Privacy Policy

Student Spacez is committed to protecting your privacy. In order to provide our services to you we need to collect, process and store certain personal information about you. Please read this privacy policy carefully as it describes how we collect, use, store and transfer your personal information. It also sets out the rights you have in relation to such data.

About Student Spacez

Student Spacez exists as a marketing brand identity for the exclusive use of student properties owned by John & Vicki Hope-Robinson only. Student Spacez is not a trading name.

Management of Student Spacez will be undertaken by independent managing agent, Hutch Living Ltd, who undertakes all responsibility noted within this policy in protecting your privacy.

What does this policy apply to?

This policy applies to personal information collected by Student Spacez. It does not apply to personal information collected by third-party companies, individuals or organisations or other websites which this website may link to or be linked from. Where third parties collect your personal information their own privacy policies will apply.

What information do we collect?

We collect, use, store and transfer different kinds of personal information about you to enable us to provide the services you have requested and to allow us to enter into and fulfil our obligations and exercise our rights under our contract with you.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer the following personal information:

• name
• home address
• date of birth
• gender
• nationality
• email address
• telephone numbers
• emergency contact details
• university attending and year of study
• bank account and payment card details and billing address
• property preferences, including details of persons in any group of tenants
• marketing preferences, including communication preferences
• history of past tenancies
• feedback and survey responses
• IP address used to connect your computer to the internet, browser type and version, time zone setting and location, browser plug-in types and versions and operating system and platform
• social media ID if you link your accounts to us

If you are a nominated guarantor we will obtain contact details and some basic information about you from the individual signing a tenancy agreement for one of our properties in order to process their application.

Where we need to collect personal information by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to complete the tenancy application for a property).

How do we collect your data?

We use different methods to collect personal information from you, including:

• Direct from you – you may give us your personal information by applying for and/or booking a property filling in electronic/paper forms, corresponding with us by email, post or telephone, submitting a query, subscribing to our marketing lists or newsletters, taking part in a survey or promotion or giving us feedback.
• Technology – when you visit our website we may automatically collect technical information about your device, browsing actions and patterns. We collect this information using cookies, server logs and other similar technologies. For more information on cookies see our Cookie Policy.
• Other sources – we may receive personal information about you from various third parties and public sources. For example, name, contact details and payment information from providers of technical, payment and delivery services. If you are a nominated guarantor we will obtain contact details and some basic information about you from the individual booking a property in order to process their application.

What do we use your information for?

We use your personal information to:

• register you as a new customer, book a viewing and manage your account
• process your tenancy application for a property
• manage and administer your tenancy
• carry out our obligations and exercise our rights under our contract with you
• communicate with you in connection with your booking and tenancy and respond to your requests
• provide customer service and support
• communicate with you about activities organised by Student Spacez
• process payments
• recover any unpaid sums due to us
• administer your guarantee (if you are a guarantor)
• prevent and detect criminal activity, fraud and misuse of or damage to our properties
• provide you with support in using our website
• send you marketing and promotional materials
• seek your views on our services/take a survey
• administer our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
• help us improve the design and content of our website to ensure the best experience possible
• exercise or defend legal claims

Purposes for using your information

We will use your personal information:

• to reply to an email/enquiry
• to perform a contract we are about to enter into or have entered into with you
• offer or provide you with the services requested, plus any others we think may interest you
• provide details on the properties requested, plus any others we think may interest you
• where it is necessary for our legitimate interests
• where we need to comply with a legal or regulatory obligation

We will only send you marketing and promotional materials with your consent. You can tell us that you want to stop receiving marketing communications from us at any time.

Where we hold any personal information, it will be processed and stored securely, for no longer than is necessary, considering the reason it was provided to us.

Who do we share your information with?

