Privacy Policy

1. Who is responsible for your data

LEGAL COMPANY NAME, of REGISTERED ADDRESS, is the data controller for the information described here. We are registered with the Information Commissioner's Office under registration number ICO REGISTRATION NUMBER.

For any question about your data, contact PRIVACY EMAIL.

2. What we collect

• Identity and contact details: your name, email address, phone and WhatsApp number.
• Enquiry details: your university, city, budget, move-in dates, how long you want to stay and the kind of room you are looking for, plus anything you write in the message box.
• Arrival details, when you ask for airport pickup: your airport, landing date and time, flight number, and a copy of your flight ticket.
• Tenancy records: your agreement, rent and bill history, payments, receipts, and any proof of payment you upload.
• Immigration and identity documents where we are legally required to check your right to rent before a tenancy begins.
• Account data: your login credentials — passwords are stored hashed, never in readable form — and your notification preferences.
• Technical data: your IP address and basic request information, used to keep the service secure and to rate-limit abuse.

3. Why we use it, and our lawful basis

• To answer your enquiry and match you to a room — necessary for steps taken at your request before entering a contract.
• To provide a tenancy, collect rent, issue receipts and handle repairs — necessary to perform our contract with you.
• To arrange airport pickup, including sharing your name, flight and destination with the driver — necessary to perform that service.
• To meet legal duties: right-to-rent checks, deposit protection, tax and accounting records — necessary for compliance with a legal obligation.
• To keep the service secure, prevent fraud and abuse, and improve how it works — our legitimate interests, balanced against your rights.
• To send you marketing, only if you have asked for it — consent, which you can withdraw at any time.

4. Who we share it with

We do not sell your personal information, and we do not share it for advertising.

• The driver arranged for your airport pickup, who receives only your name, flight details and destination.
• Payment providers, where you pay through them, so the payment can be taken and verified.
• A government-approved tenancy deposit scheme, where a deposit is held.
• Our email and SMS providers, to deliver the messages and receipts we send you.
• Our hosting and storage providers, who store the site's data on our instructions.
• Public authorities, where the law requires it — for example a right-to-rent check or a valid request from HMRC or the police.
• Professional advisers such as accountants or solicitors, where necessary and under a duty of confidence.

5. Maps and embedded content

Property pages show a map served by OpenStreetMap. When a map loads, your IP address reaches OpenStreetMap's servers so the map tiles can be delivered — that is how any embedded map works, and it is governed by their own privacy policy.

Where a review includes a video hosted on YouTube or Vimeo, the player is only loaded when you choose to view the page it sits on, and we use YouTube's no-cookie player so it does not set tracking cookies unless you press play.

6. Cookies

We use a single essential cookie: the one that keeps you signed in to your account. It is strictly necessary for the site to work, so it does not require consent, and it is removed when you log out.

We do not use analytics, advertising or profiling cookies, and there is no third-party tracking on this site.

7. Sending data abroad

Our team and some of our students are in Nepal, which is outside the UK. Where your information is accessed from or transferred outside the UK, we rely on appropriate safeguards — such as the UK International Data Transfer Agreement or Addendum — and we take steps to ensure it is protected to the same standard as it is here.

8. How long we keep it

• Enquiries that do not lead to a tenancy: ENQUIRY RETENTION — suggested 24 months from your last contact with us, so we can reach you when a suitable room appears.
• Flight tickets: deleted once your arrival is complete and the pickup has been paid for, unless we need them for an accounting record.
• Tenancy and financial records: six years after the tenancy ends, which is the period required for tax and limitation purposes.
• Right-to-rent documents: for the period required by the Home Office, and then deleted.
• Account data: for as long as your account is open, and deleted on request unless we must keep it for the reasons above.

9. Your rights

Under UK data protection law you have the right to ask for a copy of your data, to have it corrected, to have it deleted, to restrict or object to how we use it, to receive it in a portable format, and to withdraw consent where we relied on it. We respond within one month.

To exercise any of these, email PRIVACY EMAIL. If you are unhappy with how we handle it, you can complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113. We would rather you told us first so we can put it right.

10. Keeping it safe

Traffic to this site is encrypted in transit. Passwords are stored hashed. Documents you upload — flight tickets, tenancy agreements, payment proofs — are stored where only the people entitled to see them can open them, which means you, our staff, and where relevant the landlord of your own tenancy; a link alone is not enough to open one.

No system is completely secure. If a breach affects your rights, we will tell you and the Information Commissioner's Office as the law requires.

11. Children

This service is intended for adults. We do not knowingly collect information from anyone under 18, and a tenancy cannot be granted to a minor in their own name.

12. Changes

If we change this policy we will update the date at the top of the page, and tell account holders directly where the change is significant.