Privacy Policy

The following information constitutes our privacy notice. In this document, "we", "our", or "us" refer to Room Rentals. 

Room Rentals trading as Room Mates Limited is a registered company in England at companies house number 10470771 and with VAT Registration Number 308 083 908

We are notified as a Data Controller with the Office of the Information Commissioner (ICO) under registration number ZA220481 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is Mr Paul Schofield.

Any questions relating to this notice and our privacy practices should be sent to Admin@room-rentals.co.uk    

Our address is at: 

205 Locks Road
Southampton
SO31 6LD

Introduction

  1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
  2. We take seriously the protection of your privacy and confidentiality. We understand that you are entitled to know that your personal data will not be used for any purpose unintended by you, and will not accidentally fall into the hands of a third party.
  3. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
  4. Our policy complies with UK law accordingly implemented, including that required by the General Data Protection Regulation (GDPR) (EU) 2016/679.
  5. The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data, how it is and where it is stored and the process for deletion including any associated timescales. We do this now, by requesting that you read the information provided at www.knowyourprivacyrights.org
  6. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website or otherwise.

Personal information we may process

We aim to process data, whether personal data or not, only to the extent necessary for us to provide our clients with our services and for other agreed purposes.

Often, we may aggregate information in a general way and use it to provide class information. If we use it for this purpose, you as an individual will not be personally identifiable.

Personal information that we may process may include:

Client information

If you are a client, personal information may include your identity and contact information, information about your family members, and financial information.

We may also process information deemed to be “special category” information, such as your race or ethnic origin, and information about criminal records.

In most cases, your personal data will have been provided to us by you from your application for accommodation. However, with your consent, or if it is necessary to provide you with our services, we may have obtained your personal data from a third-party source. From your use and registration of our referencing and contracting platform provider hosted by Goodlord (including but not limited to creating tenancy agreements, guarantor agreements, or notices) and the initial contact to Room Rentals via Telephone, web based sites where we have advertised or marketed available rooms and/or properties as well as mobile telephone text messaging, WhatsApp messaging and electronic mail.

We collect the following information about you: 

  • Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable), photographic Identity document including Passport and/or UK Driving Licence, birth certificate, VISA, Biometric Resident Permit, proof of address documentation from third parties; 
  • Guarantor name, photographic Identification documents such as Passport and/or UK Driving Licence, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable); 
  • Property address; term, rent, deposit, utility and service responsibilities; 
  • The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, payslips/advices, length of employment, salary information (including any regular overtime or commission), and any other income received; 
  • Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
  • Any welfare benefits that you may be eligible for, or are currently on. 

Why we need this information about you and how it will be used 

We need your information and will use your information:

  • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
  • to enable us to supply you with the services and information which you have requested;
  • to help you to manage your tenancy;
  • to carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency; 
  • to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
  • to contact you in order to send you details of any changes to our supplies which may affect you; and
  • for all other purposes consistent with the proper performance of our operations and business.

Related third party information

We may process your personal data if you have a personal or business connection with any of our clients or suppliers. For example, you may be a family member, business partner, other adviser, supplier or transaction counterparty.

The data we process may include contact information, information about your business activities, and financial information such as that relating to income and expenses.

We may be given your personal data by our clients or suppliers, or by third parties acting on the instructions of a client or a supplier.

Supplier information

If you supply our business with goods or services, including subcontracted services that we supply to our clients, then we may process your personal information. However, we do so only to the extent necessary to contract with you.

The bases on which we process information about you

The law requires us to determine under which of six defined grounds we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant, then we shall immediately stop processing your data.

If the basis changes then if required by law, we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

Information we process because we have a contractual obligation with you

When a contract is formed between you and us, to carry out our obligations under that contract we must process personal information.

