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Privacy Policy

Last updated: 10 February 2025

1. Introduction

Cairnwell ("we", "us", "our") is committed to handling personal data with care and respect. This Privacy Policy explains what information we collect, how we use it, how it is protected, and what rights you have regarding your data. Our services are based in Koh Samui, Thailand, and this policy applies to all interactions with Cairnwell — through our website, by phone, or in person.

For questions about this policy, contact us at privacy@cairnwelesae.

2. Data We Collect

We collect only the personal information necessary to provide our services. This may include:

  • Name and contact details (email address, phone number)
  • Rental preferences and property requirements
  • Correspondence and notes from consultations
  • Information provided through our contact form
  • Technical data collected automatically (IP address, browser type, pages visited) via cookies and analytics tools

We do not collect sensitive personal data (such as financial account information or government identification) unless explicitly required for a specific service and requested with your clear consent.

3. How We Collect Data

Data is collected through the following means:

  • Website contact forms and enquiry submissions
  • Email and telephone communications
  • In-person consultations and property viewings
  • Cookies and website analytics (see our Cookie Policy)

The legal basis for processing your data is generally one of: your consent (where explicitly given), the performance of a service you have requested, or our legitimate interest in conducting our business in a lawful manner.

4. How We Use Your Data

We use personal data for the following purposes:

  • Responding to enquiries and communicating about our services
  • Identifying and recommending suitable properties
  • Supporting lease negotiations and settling-in processes
  • Providing monthly caretaking reports and related communications
  • Improving our website and understanding how it is used
  • Meeting legal and regulatory obligations

We do not use your data for automated decision-making or profiling. We do not sell personal data to third parties.

5. Data Sharing

We share personal data only in the following circumstances:

  • With property owners, where necessary to arrange viewings or lease signing (with your knowledge)
  • With service providers who support our operations (e.g. website hosting, email delivery), under confidentiality obligations
  • Where required by Thai law or legal process

We do not share your information with advertising networks or marketing services.

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes described in this policy, or as required by applicable law. Enquiry data is typically kept for up to two years from last contact. Caretaking client records are retained for the duration of the engagement and for one year afterwards. You may request deletion of your data at any time (subject to legal retention requirements).

7. Data Protection

We take reasonable technical and organisational measures to protect personal data against loss, misuse, and unauthorised access. These include:

  • Encrypted data transmission (HTTPS) on our website
  • Access controls limiting data to authorised team members
  • Password protection and secure storage of digital files
  • Regular review of our data handling practices

In the event of a data breach that poses a risk to your rights, we will notify affected individuals as required by applicable law.

8. Cookies

Our website uses cookies to operate correctly and to understand how visitors use it. For full details, see our Cookie Policy. You can manage your cookie preferences at any time through that page.

9. Your Rights

You have the right to:

  • Access personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion of your data (subject to legal obligations)
  • Object to or restrict processing of your data
  • Withdraw consent where processing is based on consent
  • Receive your data in a portable format

To exercise any of these rights, contact us at privacy@cairnwelesae. We will respond within 30 days.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies separately.

11. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from individuals under 18. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be noted on our website. Continued use of our services after changes are posted constitutes acceptance of the revised policy. The date at the top of this page reflects the most recent revision.

13. Contact

For any questions or concerns about this policy: