This Privacy Policy explains how MRF RENTAL, S.L. (MADRID RENTAL FLATS) processes personal data collected through its website, contact forms, availability enquiries, electronic communications and contractual relationships.
Madrid Rental Flats does not operate as a tourist accommodation establishment and does not use an online booking engine. Its activity is based on temporary tenancy agreements for purposes other than permanent residential use, pursuant to Article 3 of Spanish Law 29/1994 on Urban Leases, together with the services required to manage each stay.
1. Data controller
- Controller
- MRF RENTAL, S.L. (MADRID RENTAL FLATS)
- Tax ID
- B87933552
- Registered address
- Calle Miguel Ángel, 3, 28001 Madrid, Spain
- Telephone
- +34 91 700 03 88
- contacto@madridrentalflats.com
- Website
- www.madridrentalflats.com
2. Personal data we process
Depending on the relationship with each individual, we may process:
Identification and contact details: name, surname, identity document, nationality, date of birth, telephone number, address and email address.
Data relating to the enquiry and temporary tenancy: requested property, dates, duration, occupants, temporary purpose of the stay, agreement, communications and incidents.
Billing and payment data: tax identification number, billing address, company details, bank details, payment method and transaction references.
Professional and corporate data where a company, agency or business partner arranges or manages the tenancy.
Identification and occupant-registration data required by law, where applicable.
Technical browsing and cookie data, as described in the Cookie Policy.
Information voluntarily included in enquiries, complaints or job applications.
Madrid Rental Flats does not request special categories of personal data unless strictly necessary in a specific case and supported by a valid legal basis.
3. Purposes and legal bases
| Purpose | Legal basis | Retention |
|---|---|---|
| To respond to enquiries and requests for availability or information. | Pre-contractual steps requested by the data subject and legitimate interest in responding. | For the time required to deal with the enquiry and any subsequent liability periods. |
| To prepare proposals and enter into temporary tenancy agreements. | Pre-contractual steps and performance of a contract. | For the duration of the relationship and the applicable statutory periods. |
| To manage agreements, occupants, stays, billing, payments, maintenance, assistance and incidents through the PMS and other internal systems. | Performance of a contract, legitimate interest in operational management and compliance with legal obligations. | For the duration of the relationship and the applicable statutory retention and limitation periods. |
| To comply with tax, accounting, administrative, security and occupant-registration obligations, where applicable. | Compliance with legal obligations. | For the periods required by the applicable legislation. |
| To manage relationships with companies, owners, agencies, suppliers and business partners. | Performance of a contract, pre-contractual steps and legitimate interest. | For the duration of the relationship and the applicable statutory periods thereafter. |
| To send commercial information about our own services. | Consent or, for existing customers, legitimate interest and Article 21.2 of the Spanish Information Society Services Act, subject to the right to object. | Until consent is withdrawn or the right to object is exercised. |
| To handle complaints, prevent fraud and establish or defend legal claims. | Legitimate interest and compliance with legal obligations. | For as long as necessary and during the relevant limitation periods. |
4. Mandatory data
Data marked as mandatory is required to respond to an enquiry, assess availability, prepare a proposal, enter into the agreement, manage the stay, issue invoices or comply with legal duties. Failure to provide such data may prevent us from supplying the requested service.
5. PMS and technology providers
Madrid Rental Flats uses a Property Management System (PMS) for the administrative and operational management of temporary tenancies, including customer and occupant data, agreements, billing, payments, communications and incidents. The website does not operate an automated booking engine.
The PMS provider and any other technology providers processing personal data on behalf of MRF RENTAL, S.L. act as data processors and are subject to the contractual requirements set out in Article 28 of the GDPR.
6. Recipients
Personal data will not be sold or disclosed to third parties for their own commercial purposes. Where necessary, data may be disclosed or made accessible to:
The PMS provider and providers of web hosting, email, IT support, storage, communications and security services.
Banks, payment gateways and payment service providers.
Tax, accounting, employment and legal advisers, as well as auditors.
Cleaning, maintenance, laundry, occupant-support and associated service providers, limited to the data strictly required.
Companies, agencies, owners or business partners involved in arranging or managing the tenancy.
Public authorities, law-enforcement bodies, courts and other competent authorities where required by law or under a valid request.
Insurers and external professionals where necessary to handle incidents, damage or claims.
7. International data transfers
Some technology providers may process data in countries outside the European Economic Area. Where an international transfer takes place, the safeguards required by the GDPR will be applied, such as an adequacy decision, Standard Contractual Clauses or another valid mechanism. Further information may be requested using the contact email address.
8. Marketing communications
Marketing communications will only be sent where a valid legal basis exists. Where consent is required, it will be requested through a separate, voluntary and unticked box. Every communication will provide a simple and free method to unsubscribe.
9. Retention periods
Personal data will be retained for as long as necessary to fulfil the stated purposes and will subsequently be blocked for the statutory limitation periods applicable to obligations and liabilities. It will be securely deleted once those periods have expired.
10. Your rights
You may exercise your rights of access, rectification, erasure, objection, restriction of processing and data portability, where applicable. You may also withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
Requests may be sent to contacto@madridrentalflats.com or to Calle Miguel Ángel, 3, 28001 Madrid, Spain, stating the right you wish to exercise and providing the information required to verify your identity.
You may also lodge a complaint with the Spanish Data Protection Agency if you consider that the processing of your personal data does not comply with applicable law.
11. Security and confidentiality
MRF RENTAL, S.L. applies appropriate technical and organisational measures to protect personal data against loss, alteration, unauthorised access, disclosure or processing. Authorised staff and providers are bound by confidentiality obligations.
12. Third-party and children's data
Where a person provides data relating to companions, employees, customers or guests, that person confirms that they are authorised to do so and have informed those individuals about the processing. Children's data must be provided by their legal representative or by the responsible accompanying adult.
13. Cookies
The use of cookies and similar technologies is governed by the Cookie Policy. Non-essential cookies will only be placed where there is a valid legal basis and, where required, after the user's consent has been obtained.
14. Updates to this policy
MRF RENTAL, S.L. may update this Privacy Policy to reflect legal changes, regulatory guidance, changes to suppliers, the PMS, internal processes or services. The version in force will be the one published on the website together with its last-updated date.