Privacy Policy

Effective Date: 14th July 2025
Last Updated: 30th July 2025

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This Privacy Policy describes how Spacey International Limited (“Checked Out”, “we”, “our”, or “us”) collects, uses, and protects your personal information when you apply to attend a Checked Out stay, subscribe to updates, or engage with our platform.

This Privacy Policy is referenced in our [Terms of Application] and governs how we collect, use, and protect your personal information when you apply for a Checked Out stay.

We organise and manage the Checked Out experience, but your booking contract is with the partner hotel.

1. Who We Are

Spacey International Limited is a company registered in England and Wales under company number 11514942.

Registered Office:
8th Floor, South Block, 55 Baker Street, London, W1U 8EW, United Kingdom

We are the Data Controller for the personal data collected through the application process.
We also act as a Data Controller for the limited personal data shared with us by hotels once you book, in order to manage the Checked Out experience.

Contact (Privacy-related inquiries):
admin@checked-out.co

Physical Mail:
Data Privacy,
Spacey International Limited,
8th Floor, 55 Baker Street,
London, W1U 8EW

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2. What Data We Collect

When you apply to attend a Checked Out stay, we may collect the following personal data:

First and last name
Email address
Instagram
LinkedIn
Occupation
Age and/or date of birth
Gender
IP address and engagement behaviour (via our email platform)

We may also maintain records relating to your application status and communication preferences.

Your application may be considered not only for the specific Checked Out stay you selected, but also for future stays, based on availability and suitability.

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3. How We Use Your Data

We use your personal data to:

Evaluate and manage your application for the current and future Checked Out stays
Contact you regarding your application status or suitability for future stays
Send booking information and booking link if you are accepted
Provide additional details about the specific stay you applied for
Send updates about future stays, offers, and relevant content only if you opt in via the optional marketing checkbox
Improve our guest experience and internal planning processes
Send booking confirmations and stay-related communications

We do not use automated decision-making to assess applications.

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4. Legal BasIs for Processing

We process your personal data under the following legal basis:

Consent – e.g., where you opt in to receive marketing communications via the application checkbox
Legitimate Interests – to evaluate applications, communicate with applicants, prepare accepted guests for booking with our partner hotels, and plan future stays.

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5. Data Sharing and Processors

We do not sell your personal data.

We may share your information with trusted third-party processors:

Klaviyo, Inc. – Used to manage email communications and store applicant records. Profiles are stored in a specific list and may include engagement tracking (opens, clicks). This helps us segment audiences (e.g. “Highly Engaged”), trigger follow-ups, suppress unengaged profiles to protect deliverability, and optimise campaign performance. Profiles may be deleted manually, through automation, or via secure API/webhook integrations.
Internal team members – To review and manage your application manually

Hotels and event partners – We provide you with a booking link to our partner hotels, who handle your reservation and payment directly. The hotel remains the contracting party for your booking. The hotel may share limited personal data with us only as necessary to:
- confirm your participation;
- manage the guest list and room allocations;
- coordinate activities and schedules;
- provide tailored communications before, during, and after your stay;
- support you throughout the Checked Out experience.

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We act as an intermediary, delivering the Checked Out programme and managing the guest experience in collaboration with our partner hotels. All data is shared securely and only to the extent necessary for these purposes.

Hosting and storage providers – We use secure third-party infrastructure and cloud services such as Google Drive to store limited customer data, manage internal operations, and deliver our digital services.

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6. International Data Transfers

Klaviyo stores personal and payment-related data primarily in the United States. Where we process or transfer data outside the UK or EU, we rely on legally recognized safeguards such as Standard Contractual Clauses (SCCs) and, where applicable, the EU‑U.S. Data Privacy Framework and UK Extension to the Data Privacy Framework to ensure compliance with UK GDPR and EU GDPR.

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7. Data Retention

We retain application and related data for as long as necessary to consider you for future stays, improve planning, and ensure internal consistency — unless you request deletion sooner.

Data stored in Klaviyo may be deleted manually, through automated flows, or via secure API integrations.

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8. Your Rights

Under applicable data protection laws (including UK and EU GDPR), you have the right to:

Access the personal data we hold about you
Request correction or completion of your data
Request deletion of your data
Withdraw consent at any time (e.g., for marketing emails)
Object to or restrict certain types of processing
Lodge a complaint with a supervisory authority (e.g., the UK Information Commissioner’s Office – ICO)

To exercise any of these rights, email: admin@checked-out.co

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9. Data Security

We apply appropriate technical and organisational security measures, including:

Secure data storage through verified third-party processors
Access controls and permissions for internal systems
HTTPS encryption across our websites and platforms

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10. Cookies & Tracking

We may use cookies and analytics tools (e.g. Google Analytics, Meta Pixel) to understand engagement and improve website performance.

Email campaigns may track open rates and link clicks to optimise future content and communication. You will be informed of and able to manage cookie preferences when visiting our website.

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11. Changes to This Policy

We may update this Privacy Policy occasionally. Updates will be posted on this page with a revised effective date. You should review this policy periodically to stay informed.

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12. Children’s Data

Our services are not intended for individuals under the age of 18. We do not knowingly collect data from minors. If you believe a minor has submitted data to us, please contact admin@checked-out.co, and we will delete it.

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