Privacy Policy

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 their web server records the public IP address. If you need further information in this regard please see 34sp’s Privacy Notice

    Our Cookies

    Cookies are small text files that websites store on your computer to allow those websites to track or remember certain information about you. While some websites may use cookies for nefarious reasons, most cookies exist to help those who are running the website better understand their audience, or to make your experience on the website as smooth as possible.

    Your web browser has certain options that can give you better control over cookies across all the sites you visit. However, individual websites must inform you about the cookies they or 3rd parties (other services on the page such as Facebook “like” buttons) will place on your computer, and why.

    Below is the list of cookies that we use on the website, as well as the option to disable each group of cookies for this website. Where you choose to disable cookies, we will have to place a different cookie on your computer in order to allow this website to remember your preferences. Deletion of these cookies will signal that you no longer wish to disable some or all of the cookies on this website.

    Google Analytics

    flcc_ga: If this cookie is set, it blocks the use of the Google Analytics cookies detailed below. It can be removed or added as the user wishes. Google Analytics Opt-out Browser Ad-on:

    Google Universal Analytics _ga _gid:

    These cookies are used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. _ga expires after 2 years, _gid expires after 24 hours.

    oogle Universal Analytics Thottle _gat:

    This cookie is used to help the performance of _ga cookie and to throttle the data request rate.

    __utm*: These cookies determine a number of facts about your visit to this site. They help us understand which pages are being viewed, how long they are viewed for, whether you’re a return viewer, and basic information about your computer. This information helps us to ensure the website is optimised, and to diagnose issues that visitors may be having quicker.

    Please understand that the cookies above we use only with the intention of improving your experience, and the experience of future visitors to this website.

    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 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:
    If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of us, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

    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.

    Your rights

    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.

    Contacting us

    If you have any questions about this privacy policy or the way we handle your personal information, please contact us at the address below

    Flats4Students, Kings House, Little Paul Street, Kingsdown, Bristol, BS2 8FD