Privacy policy

Clear privacy from the start

We do not sell your data. We use it to assist you, verify your request, formalize and manage your stay and fulfill our obligations. We will ask for your consent whenever processing is optional.

Data controller

Controller: VIBEHOUSING REAL ESTATE S.L.
Tax ID: B-22666200
Registered office: Calle de la Iglesia, 42, 28640 Cadalso de los Vidrios, Madrid, España
Privacy Contact: info@vibehousing.es

This policy applies to data processed through the website, forms, the reservation process, the contract, resident service and communications with owners or collaborators.

What data can we process

Identification and contact: first name, surname, email, phone, date of birth, nationality and identity document.
Profile: studies or occupation, university or employer, stay preferences and information needed to assess the request.
Reservation and contract: unit, dates, amounts, request status, signature and related communications.
Payments: references, proof of payment, payment status and bank details required for refunds. VibeHousing does not retain full card details handled by the payment provider.
Stay: check-in, check-out, incidents, maintenance, communications and evidence necessary to manage the home.
Technical data: IP address, device, security logs and cookies according to the chosen configuration.
Assistant: temporary conversation context in your browser and, when a query cannot be resolved, a limited excerpt with emails, phone numbers, identity document details and reference numbers removed, so the team can improve its response.

What do we use them for and on what basis

Purpose	Legal basis
Respond to queries, evaluate profiles and manage steps prior to booking.	Pre-contractual measures requested by the interested party.
Confirm reservations, prepare and execute contracts, manage payments, arrivals, departures and incidents.	Performance of the contractual relationship.
Billing, accounting, fraud prevention and response to official requirements.	Legal obligation and legitimate interest.
Website security, defense against claims and operational improvement.	Legitimate interest, weighed with the rights of the user.
Maintaining the Vibe Assistant's context during the session and reviewing queries it could not resolve.	Providing the requested service and our legitimate interest in improving support, with data minimization.
Marketing communications, non-essential cookies and promotional use of images or video.	Consent, which can be withdrawn.

Profiles, age and shared living

The website calculates age on the move-in date to apply the commercial policy. For rooms in shared accommodation, the usual profile of ages 18 to 40 can proceed automatically; requests from other age groups go to human review and may be approved. Different profiles may also be reviewed for entire apartments. There is no final refusal based solely on an automated decision.

To explain future shared living, we may show minimized information about profiles overlapping your selected dates, such as age range, country, occupation or university. Names, photographs, exact rooms and contact details are never displayed. Wherever possible, information is presented anonymously or in aggregate.

With whom we can share data

We only share the necessary data with providers that help provide the service: technological hosting, mail, signature, storage, payments, support, maintenance, advice and administrative management. They may also be communicated to owners or collaborators when it is essential to manage the unit and under the duty of confidentiality.

If the reservation is initiated on a platform, said platform will process the data according to its own policy. The data may also be communicated to banks, insurers, administrations, courts or authorities when there is a legal obligation or it is necessary to formulate or defend a claim.

When a provider processes data outside the European Economic Area, we will use an adequacy decision, standard contractual clauses or another valid guarantee in accordance with the regulations.

For how long

We retain data for as long as necessary for the purpose for which it was collected. Queries and requests that have not been formalized will be deleted or restricted when no longer useful; booking, contract, payment and incident documentation will be retained throughout the relationship and the applicable statutory limitation periods.

Data used with consent will be kept until its withdrawal, unless there is another legitimate basis to maintain it. Where applicable, data will be blocked and available only to meet legal responsibilities.

Your rights

You may request access, rectification, erasure, objection, restriction of processing and portability, and withdraw consent without affecting processing already carried out. You may also request human review of an automated decision where applicable.

Write to info@vibehousing.es using a channel that allows your identity to be verified, and state the right you wish to exercise. If you believe processing does not comply with the law, you may complain to the Spanish Data Protection Agency.

Consent to appear in promotional photographs or videos is voluntary and can be withdrawn in writing. The withdrawal does not affect the uses legitimately made before receiving it.

Security and updates

We apply technical and organizational measures proportionate to the risk to prevent unauthorized access, modification, loss or disclosure. Internal access is limited to people who need the data to perform their role.

This policy may be updated when the regulations, the identity of the person responsible or the way the services are provided change. The date of the current version is displayed at the top of the page.