Privacy and cookies

Last updated 9 November 2026

Who we are

iCardiff is the name we use for our guest houses and apartments in Cardiff. We're a small, family-run business, and we look after the personal details you give us when you book or get in touch.

• The Riverhouse is run by My Brother and I Limited, a company registered in England and Wales, number 07429185. Registered office: 59 Fitzhamon Embankment, Cardiff CF11 6AN.
• Number One Hundred and Central Studios are run by My Sister and I Limited, a company registered in England and Wales, number 07429221. Registered office: 100 Newport Road, Cardiff CF24 1DG.
• Queen Street Apartments and Altolusso are run by Abigail Prothero and Charles Prothero, trading as iCardiff.

Each of these is responsible for the personal details of guests who stay at its properties.

What we collect, and why

• When you book. Bookings are made through our booking providers, FreeToBook and booking-directly. They collect your name, contact details and payment details, and pass us what we need to run your stay, like your name, dates and contact details.
• When you contact us. If you email, call or message us, we keep your message and contact details so we can reply and help with your stay. If you use the enquiry form on our website, your message is sent to our inbox by Web3Forms, a form delivery service. Our website itself doesn't store what you type.
• During your stay. We email you your check-in details, including door and key safe codes, the day before you arrive, and keep notes we need to look after your stay.
• Our WhatsApp AI assistant. If you message our AI assistant, your messages are handled by WhatsApp and by the AI service we use to answer simple questions. Please don't send payment card details or other sensitive information through it.

We use your details to manage your booking and stay, to answer your questions, and to keep the records the law requires, for example for tax and accounting.

Who we share it with

We only share your details with the people who help us run your stay: our booking and payment providers, Web3Forms (which delivers website enquiries to our inbox), WhatsApp and our AI assistant service, and our accountants. We'll also share details if the law requires it. We never sell your details or use them for marketing you didn't ask for.

How long we keep it

We keep booking details for as long as we need them to run your stay and deal with any questions afterwards. Some records, like invoices and payments, we keep for as long as tax and accounting rules require. After that, we delete them.

Cookies

Our website doesn't use cookies, analytics or advertising trackers, and it doesn't remember anything about you between visits.

A few things come from other companies:

• Fonts. Our lettering loads from Google Fonts, so Google receives your device's internet address when the page loads.
• Enquiry form. When you press send, your message goes to Web3Forms, which emails it to us. It doesn't set cookies on our site.
• Booking pages. When you click a book button, you go to FreeToBook or booking-directly. Their pages have their own privacy and cookie policies.
• Other links. Links to Google Maps, WhatsApp and Uber take you to their sites, which have their own policies.

Your rights

Under UK data protection law you can ask to see the personal details we hold about you, ask us to correct or delete them, or object to how we use them. Just email us and we'll reply within a month.

If you're not happy with how we've handled your details, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes

If we change how we use your details, we'll update this page and the date at the top.