Flats4students is committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of UK data protection law, the data controller is Flats4students.
Information we collect from you
We will collect and process the following data about you:
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.
Depending on the service that we provide to you (or on your behalf) we may also collect additional personal information as detailed below;
If you wish to rent a property we are listing;
We will collect your full name and contact details (such as phone number, email address and postal address) gender, plus Student ID number and details of a UK based Guarantor. Your bank/building/similar account details to assist us to help you set up your rental payments.
If you are a tenant renting a property, under the ‘Right to Rent’ scheme we are required by law to collect information relating to your identity, which will be at least one form of photographic identification, such as a passport, or driving license & your birth certificate or a Biometric residence card plus your immigration status documents and Visa information if applicable.
For any Guarantors, home address, email address & telephone contact number, plus one form of documentation with proof of your place of residence (such as a recent utility bill). If Guarantors are to be making rent payments on the tenant’s behalf we will also collect bank details.
Information you give us.
This is information about you that you give us by filling in forms on our website or at our office or by corresponding with us by phone, e-mail or otherwise. Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.
Information we collect about you. With regard to visits to our website
The company that hosts our website is https://www.siteground.com and its web server records the public IP address, browser type and country of origin of a connection. If you need further information in this regard please see Siteground’s Privacy Notice https://www.siteground.com/viewtos/privacy_policys
The website in its current form does not use any cookies. Should this change, then this section will be updated with information about the cookies used.
Uses made of the information
We use information held about you in the following ways:
to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us
How we use your personal information
What is the legal basis of our data processing?
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;
We use your personal information for the purposes of arranging a lease for you.
Where we need to comply with a legal obligation
Where the processing is necessary for us to carry out activities for which it is in Flats4students legitimate interests (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests.
Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively – this will include: verifying the accuracy of the information that we hold about you
We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations;
Disclosure of your information
You agree that we have the right to share your personal information with:
The Landlord of the Property that you are going to rent.
We will disclose your personal information to third parties:
CCTV for crime prevention
CCTV is used at some of the building we help manage in conjunction with landlords, for maintaining the security of property and premises and for preventing and investigating crime, it may also be used to monitor staff when carrying out work duties. For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Where necessary or required this information is shared with the data subjects themselves, employees and agents, services providers, police forces, security organisations and persons making an enquiry.
Where we store your personal data
The data that we collect from you
Hard copy documentation is stored in locked cabinets and secure PC systems at our office
How long do we keep your personal information?
The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.
UK data protection law also gives you the right to access your personal information, to object to the use of your personal information for certain purposes, and the right to erase, restrict or receive a machine-readable copy of your personal information. You can exercise any of these rights by contacting us at the address above. We will comply with the law in responding to your requests. That means that there may be some legal reasons why we cannot comply with all requests.
Flats4Students, Kings House, Little Paul Street, Kingsdown, Bristol, BS2 8FD