PRIVACY POLICY
AND COOKIES
Privacy Policy and Cookies
This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who are we?
We are Princes House Accommodation / Steeple Court Ltd at 1 Princes House, Princes Street Norwich, NR3 1FH, We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZB324816 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Steeple Court Limited
Any questions relating to this notice and our privacy practices should be sent to data@steeplecourt.co.uk
How we collect information from you and what information we collect
We collect information about you:
from your application form for accommodation;
from Tenancy Agreement;
from when you communicate with us by telephone, email, in person or via social media, for example in order to make enquiries or raise concerns;
from images gathered through CCTV recording;
from third party sources in relation to your accommodation application, contract and/or subsequent residence in accommodation;
from third party sources in relation to your funding, such as your sponsor/guarantor.
Where we have said that we obtain personal data about you from third party sources, we will look to ensure that the third party has lawful authority to provide us with this information.
We collect the following information about you:
Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, name of university or college where you are studying (if applicable);
Tenant name, email 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);
Guarantor name, 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, length of employment, salary information (including any regular overtime or commission), and any other income received;
Bank account details of the tenant and prospective tenants, 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.
Right to rent documents (Visa, share code, passport, birth certificate
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 and/or guarantor, 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 suppliers which may affect you; and
For all other purposes consistent with the proper performance of our operations and business.
When you give us information we take steps to make sure that your personal information is kept secure and safe.
Sharing of your information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on my behalf, within the UK.
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 merge 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.
How long we will keep your information
We will retain your information for the following periods:
Data received in the course of an enquiry about our accommodation
All information we hold will be retained until the end of the booking period about which you enquired and for one year thereafter, unless you ask us not to contact you anymore.
Data received from customers who make a booking
Customer information has the following retention periods:
Bank details/next of kin Info maximum 1 year after tenancy end.
Guarantor information maximum of 1 year after the tenancy ends or after all charges are paid, whichever is later.
Visa/right to rent documents 2 years after the tenancy ends. This data is retained in case there is a Home Office audit.
All other data 6 years, for tax, audit, council tax exemption & reporting purposes.
CCTV Images
No less than 28 days and no more than 31 days on a rolling basis.
Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. We collect Cookies under the following circumstances:
Cookies for analytics, such as Google Analytics or Meta.
Cookies set when you fill forms e.g. contact us.
You will be asked to consent to cookies being stored on your device when you first visit our website.
For further information visit www.aboutcookies.org or www.allaboutcookies.org.
Your Rights
You have the following rights (unless exemptions apply), which can be exercised by contacting us using the details provided below.
The rights:
To ask us not to process your personal data for marketing purposes;
To access personal information held about you and to ask for a copy of the information;
To require us to correct any inaccuracies in your information;
To prevent any processing of personal data that is causing or is likely to cause unwarranted and substantial damage or distress to you or another individual;
To restrict or object to the processing of your personal data and to make a request to us to delete what personal data of yours we hold;
To lodge a complaint about the way in which your personal data is being used to a supervisory authority.
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
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.
Changes to our privacy notice
Any changes we may make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy notice. This version was updated on 20th October 2023.
Contacting us
If you have any queries, comments or request regarding this Policy or if you would like to exercise any of your rights above please contact us at email (data@steeplecourt.co.uk).