As examples, a contract between us could be formed by:

  • your signing an agreement to allow us to act as agent for you
  • your signing an agreement to allow us to carry out services required in order to let or to buy a property
  • your agreement to our terms and conditions when you register on our website

We use your information in order to provide you with our services under that contract, for example:

  • to help you find properties, prospective buyers or tenants
  • to verify your identity for security purposes
  • to carry out credit checks and to obtain personal references
  • to provide other parties with whom you have expressed interest to contract and their representatives with enough information to make a decision as to whether to enter into a contract with you, and then to enter into a contract with you
  • to negotiate on your behalf
  • to provide you with advice
  • to pay rent we have collected into your bank account

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

Information we process with your consent

Only when you have given us explicit permission to do so, do we process your personal information under the basis of consent.

For example, you might have agreed that we may track your actions on our website or pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.

We continue to process your information on this basis until you withdraw your consent, or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by telling us. However, if you do so, you may not be able to use our services further.

Information we process for the purposes of legitimate interests

We may process information on the basis there is a legitimate interest of doing so, either to you or to us.

Where we process your information on this basis, we do after having given careful consideration to:

  • whether the same objective could be achieved through other means
  • whether processing (or not processing) might cause you harm
  • whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so

For example, we may process your data on this basis for the purposes of:

  • record-keeping for the proper and necessary administration of our business
  • responding to communication from you to which we believe you would expect a response
  • protecting and asserting the legal rights of any party
  • insuring against or obtaining professional advice that is required to manage business risk
  • protecting your interests where we believe we have a duty to do so

Information we process because we have a legal obligation

Sometimes, we must process your information to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

Specific uses of information you provide to us

Communicating with you

When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us to reply with the information you need.

We record your request and our reply to increase the efficiency of our business.

We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high-quality service.

Dealing with complaints

When we receive a complaint, we record all the information you have given to us.

We use that information to resolve your complaint.

If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.

If the complaint relates to information on our website and we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.

If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.

We may compile statistics from information relating to complaints to assess the level of service we provide, but not in a way that could identify you or any other person.

Customer relationship management system

We use a customer relationship management (CRM) system to process personal data which is based outside of the European Economic Area (EEA) at the following location within the United States of America:

Less Annoying Software, LLC

1017 St Olive St. #300

St Louis, MO 63101

Less Annoying Sortware, LLC provide our Customer Relationship Management software abbreviated to LACRM for all references.

LACRM is a member of the United States of America US Data Privacy Shield which can be viewed by visiting https://www.privacyshield.gov/.

You can review the Privacy Policy of LACRM by visiting: https://www.lessannoyingcrm.com/Privacy 

As part of the new GDPR legislation from 25 May 2018 Room Rentals includes full disclosure of all clients information as part of the Data Fair Processing Notice held within our LACRM system. This applies to all Tenants and Landlords information held within the LACRM system communicating that it is held in the United States of America on cloud based Amazon Web Servers located in Virginia on the East Coast side as well as redundancy backup server based on the West side of the United States of America.

Data subjects include existing, former and prospective clients and their agents and representatives.

Personal data that we process includes the name of the person, information about his or her employer and job position, and contact information.

We process this data on the basis of consent for purposes that include:

  • managing and developing our business or services
  • informing clients and prospective clients about our services
  • determining relationships between clients and our partners and employees
  • analysing whether we provide clients with a high level of service

We do not sell or share any personal data with third parties unless we have explicit consent to do so from the data subject.

Job applications and employment

If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.

If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.

Use of information we collect through automated systems when you visit our website

Cookies

Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience, and the website owner with statistics about the actions you have taken.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.

Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose.

If you choose not to use cookies or you prevent their use through your browser settings, you will not be able to use all the functionality of our website.

We use cookies in the following ways:

15.1.       to track how you use our website

15.2.       to record whether you have seen specific messages we display on our website

15.3.       to provide a consistent personalised experience across our site

15.4.       to record your answers to surveys and questionnaires on our site while you complete them

15.5.       to record the conversation thread during a live chat with our support team

Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.

We record information that could identify your location, such as your IP address. We also record information reported by the software you are using to browse our website, such as the type of computer or device and the screen resolution.

We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.

If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website. However, our policy is not to use such data for personal identification.

