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The General Data Protection Regulation 2016/679
In this statement We have used certain terms which are set out in the General Data Protection Regulation 2016/679 (GDPR or the Regulation):
Personal data means: any information relating to an identified or identifiable natural person (data subject); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Controller means: the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
Processor means: a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
Processing means: any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
RoomForRent assists property owners and landlords (together, Landlords (being either actual or prospective Landlords) in finding tenants and creating tenancies; and offers a range of other services relating to renting out and managing rental properties.
RoomForRent assists prospective and actual tenants (collectively, Tenants (which for the purposes of this privacy statement, shall be deemed to include any individual guarantors of any Tenant)) in finding properties to rent and creating tenancies; and offers a range of other services relating to renting properties.
For the purposes of this Privacy Policy, Landlords and Tenants are referred to collectively, as Users.
Depending on the nature of the interaction, We may act as a processor in that We are acting upon instructions from our Users when We provide our services to them; and when We control the purposes and means of the processing of personal data, such as processing our employees' personal data, We act as a controller, as defined under GDPR.
The data subject has given consent to the processing of his or her personal data for one or more specific purposes (Consent).
Processing: is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract (Contract Performance).
Processing: is necessary for compliance with a legal obligation which We are subject to (Legal Obligations).
Processing: is necessary for the purposes of the legitimate interests pursued by RoomForRent, except where our interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Legitimate Interest).
Consent: Where We process personal data as a result of data subject consent, We ensure that consent is freely given, specific and informed; and established by a clear affirmative act. Where consent is withdrawn, We have set out (below) how this may be undertaken.
Contract Performance: Where We enter into a contract, processing of personal data may, as a matter of course, be necessary in order to execute such a contract or take pre-contract preparation steps.
Legal Obligations: Where We have legal obligations which apply to RoomForRent, processing of personal data may be required by law.
Legitimate Interest: Where We process personal data as it is necessary for the purpose of our legitimate interests, We do so on the basis of a balanced evaluation of our interests and the rights and freedoms of the data subject which require protection. Presently, We have concluded that the way We manage the processing of personal data results in a cumulation of data subject protections which show that the balance is in favor of RoomForRent being able to rely on Article 6.1(f) of the Regulation as a lawful reason to process personal data.
Where RoomForRent processes sensitive personal data on behalf of a User, RoomForRent does so on the basis that the User has established a lawful exception to the prohibition on processing sensitive personal data under Article 9 of the Regulation; and where RoomForRent is processing sensitive personal data of employees, it does so pursuant to its employment relationship with its employees and so uses the exception set out in paragraph 2(b) of Article 9 of the Regulation.
Where RoomForRent processes sensitive personal data on behalf of a User, RoomForRent does so on the basis that the User has established a lawful exception to the prohibition on processing sensitive personal data under Article 9 of the Regulation; and where RoomForRent is processing sensitive personal data of employees, it does so pursuant to its employment relationship with its employees and so uses the exception set out in paragraph 2(b) of Article 9 of the Regulation.
How personal data is collected: Tenants interested in learning more about RoomForRent's services can enter their details into our website at https://www.RoomForRent.co or any landing pages hosted at https://www.RoomForRent.co.uk or via an enquiry form; or Tenants may email or call us directly using contact details provided on our website or elsewhere. Tenants provide personal data to RoomForRent for the purposes of accessing RoomForRent's services. Personal data is collected when the Tenant populates their details online via the RoomForRent website or an affiliate website run by partners. During the course of the provision of RoomForRent's services to the Tenant, the Tenant may disclose additional personal data, which may involve more than one media.
Type of personal data collected: Data collected via the RoomForRent website from Tenants may include name, telephone number, home address and past addresses, employment status and employment history, email address and IP address from the device being used, online identifiers and location data. On occasion We may collect sensitive personal data. Where a Tenant visits our website, We may collect and process information about their website usage (e.g. browsing history and information about their navigation through our website) using cookies and other similar technologies. During communications, We may process information about the interactions undertaken with us.
Who controls the personal data: When (by agreeing to RoomForRent's terms and conditions) a Tenant discloses personal data to RoomForRent with a view to using RoomForRent's services to assist the Tenant in finding properties to rent, the resulting disclosure of personal data to Landlords is controlled by RoomForRent. When the data has been disclosed to the Landlord for the purposes of further communication regarding renting the property, the Landlord will then be the controller of the data. Where the Tenant instructs RoomForRent to assist the Tenant with creating a tenancy for a particular property (for example, by placing a holding deposit through RoomForRent's website using our Rent Now service), the processing of personal data in this context is controlled by the Tenant.
