Last updated 7 October 2026
What we collect
When you send an inquiry, we collect the details you give us: your name, email address, phone number, preferred dates, number of guests, the residence and services you are interested in, and any notes you add.
To protect the inquiry form from abuse, we record a one-way hashed version of your IP address. We do not store your IP address itself.
Emails after your stay and guest reviews
If you stayed in one of our residences, we may send you one email the day after check-out inviting you to share your experience, and at most one reminder. Our concierge may also send you the same invitation by WhatsApp. If you write a review, we use your email address only to let you know when it is published. These are service messages about your stay, not marketing. A published review shows your first name, city and country, the month of your stay and your words; your email address, phone number and booking reference are never shown. To have your review removed, simply contact us.
How we use it
We use your information to respond to your inquiry, to plan and confirm your stay, to arrange any services you request, and to keep a record of our correspondence with you. We do not sell your information, and we do not use it for marketing unless you ask us to.
Who we share it with
We share your information only with the service providers that help us operate: our website and database hosting, our transactional email provider (which sends inquiry confirmations), and, where enabled, a bot-protection service on the inquiry form. When you ask us to arrange a service such as a transfer or a private chef, we share only the details needed to provide it.
How long we keep it
We keep inquiry details for as long as we need them to respond to you, to manage any resulting stay, and to meet our legal and accounting obligations. After that, they are deleted or anonymised.
Your rights
You can ask to see the personal information we hold about you, to correct it, or to have it deleted, and you can object to how we use it, in line with applicable data protection law, including Rwanda's law on the protection of personal data and privacy.
To make a request, or with any question about this policy, contact us at concierge@theblackkeycollection.com.
Changes
We may update this policy from time to time. The date at the top of this page shows when it last changed.