Privacy Notice
This Privacy Notice explains how AptsLatam Ltd (“AptsLatam”, “we”, “us”) handles personal information collected through our website and related enquiries. It sits alongside our internal corporate policy on privacy and personal data protection.
- Website Privacy Notice version:
- 1.0
- Effective date:
- 15 July 2026
- Based on corporate policy:
- ALESG-POL-005, version 2.0
Who we are
AptsLatam Ltd is a company registered in England and Wales, providing furnished corporate housing and relocation accommodation coordination across Latin America and the Caribbean. AptsLatam Ltd is the controller for the information covered by this notice.
Scope of this notice
This notice covers information collected through our website, general business enquiries, and preparatory communications leading up to a possible accommodation service. It does not replace the broader internal corporate policy that governs AptsLatam’s handling of personal information across its operations.
Information we collect
When you submit a website enquiry, we collect only the information reasonably needed to respond to your request, which may include:
- Name
- Work email address
- Company and job role
- Telephone number, where you choose to provide one
- Destination country and city
- Proposed arrival date and length of stay
- Number of occupants
- Accommodation requirements
- Preferred contact method and form language
- The page from which the enquiry originated
- Information you choose to enter into free-text fields
- Technical security records reasonably generated by the website or form provider
Please do not submit passports, identity documents, medical information, financial account details or other sensitive information through the general enquiry form. If sensitive information is genuinely required to progress an accommodation, we will request it through an appropriate secure channel.
How and why we use information
We use enquiry information to understand what you are asking for, respond to you, prepare accommodation proposals, coordinate with local providers where relevant, keep proper business records, and protect our website and systems from abuse.
Lawful bases
Depending on the interaction, we rely on one or more of the following lawful bases:
- Responding to enquiries and preparing proposals: taking steps at your request before a possible contract, and our legitimate interests in managing business enquiries.
- Delivering agreed accommodation services: performance of a contract, and legal obligations where applicable.
- Maintaining security and preventing abuse: our legitimate interests in protecting our website, systems and communications.
- Maintaining legal and compliance records: compliance with legal obligations, and legitimate interests in establishing, exercising or defending legal claims.
We do not rely on consent as the lawful basis for general enquiry handling, and any future optional marketing communications would be offered separately from the enquiry itself, not bundled with it.
Website enquiries
AptsLatam uses Zoho Forms, a service provided by the Zoho group, to receive, secure, store and deliver website enquiries and related notifications. Information submitted through the form is processed on AptsLatam’s behalf using Zoho’s US service region and may be processed by Zoho group companies and approved subprocessors.
AptsLatam has accepted Zoho’s Data Processing Addendum. AptsLatam uses contractual and other safeguards required under applicable UK data-protection law for international transfers. The exact Zoho contracting entity applicable to the account is being confirmed from the accepted agreement. This notice will be updated when that administrative detail is available.
AptsLatam does not authorise Zoho to use enquiry information for Zoho’s own advertising.
Zoho-side changes to fields, translations, validation and workflows may update automatically because the website loads the currently published Zoho form. For more information about Zoho’s own processing, see the Zoho Privacy Policy.
Sharing information
We share personal information only where necessary and on a need-to-know basis. Typical recipients may include:
- Accommodation providers, landlords and operational partners in the destination country, to progress a requested service.
- Trusted service providers acting on our behalf, such as hosting, communications and business-support providers, under appropriate contractual terms.
- Professional advisers, regulators, courts and authorities where reasonably necessary or legally required.
International transfers
AptsLatam operates internationally. Personal information may be processed in countries outside the United Kingdom, including the destination country of an accommodation request and countries in which our service providers or their approved subprocessors operate. Where required, we rely on legally permitted transfer mechanisms, which may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved Standard Contractual Clauses, or other lawful mechanisms.
Retention
Website enquiry information is normally retained for up to 12 months after the last meaningful contact. If an enquiry results in a client relationship or accommodation service, relevant contractual, operational, financial and compliance records may be retained for longer where necessary to provide the service, comply with law or manage legal claims.
Security
We apply organisational and technical measures appropriate to the nature of the information we handle, including access controls, secure communications and supplier due diligence. No system can be guaranteed to be completely secure; we ask that you use appropriate care when sending information to us.
Individual rights
Subject to applicable law, you may have the right to request access to your personal information, correction, erasure, restriction, objection, data portability, and, where processing is based on consent, withdrawal of that consent. To exercise a right, please contact us using the details below. We will handle requests within the period required by applicable law and may need to verify your identity before responding.
Children
The website is intended for business and adult professional users. The general enquiry form is not directed at children, and children should not submit the form themselves. Where an accommodation arrangement involves a family, information about a minor may be processed only where necessary for that arrangement and with appropriate parent or guardian authority.
Cookies and similar technologies
The website may use storage or access technologies that are strictly necessary for security and essential operation. AptsLatam does not currently activate advertising or behavioural-profiling cookies. If non-essential analytics or marketing technologies are introduced, they will be addressed through an appropriate consent mechanism. Further information about the technologies currently used by this website is available in our Cookie Policy.
Third-party links
The website may link to third-party sites, such as our LinkedIn page. Those sites operate under their own terms and privacy practices, which we do not control.
Complaints
You may complain to the UK Information Commissioner’s Office. Information about making a complaint is available at https://ico.org.uk/make-a-complaint/. We would appreciate the opportunity to address your concern first, but contacting AptsLatam is not a prerequisite to complaining to the ICO.
Changes to this notice
We may update this notice from time to time to reflect changes to our website, services or legal requirements. The effective date at the top of the notice indicates when the current version took effect.
Contact details
For privacy questions or to exercise a right described above, please contact: