Exeter Student Lets privacy policy

GDPR

In line with the General Data Protection Regulations (GDPR) effective from 25 May 2018, we are committed to protecting and respecting your privacy. This is a summary of our privacy notice to tell you what personal information about you we collect, hold and use. This notice is addressed to our occupants and guarantors including prospective and former occupants and guarantors. Please note that by issuing this notice we do not commit ourselves to giving you occupancy.

Your information

We need information prospective occupant and guarantors. Information we collect, hold, and use about you:

• identity and contact details
• personal and background information
• next of kin
• bank details
• car registration
• University/college course
• employments
• previous occupancies
• licence fees, rent, and other payments including arrears
• repairs and complaints
• council tax and utility information
• welfare benefits
• credit checks
• Land Registry checks
• website credentials
• correspondence, emails, and records

Information collection

Information is collected from you and third parties by email, telephone, post, in person, or other digital formats. We may undertake credit, reference, and other checks to verify details.

Information sharing

Your information can be shared with:

• joint occupants
• guarantors
• deposit protection bodies
• gas, electricity, water, and other utility companies
• internet, email, television, and media providers
• insurance companies
• professional advisers
• letting and managing agents
• other licensors, e.g. for references
• contractors and suppliers
• next of kin (in an emergency)
• debt collectors and tracing agents
• public and local authorities and regulatory bodies
• The Home Office (immigration/right checks)
• legal authorities (court orders etc)

Information storage

Information is stored in electronic form on computing devices and as a hard copy form in manual filing systems.

We retain information for 12 months if the occupancy does not proceed or for 7 years from the occupancy end date.

Why information is required

We require your information to check your suitability for an occupancy prior to entering an agreement.

1. For contractual performance so we can arrange the occupancy and enter into an agreement and guarantee with you.

2. For contractual performance so we can manage your occupancy and the property including collecting fees and arranging repairs.

3. In cases of an emergency.

4. In our legitimate interests in relation to personal and background information to assess your suitability as an occupant or guarantor.

5. To perform our legal obligations in relation immigration status checks, deposit protection, and other legal obligations about the occupancy.

Your occupancy application cannot proceed until all information is provided.

Your rights

You have the right to:

• object to us processing data
• access to your data and details about our processing activities
• erase your data (the right to be forgotten)
• restrict processing
• data portability

Withdrawal of consent

Your consent provides us with a legal gateway to process data about you. You can withdraw consent at any time by contacting us. However, if a legitimate enquiry, in connection with a financial loss, is made by any party or legal action considered, your data maybe used and shared for that purpose under legal obligations and legitimate interest.

Complaints

We operate our own internal complaints policy and if you have any concerns about the way in which we collect or handle your data please contact us using the details above.

Additionally, you have the right to lodge a complaint with the supervising authority:

Information Commissioner
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

ico.org.uk