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Privacy Policy

This Privacy Policy covers the use of your information. The entity (referred to as “we” “us” or “our”) that will be the data ‘controller’ of your personal information will be dependent on the property that you are interested in and/or stay at. It will be responsible for deciding how your information is held and used. To determine which entity is the relevant controller, and to see its contact details, please see the table at the end of this Privacy Policy.

This Privacy Policy governs the manner in which we collect, use, maintain and disclose information collected from users of the everystudent.co.uk website (“Site”) and also applies to the products and services offered by us. If also covers our use of guarantor information.

Personal information

We may collect personal information in a variety of ways in connection with activities, services, features or resources we make available. Users may visit our Site anonymously. We will collect personal information from users of the Site only if they voluntarily submit such information to us. Users can always refuse to supply personal information, although it may prevent them from engaging in certain Site related activities.

Most of the information described above comes directly from you but we do obtain some from third parties, e.g. passed to us from your University. This may include name, address and contact details.

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 information when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with a room that you are trying to book). In this case, we may have to cancel the supply of a product or service, but we will notify you if this is the case at the time.

Cookies

When you visit our Site, we may use cookies, which are small pieces of information that are placed on your device and that may be used to collect certain information, including browser name, the type of computer and technical information about your means of connection to our Site (such as the operating system and the internet service providers utilised and other similar information), to enhance your experience, for record-keeping purposes, and to track information about you. We shall not install non-essential cookies without your consent. For more information on the cookies that may be installed, please see our cookie policy at https://everystudent.co.uk/cookie-policy/ .

How we use collected information

We may collect your personal information for the following purposes:

To improve our Site: We may use feedback you provide to improve our products and services.

To send periodic emails: We may use your email address to respond to enquiries, questions, and/or other requests.

To provide our services, including:

  • For the performance of our contract with you
  • To get you set up on our system and administer your tenancy
  • Facilitate your access to internet connection during your tenancy
  • Contact you about other products and services we think may be of interest to you (only where you have given your consent)
  • Help you book a suitable room or ensure you have the necessary aides, equipment or PEEP (Personal Emergency Evacuation Plan) for your stay
  • Conduct surveys and studies to help us measure satisfaction and our performance (surveys only), improve our service where we can and better understand our customers year on
  • Provide evidence to local authorities for council tax exemption or the provision of electoral roll services
  • Register and protect your deposit, and send you your deposit protection certification (if applicable)
  • Keep a record of what has been agreed with the agent and track for debt collection and commission purposes (if applicable)
  • Provide a cashback reward on an eligible booking
  • For the performance of our contract with you and your guarantor
  • To get you set up on our system and administer your tenancy
  • Keep a record of what has been agreed with the agent and track for debt collection and commission purposes (if applicable)

In the provision of a guarantee

Our legal basis for using your personal information

Data protection law requires us to have a lawful basis for using your personal information. At least one of the following must apply: consent, contract, legal obligation, legitimate interest, public interest or vital interests. In this section we explain which one we rely on when we use your information in a certain way, as detailed in the previous sections.

We use your information for the performance of our contract with you:

  • When you create an account, or when you or a third party acting on your behalf signs a tenancy agreement with us or registers a group booking
  • When you are in are arrears
  • To notify you of a parcel delivery or other service-related message

We use your information for our legitimate business interests for the following:

  • When you visit the Site or log in to your account
  • When you contact us with an enquiry, a complaint, or provide other feedback to us
  • When we provide you with internet connection
  • To support our teams and relevant University with managing a local outbreak of Covid-19
  • To conduct satisfaction surveys
  • To use CCTV and body-worn cameras in and outside of our buildings
  • To share your data with a debt collection company if you are in arrears
  • When you volunteer with us
  • To process data on your energy consumption of the room you are renting
  • To obtain aggregated, statistical information about our tenants
  • To use images of you taken at one our events
  • To provide a reference to a potential landlord or agency

Where we have relied on our legitimate interests to process your personal information, you may contact us to obtain more information, including in relation to our assessment of the impact on you.

We must have your consent to use your data for the following purposes:

  • To market directly to you about other products and services we think may be of interest to you
  • To process any medical, disability, general health or wellbeing information we hold on you (if disclosed)

We have a legal obligation to use your information: 

  • As evidence to local authorities for council tax exemption or the provision of electoral roll
  • To support Public Health England and local authorities with managing a local outbreak of Covid-19
  • To register and protect your deposit (if applicable)
  • To ensure your room is safe for you and to assist you with a Personal Emergency Evacuation Plan (PEEP) (if applicable)
  • As part of any accident or incident investigation and records involving you

Guarantor data: Our lawful basis for collecting guarantor personal information will be performance of a contract (guarantor), legitimate interest (emergency contact) and consent (named person).

Sharing your personal information

Depending on why we are using your data, we will share it with our internet service provider, your University or third party security service looking after the property you will be staying at, the relevant local authority (council), our third party survey providers, third parties administering cashback rewards, third party debt collection services, any tenancy deposit protection scheme being used and the emergency services (in the event of an emergency evacuation). We may also share it with the police or other law enforcement agencies, our professional advisors, third party service providers, your emergency contact, and third parties in the context of the possible sale or restructuring of our business.

We do not sell, trade, or rent your personal information to others. We may share generic aggregated demographic information not linked to any personal information regarding visitors and users with our business partners, trusted affiliates and advertisers for the purposes outlined above.

Third party websites

Users may find advertising or other content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site.

In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.

Where is your information processed?

Your personal information will be stored locally by us and also transferred to certain of our service providers located outside of the UK – specifically, to the USA and Australia. We ensure that your data is protected in these countries by requiring the recipients of your data to enter in standard contractual clauses. If you would like further information on you can contact us using the details set out at the end of this privacy notice.

For how long will we keep your information?

We only keep your information for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to fulfil our legal obligations. However, we generally delete your data 7 years after the end of your tenancy agreement with us.

We will erase your information in advance of these deadlines if we decide that we no longer need it.

Your rights

You have the following rights regarding your information:

RightsWhat does this mean?
1.     Right to be informedYou have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Privacy Policy.
2.     Right of accessYou have the right to obtain access to your information (if we are processing it), and other certain other information (similar to that provided in this Privacy Policy).
3.     Right to rectificationYou are entitled to have your information corrected if it is inaccurate or incomplete.
4.     Right to erasureThis is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5.     Right to restrict processingYou have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6.     Right to data portabilityYou have the right to obtain and reuse your personal information in a structured, commonly used and machine readable format in certain circumstances. In addition, where certain conditions apply, you have the right to have such information transferred directly to a third party.
7.     Right to withdraw consentIf you have given your consent to anything we do with your personal information, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal information with your consent up to that point is unlawful).

To exercise any of these rights at, any time, you can use the contact details at the end of this Privacy Policy.

Changes to this privacy policy

We may update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage you to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect.

Contacting us and making a complaint

If you have any questions about this Privacy Policy, the practices of this Site, or your dealings with us, please contact us at:

bookings@everystudent.co.uk

If you are not satisfied with our response or you believe our use of your information does not comply with data protection law, you can make a complaint to the data protection regulator. In the UK, that is the Information Commissioner – see www.ico.org.uk for more information

Controller and representative details

Address details of the relevant data controller are below:

Property LocationControllerAddress of Controller
AberdeenBoudicca Two Limited

First Names House, Victoria Road Douglas, Isle of Man Isle of Man, IM2 4DF

Isle of Man

SouthamptonBoudicca One LimitedFirst Names House, Victoria Road Douglas, Isle of Man Isle of Man, IM2 4DF Isle of Man

This document was last updated in September 2022