NX Nights Privacy Notice
Version 1.0 | 25 October 2026
1. Who we are
NX London Ltd, 323A New Cross Road, London SE14 6AS, United Kingdom, is the controller of personal information used for NX Nights. Privacy questions, requests and complaints go to datacontroller@nxlondon.com. For ordinary balance or program questions, contact reception or frontdesk@nxlondon.com.
This notice covers joining NX Nights, the authenticated guest page and rewards administration. Read it with the general NX London Privacy Policy. This notice supplies the more specific information for rewards processing and prevails on that subject if the notices differ. It does not change the earning or redemption rules in the NX Nights Addendum.
2. Information we use and its sources
We use your name, email address, stable member identifier, enrollment and acceptance records, account status and optional marketing choice. These are obtained from you and the records made when reception enrolls you. An email address helps link bookings; it is not, by itself, proof that a person owns an account.
We link relevant records from our property management, reservation and payment systems, including Sirvoy. These may include booking references and origin, stay dates, beds paid for, rate and group eligibility, extensions, occupation, payment amounts and status, and reversals or recoveries. We also retain awards, bonus-used status, expiry, redemptions, corrections, appropriate account communications and access/audit events. Booking information may originate with you, an authorized booking adult or the platform used for the original reservation; we use only what is necessary and permitted for the membership purpose.
When you earn or redeem for companions, we use the minimum identity and occupation information needed to verify the qualifying booking and apply the rules. Companions’ private correspondence, health information and payment credentials are not displayed on your member page.
NX Nights does not require a new passport copy, a full card number, card security code or medical history. The rewards system may check an applicable property-exclusion status, but detailed incident and medical files are kept separately with restricted access. Payment authority is a separate matter: joining NX Nights does not authorize card charges.
3. Why we use this information
Membership contract: to open the membership you request, identify eligible accommodation, calculate and maintain the rewards balance, arrange redemptions, answer account questions and send essential account or program-change notices.
Legitimate interests: to verify links and companion bookings, prevent duplicate accounts and repeated use of a once-only bonus, protect systems, investigate suspected misuse, apply established restrictions and resolve disputes. Our interests are accurate rewards administration, security and prevention of misuse. We limit the processing and assess it against your rights.
Legal obligations: to retain or disclose the particular records that applicable accounting, tax or other law requires. Promotional emails: only with a separate opt-in, which you can withdraw.
Membership is optional. We need identifying and relevant booking information to administer it, but declining membership or promotional emails does not prevent an otherwise available accommodation booking.
4. Administration, providers and overseas access
HEL USA LLC, a separate New York-based U.S. company, provides administration for NX London Ltd. Its authorized employees access relevant membership, booking and payment-administration records from the United States, on NX’s instructions. HEL USA LLC is not authorized to use member information for its own unrelated advertising.
Sirvoy supports the underlying reservation records. Cloudflare, Inc. supplies cloud infrastructure for the custom rewards database and associated applications, security and delivery functions as applicable. Email-delivery and IT-support providers may handle the information necessary for their tasks. Payment providers handle payments and disputes; NX Nights uses the relevant transaction status, not a second copy of full card credentials.
Information may be disclosed to professional advisers, insurers, authorities or courts where necessary and lawful for a specific matter. We do not routinely export members’ balances or rewards ledgers to booking platforms, and we do not turn booking-platform email lists into NX Nights marketing lists. Enrollment contact details and optional promotional permission are recorded separately.
International-transfer safeguards
HEL USA LLC processes information in New York. Cloudflare’s international services can involve the United States, the UK, the EEA and other countries in its authorized service network. Database storage, replicas, backups and support access depend on the relevant service and configuration. We do not promise exclusively UK or U.S. storage.
Our policy requires a valid UK transfer mechanism before a separate overseas recipient receives access. For HEL USA LLC, the required safeguards are a written processing agreement and the ICO’s International Data Transfer Agreement, with a transfer risk assessment (the statutory data protection test) and any necessary additional safeguards. Access must satisfy those requirements, whether records are copied or accessed remotely.
Cloudflare’s published Data Processing Addendum includes a UK Addendum to standard contractual clauses and, where applicable, the UK Extension to the EU-U.S. Data Privacy Framework. The relevant protections must apply to the actual account and processing chain. Cloudflare’s protections do not automatically cover access by HEL USA LLC as a separate recipient. Other overseas suppliers require an applicable UK adequacy arrangement or appropriate contractual safeguards and assessments.
Contact datacontroller@nxlondon.com for information or a copy of the relevant safeguards, with unrelated confidential details redacted where appropriate. Joining the program or acknowledging this notice is not blanket consent to overseas transfers.
5. Automated calculations and management review
The system applies the published earning rules to the linked records, including qualifying dates, the rolling cap, the once-only extension bonus, expiry, redemption costs and payment reversals. These calculations affect the displayed balance and whether a reward is available. Incorrect input or booking links can produce an incorrect result.
You may ask reception or management to explain and review a calculation or restriction. A recorded exclusion may block earning or redemption, but the rewards engine does not independently declare fraud or impose a new property ban. Management decides discretionary termination and forfeiture under the Addendum and records corrections. A negative reward balance does not create a monetary charge.