Who processes the personal data: Where the Tenant, through RoomForRent, commences discussions with the Landlord with a view to agreeing a contract with the Landlord; and Tenant personal data has been disclosed to the Landlord by RoomForRent, Tenant personal data is sent to the Landlord through RoomForRent under agreed terms with the Landlord. Under these terms, RoomForRent is the processor. Tenant personal data may also be processed by RoomForRent through our website, email, CRM, marketing platform providers and third-party contractors, who process personal data on our behalf. This is undertaken in a manner that is consistent with the Regulation and the ePrivacy Directive.
Where personal data is stored; how personal data is used: Tenant personal data is provided for the purposes of obtaining RoomForRent's services and is stored in our databases and is primarily used to allow us to deliver our services. It may also be used to send news and information about our services, to implement and improve our services, including format and content, to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes, as part of our efforts to keep our website safe and secure, to measure or understand the effectiveness of any advertising We serve to you and others, and to deliver relevant information.
How long personal data is stored: Tenant personal data is stored by RoomForRent for the duration of the Tenant's contract with the Landlord and thereafter in line with prescribed limitation periods under English law. Where the Tenant withdraws consent to receive marketing material from RoomForRent, or, retention of personal data is no longer necessary pursuant to the principles set out in Article 5 of the Regulation, personal data will either be deleted or archived. Where personal data is archived, it is kept in order to ensure that RoomForRent does not lose its records with respect to marketing consent, or the fact of its withdrawal.
How personal data is collected: Users provide payment details to RoomForRent in the service on-boarding process, in order to purchase RoomForRent services to set up automatic payments and to allow us to make payments to them (for example, rent and deposit funds).
Type of personal data collected: Payment data includes a name, address, bank account sort code, bank account number, payment card long number, payment card issue date, payment card expiry date and three-digit security number.
Who controls the personal data: Payment data is controlled by Users and processed by RoomForRent under User instruction, subject to terms and conditions with Users.
Who processes the personal data: User payment data is processed by RoomForRent and our third-party payment gateways.
How personal data is used: User payment data is used to charge for the use of our services, or to send rent collected by RoomForRent on behalf of the Landlord. Tenant payment data may be used to debit the Tenant's account for payments required when the Tenant uses RoomForRent services; it may also be used where the Tenant has overpaid rent (for example) and a record is required to ensure suitable reimbursement.
Other RoomForRent Users, for instance supplying your details to a User advertising a property if you request to view that property.
Suppliers and sub-contractors for the performance of a contract, or (by way of example) supplying your details to a gas engineer to allow them to contact you and arrange a date and time to visit the property at which the service has been ordered.
Analytics and search engine providers that assist us in the improvement and optimization of our website.
We may also disclose your personal information to third parties: If RoomForRent or substantially all of its assets are acquired by a third party, in which case personal data held by RoomForRent (in part or in whole) may be one of the transferred assets. If We are under a duty to disclose or share personal data to comply with any legal obligation, or in order to enforce or apply our terms and other agreements; or to protect the rights, property, or safety of RoomForRent or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.
Storing personal data: We use cloud providers to store our personal data. Occasionally, personal data may be transferred to and stored at a destination outside the European Economic Area (EEA).
Processing personal data: We may use third parties to help us deliver our services and they may be based outside the EEA. Where data is transferred outside the EEA, We adhere to compliance mechanisms that are identified by the European Commission, for example, the use of EU model contract clauses or conformity to US Privacy Shield. Where We use sub-processors acting on our behalf, We ensure that they adhere to compliance mechanisms that are identified by the European Commission.
Where We are the processor: We may transfer personal data to non-EEA (and non-adequate) jurisdictions where We are a processor, pursuant to the instructions of a third-party controller, such as a Landlord. Where We do so, it is the third party's responsibility to ensure that such transfer is consistent with GDPR.
RoomForRent has a data retention policy which sets out how long it will store personal data, which is consistent with Article 5 of the Regulation. RoomForRent only keeps personal data for as long as is necessary. For example, RoomForRent is required to retain certain information in accordance with the general law, where information is needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held beyond these periods depending on RoomForRent's business needs, which are balanced against the requirements of the Regulation and the rights of the individual.