Your personal information may be shared with third parties as follows:

• third parties used to facilitate payment transactions (e.g. financial institutions)
• if you are a tenant and you fail to pay your rent we may contact your guarantor and inform them of this failure when exercising our rights under the guarantee
• debt recovery agencies in the event that you fail to pay your rent and/or any other charges due
• law enforcement and fraud prevention agencies in connection with the prevention, investigation, detection or prosecution of criminal offences
• with relevant utility suppliers and local authorities for the purpose of informing them who lives in the accommodation and in respect of any council tax or other bills that you have failed to pay
• your emergency contact in the event this is needed
• with your University so they can provide you with support in the event that we have concerns regarding your welfare
• where it is necessary to protect or defend our legal rights or the legal rights of others
• if we sell our business or a property we will transfer information relating to tenants and guarantors to the new owner
• our professional advisors (e.g. bankers, lawyers and insurers) and auditors for the purposes of seeking professional advice or to meet our audit responsibilities
• social media sites if you have linked your accounts to us
• where we have a legal or regulatory obligation to do so

We do NOT sell or share your personal information with third parties for them to use for marketing purposes.

We require third parties to respect the security of your personal information and to treat it in accordance with the law. All our third-party service providers are required to take appropriate security measures to protect your personal information. We only permit them to process your personal information for specified purposes in accordance with our instructions.

How long do we keep your information?

Your personal data will be retained for different periods depending on the product or service we provide you. This may be a longer period than that for which we need to hold your data to provide those services, i.e. where we are under regulatory or statutory duties to hold your data for a longer period or need to retain it in the event of a legal claim or complaint.

Security and storage of information

Your data will be held on secure servers which may or may not be located in the EEA (European Economic Area).  All reasonable operational and technological measures have been put in place to safeguard your data, our content and our systems from any unauthorised access.  Wherever possible any identifiable information will be secured, encrypted or minimised.

We will notify you and the Information Commissioner’s Office of a suspected data security breach where we are legally required to do so.

User Rights

Accessing and updating your information:

It is your right to request a copy of the personal data and information we hold about you.  This is known as a data subject access request. It is also your right to request that information we hold about you which may be incorrect, or which may have changed since you first told us, is updated or removed. There is no charge for this service.

Deletion of your information and data:

It is your right to ask us to delete or remove personal data where there is no good reason for us continuing to store and process it. It is your right to ask us to delete or remove your personal information and data where you have successfully exercised your right to object to processing (see below), where we no longer have your consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to delete your personal information and data to comply with local law. Note, however, that it is not always possible to comply with your data and information deletion request for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Withdrawing your consent:

It is your right at any time to withdraw any consent you have given us to process your personal information and data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Your consent preferences can be changed at any time by contacting us.

Restricting or objecting to our use of your data and information:

It is your right to ask us to suspend the use of your data and information in certain scenarios, or object to our processing your information and data where we are relying on a legitimate interest ground (or those of a third party) and you believe it impacts on your fundamental freedoms and rights, or where your data and information is being processed for direct marketing purposes. Each case will be investigated and in some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your data and information which override your freedoms and rights.

Often your data is essential to the supply and delivery of a service provided by us to you.  Please note that if you want us to restrict or stop processing your data and information this may impact on our ability to provide that product or service. Depending on the extent of your request we may be unable to continue providing you with our service.

The moving of your data and information to another organisation:

If your data and information is processed by automated means where consent for us to use your data and information has been provided by you or where we used the information to perform a contract with you, it is your right to request that a copy of your personal data and information be sent to you or to another organisation, for example when you are dealing with a different service provider. These requests are free of charge.

If you would like to request any of the above user rights, please let us know by email to info@studentspacez.co.uk We will respond to you within one month after assessing whether this is possible, taking into account the technical compatibility with the other organisation in question.

Changes to this policy

We recommend that you check this page regularly to keep up-to-date, as we reserve the right to change this Policy from time to time if our policies change or the law changes. Any changes will be posted on this page of the website and you will be deemed to have accepted changes to the Policy on your first use of the website following the changes.

Applicability

This Policy applies only to your use of this website. Our services, website or app may include links to other independent websites and services not provided by us.  As these sites and services are independent they are not under our control and as such we have no responsibility for content on these sites or services and have not approved or checked their privacy notices. We advise you to check the policies of any such websites before providing any data to them.

Further Information

If you have any questions about this policy or how we treat your personal information, please email us at info@studentspacez.co.uk.

Complaints

Complaints regarding the use of your personal data and information will be investigated. If you wish to raise a complaint on how we have handled your personal data and information, please contact us emailing us at info@studentspacez.co.uk.

For further information about your rights, please contact the Information Commissioner’s Office, or your local Citizens Advice Bureau.