Analytical cookies: for measuring usage and improving the website.
• Marketing cookies: including the Meta Pixel, for showing relevant advertisements and measuring advertising results.

For analytical and marketing cookies, we ask for your consent via our cookie banner.

9. Your rights

Under the GDPR you have the following rights:

• Right of access: you can request which data we process about you.
• Right to rectification: you can have incorrect data corrected.
• Right to erasure: you can request that your data be deleted.
• Right to restriction: you can request that processing be restricted.
• Right to data portability: you can request your data in a common format.
• Right to object: you can object to processing based on legitimate interest or for direct marketing.
• Withdrawal of consent: if we process data based on your consent, you can withdraw it at any time.

You can exercise these rights by sending a request to info@villamanagement-spain.com. We will respond within 30 days.

If you believe we are not handling your data correctly, you have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via autoriteitpersoonsgegevens.nl, or with the Spanish Data Protection Agency (Agencia Española de Protección de Datos) via aepd.es.

10. Security

We take appropriate technical and organisational measures to protect your personal data against loss, misuse or unauthorised access. Among other things, we use encrypted connections (HTTPS) and access control to our systems.

11. Changes

We may update this privacy policy from time to time. The most current version is always on this page, with the date of last revision. For significant changes, we will inform you actively.

12. Contact

For questions, requests or complaints about your privacy, please contact:

• Email: info@villamanagement-spain.com
• Phone: +34 613 174 104
• Post: PO Box 482, 7400 AL Deventer, The Netherlands