Where We are the controller: We will retain personal data for as long as necessary. As described above, in some cases, We will have a legal or statutory obligation to retain information for a set period, such as the limitation period.
Where We are the processor: Personal data is stored as instructed by Landlords in accordance with their approach to retention of personal data provided that this is within the Regulation. We recommend that you view (where applicable) their Terms of Use and Privacy Policy for more information.
We have implemented security measures that are designed to help protect the personal data We collect or receive in connection with our services, from unauthorized access or disclosure. For example, We use encryption techniques to ensure the security of data; We also use password protection. However, no transmission or storage of data can be guaranteed to be completely secure and We cannot ensure or warrant the security of any information which We collect and store.
We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our website. By continuing to browse the website, you are agreeing to our use of cookies. A cookie is a small file of letters and numbers that We store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.
We use the following cookies: Strictly necessary cookies: These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website.
Analytical/performance cookies: These allow us to recognize and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies: These are used to recognize you when you return to our website. This enables us to personalize our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies: These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to your interests.
First Party Cookies:
How do I block first party cookies?
You block first party cookies by activating the settings on your browser that allow you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
Third Party Cookies:
We may use third party services such as Google Analytics cookies to track anonymous usage statistics but We do not collect any personal information that can be used to identify you. This data helps us analyze web page usage and improve our website to tailor it to our audience needs. Services such as Google Analytics store information about what pages you visit, how long you are on the website, how you got there and what you clicked on. These are cookies served by a third-party service provider and are usually used to identify your computer when it visits another website, for example, when you log in to a social media site to share an article.
How do I block third party cookies?
You block third party cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
More information about cookies can be found at:
http://www.allaboutcookies.orgInternet
Advertising Bureau: Guide to online advertising and privacy
International Chamber of Commerce United Kingdom: ICC UK cookie guide
More information about cookies can be found at:
http:www.allaboutcookies.org
Internet Advertising Bureau: Guide to online advertising and privacy
International Chamber of Commerce United KingdomICC UK cookie guide
If you have a complaint about the way We process your personal data, you can register your concern by contacting the Information Commissioner of the United Kingdom (the Information Commissioner) and following the instructions set out at www.ico.org.uk. Where you wish to contact RoomForRent about your concerns, please contact support@RoomForRent.co.
The personal data We process is subject to rigorous measures and procedures to minimize the risk of unauthorized access or disclosure. We will get in touch with the supervisory authority (which in RoomForRent's case, is the Information Commissioner) and with affected data subjects where this is required under the Regulation.
If we change this privacy statement, We will let you know about the changes by publishing the updated version on our website.
At the request of the data subject and where this is technically possible, We will confirm the information We hold about the data subject and how it is processed. As set out in the Regulation a data subject can request the following information:
Identity and the contact details of the person or organization that has determined how and why to process personal data. In some cases, this will be a representative in the EU.
Contact details of the data protection officer, where applicable. The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of RoomForRent or a third party, information about those interests.
The categories of personal data collected, stored and processed. Recipient(s) or categories of recipients that the data is/will be disclosed to.
If We intend to transfer the personal data to a third country or international organisation, information about how We ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, We will ensure there are specific measures in place to secure information.
How long the personal data will be stored. Details of data subject's rights to correct, erase, restrict or object to such processing.
Information about the data subject's right to withdraw consent at any time. How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether We are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn't collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
What forms of ID will I need to provide in order to access this?
RoomForRent accepts the following forms of ID when information on your personal data is requested: passport, driving license, birth certificate, utility bill from the previous 3 months. We reserve the right to request further information where your identification is not clear.
RoomForRent Limited
Contact Name/Position: Data Protection Officer
Address: RoomForRent Administration, 2 Queensbury Station Parade, Edgware HA8 5NP, UK
Email:info@roomforent.co
In order to provide our services to our Users, RoomForRent works with carefully selected third parties in the sectors/disciplines set out in the non-exhaustive list below:
Description/Type: Nature of Processing
Hosting: Housing of personal and general organizational data
SMS Provider: Messaging; information
Financial and contractual management software: Accounting software; payroll services
Email Provision: Message and data transfer between parties
Banking Services: Financial services
Reference Services: Tenant evaluation
Payment Services: Transfer of consideration/funds
Marketing and Customer Service Management Systems Housing of Tenant and Landlord personal data within a hosted environment
