Exeter Student Lets privacy policy
Your contact details are private and we are committed to protecting them. We promise to:
- only use information you give voluntarily
- encrypt, transmit, and store your information in secure systems
- only permit access to authorised personnel and organisations
- correct inaccurate information when alerted, and
- delete your information when it is not legally required.
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. It does not commit us to providing occupancy.
Why information is required
We require your information to check suitability for occupancy before entering an agreement so we or an authorized management agent can:
assess your suitability as an occupant or guarantor.
perform legal checks in relation immigration status, deposit protection, and other legal obligations about the occupancy.
arrange the occupancy and enter into an agreement and guarantee with you.
manage your occupancy and the property including collecting fees and arranging repairs.
handle emergency situations.
Your occupancy application cannot proceed until all necessary information is provided.
Your information
Information we collect, hold, and use about prospective occupants and guarantors:
- 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
- credit reference agencies
- deposit protection bodies
- property management agencies
- gas, electricity, water, and other utility companies
- internet, email, television, and media providers
- insurance companies
- professional advisers
- 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.
Your rights
You have the right to:
- object to us processing data
- access to your data and details about our processing activities
- restrict processing
- data portability
- erase your data (the right to be forgotten)
Withdrawal of consent
Your consent provides us with a legal gateway to process your data. Unless we receive legitimate data requests such as a court order, you can withdraw consent at any time by contacting us.
Complaints
We operate an internal complaints policy. Please contact us if you have any concerns about the way we collect or handle your data.
You also 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