6. Retention periods
The expiry of an NX Night after 12 months is a reward rule, not an instruction to delete the entire account. We use this schedule for personal information:
– Active membership profile and current balance: While membership is open and the information is needed to operate it. After 24 months with no member-initiated activity, no outstanding rewards, confirmed reward stay or unresolved matter, we archive the account and remove nonessential details. Archiving does not cancel membership, reset the once-only bonus or destroy an entitlement. Verified access can be restored.
– Award, redemption, reversal and adjustment evidence: Six years from the individual transaction or adjustment. Records necessary for tax/accounts follow six years after the end of the relevant financial year if later. Keep only the identifiers and detail needed to explain and evidence the transaction. A later stay does not restart every older transaction’s clock.
– Acceptance evidence: The accepted wording/version, time and member link while membership remains open, then six years after closure. Unnecessary duplicate copies are removed sooner.
– Routine program enquiries: 12 months after resolution. A specific unresolved dispute or necessary claim record is separated and follows its justified evidence period.
– Technical/security logs and administrative access logs: Routine technical/security logs: 90 days. Administrative access logs: 12 months. A balance-changing audit event is transaction evidence, not a short-lived access log.
– Once-only bonus and duplicate-account markers: Minimum member/matching identifier, bonus-used flag and relevant dates for the life of the program, then 12 months after final closure of the program and outstanding redemptions. Necessity is reviewed annually. This does not justify keeping the full profile or travel history for the same period.
– Exclusion matching: Minimum information while a relevant lawful exclusion remains active, reviewed at least annually; delete within 12 months after it ends unless separately needed for a particular legal matter. Detailed incident evidence is not kept in the rewards ledger.
– Marketing: Active promotional use stops on opt-out and after 24 months without a deliberate engagement. Consent evidence: three years after the last promotional message or withdrawal, whichever is later. A minimal suppression record remains while needed to respect the choice, with annual review.
– Routine recovery backups: No more than 90 days. Deleted records are not used in ordinary operations while awaiting rotation; any restoration must reapply deletion, restriction and opt-out decisions before normal use.
An activity reset requires a genuine action by the member, such as a booking, redemption, authenticated account use or substantive account contact. Background system jobs, expiry calculations and promotional sends do not keep an account artificially active.
These are maximum/default schedules, not permission to retain unnecessary information. Closing an account or exercising a right can require earlier deletion or restriction. We retain selected evidence longer only for a specific legal obligation, active dispute or preservation requirement, recording the reason and reviewing the hold every three months. Keeping evidence does not extend a reward’s validity or authorize a card charge.
Archived records are not an active marketing list. Minimum matching markers can remain personal information even if hashed, and must remain protected. Truly anonymized statistics may be retained without the identifiable account.
7. Messages, marketing and account security
We may send necessary account messages, such as enrollment confirmation, a requested balance explanation, security information and notice of a program change. We keep these separate from advertising. Offers are sent only after the separate opt-in promised by the Addendum. You can unsubscribe without losing membership or legitimately earned rewards.
The guest page uses the sign-in and security functions needed for requested access. Optional tracking and website storage choices are explained in the general policy and the cookie-preference interface. Membership acceptance is not consent to analytics or advertising cookies. We do not send the rewards ledger, exclusion details or medical information to marketing tools as part of ordinary program administration.
Access to an account is limited to the member and authorized personnel who need it for their role. We require identity checks for manual linking and sensitive changes, appropriate authentication, access controls and logs. We cannot guarantee that any system is risk-free, but we remain responsible for appropriate security.
8. Your rights and leaving the program
Depending on the circumstances, you may ask for access, correction, deletion, restriction or a portable copy. You may object to processing based on legitimate interests and to direct marketing. You may withdraw consent at any time; this does not make earlier lawful processing unlawful. You may ask for an explanation and human review of a calculation or restriction.
You may ask to close your membership. We explain the effect on outstanding rewards and retain only records still justified under the schedule above. A privacy request is not misconduct and does not, by itself, justify a penalty or forfeiture. Where particular information is needed to provide the membership, we explain what deleting it would mean rather than silently remove benefits.
Contact datacontroller@nxlondon.com, write to NX London Ltd at the address above or speak to reception. No special form or continued membership is required. We may request proportionate verification or clarification. We normally respond without undue delay and within one calendar month, subject to lawful pauses or extensions explained to you. Requests are normally free, subject to applicable legal exceptions.
We explain any lawful limit on a request, including where specific evidence must be kept for a legal obligation or claim or to protect another person’s rights. A property exclusion or restriction on routine correspondence does not prevent a privacy request.
9. Privacy complaints
You can complain to NX London Ltd through the privacy contact, by post or at reception. We acknowledge privacy complaints within 30 days, investigate without undue delay, keep you informed and communicate the outcome without undue delay. That acknowledgment period is distinct from the normal one-calendar-month information-rights deadline.
You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/. Our internal process does not remove your statutory rights or other applicable remedies.
10. Changes
We date and version updates and explain material changes as appropriate before a new use begins. Updating a privacy notice does not itself obtain new marketing consent, change the reward rules or expand a separate card authority.
General privacy policy: https://nxlondon.com/privacy-policy/
Privacy: datacontroller@nxlondon.com
Program and balances: frontdesk@nxlondon.com or reception.