Our use of re-marketing

Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our services when you visit some other website.

An advertisement that you see for our services may have been shown because we have used a third party to provide us with re-marketing services. However, we advertise in many places and an advertisement shown for our services may be coincidental to your visit to our website. 

Disclosure and sharing of your information

The information you provide to us will be treated by us as confidential [and will be processed only by anythird party, acting on my behalf, within the UK/EEA]. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

  • If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
  • To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
  • If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency; 
  • If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
  • In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Information we obtain from third parties

Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.

No such information is personally identifiable to you.

Third party advertising on our website

Third parties may advertise on our website. In doing so, those parties, their agents or other companies working for them may use technology that automatically collects information about you when their advertisement is displayed on our website.

They may also use other technology such as cookies or JavaScript to personalise the content of, and to measure the performance of their adverts.

We do not have control over these technologies or the data that these parties obtain. Accordingly, this privacy notice does not cover the information practices of these third parties.

Management of your information

Access to your personal information

At any time you may review or update personally identifiable information that we hold about you.

To obtain a copy of the information we hold about you, please contact us.

After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.

Removal of information

If you wish us to remove personally identifiable information from our website, you should contact us.

This may limit the service we can provide to you.

Verification of your identity

When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

to provide you with the services you have requested;

to comply with other law, including for the period demanded by our tax authorities;

to support a claim or defence in court.

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (We may be legally required to hold some types of information), or as set out in any relevant contract we have with you. Our full retention schedule is available at our offices and will be provided to you upon request to Admin@room-rentals.co.uk. Your data will be stored for up to a period of 7 years. 

Other matters

If you are not happy with our privacy policy

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.  The Information Commissioner’s contact details are noted below:

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Scotland:

The Information Commissioner’s Office – Scotland

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

Wales:

Information Commissioner's Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400

Email: wales@ico.org.uk

Northern Ireland:

Information Commissioner's Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757

Email: ni@ico.org.uk

The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.

Compliance with the law

Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, then please contact us on admin@room-rentals.co.uk  

Review of this privacy policy

We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.

If you have any question regarding our privacy policy, please contact us.

What Our Clients Say About Us...

Here at Room Rentals, the values of honesty, integrity, flexibility and professionalism underpin the service we provide to landlords and tenants alike. Check out our positive feedback that we have received from our happy clients at Room Rentals.

Steve WoodLandlord

Having worked with Room Rentals for a few years now, I have been continually impressed with their professionalism, reliability and efficiency in sourcing great tenants for my portfolio of rooms. Having such effective support has enabled me to focus more on other aspects of the business, knowing that the lettings operation is in safe hands.”

Stacey GreyTenant

A huge thank you to room rentals for their continual professional service they provided while I lived in Southampton . Cannot fault this company for their friendly and professional services, I would definitely use this company again and would recommend to anyone

Amber GreyTenant

Room Rentals – Aw amazing new as I’d really like to go with your agency because you’ve been so nice

Filipa FeijoTenant

Room rentals provided me with a very positive experience for my first 6 months in the UK. They are very professional and have a hands-on approach. They always try to solve every problem as soon as possible and make sure the tenants are comfortable in their homes. I am very happy to recommend Room Rentals to anyone who is looking to live in a shared house.

Rose SuttonTenant

Hi Jane, This will be the 7th time I have moved rented accommodation and as a result I’ve dealt with lots of different letting agents and I just wanted to say that you are the most lovely and helpful letting agent I have ever come across by a mile!! Thank you!

Roohollah HafiziTenant

Dear Jane

I can not tell how grateful I am for everything that you did today. I was totally disappointed of having a room before the next week, but you made it possible. I should thank you and your team a million times for everything.

Shankar TanikellerTenant

I once again thank the whole team making my stay for almost 3.5 years so smooth and easy. If I look back and count I have referred 14 colleagues of mine in 3.5 years for accommodation and all of them are very happy and thankful to you. They left for new engagements at work and to new locations - lastly it’s my time, moved to west midlands :)

Thanks again to all of you.