Privacy Policy

1. Introduction

Welcome to Hogarth Student Homes LLP ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services to enquire about or rent student accommodation.

By accessing or using our website, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the site. We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out our contact form or enquiry form
• Request a property viewing
• Apply for tenancy or sign a rental agreement
• Subscribe to our newsletter or property alerts
• Contact us via email, phone, or social media
• Participate in surveys or provide feedback

This information may include:

• Full name and contact details (email address, phone number)
• Home address and term-time address
• Date of birth and nationality
• University name, course, and year of study
• Emergency contact details
• Guarantor information (for tenancy agreements)
• Payment and bank details (processed securely)
• Identification documents (passport, driving licence) for right-to-rent checks

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and usage, including:

• IP address and browser type
• Operating system and device information
• Pages visited, time spent, and referring website
• Location data (if enabled on your device)

3. How We Use Your Information

We use the information we collect for the following purposes:

• To process your accommodation enquiry: Responding to your questions, arranging viewings, and providing property information
• To manage tenancies: Preparing and managing rental agreements, collecting rent, and maintaining property records
• To communicate with you: Sending important updates about your tenancy, maintenance schedules, and property-related information
• To comply with legal obligations: Right-to-rent checks, tax reporting, and meeting health and safety requirements
• To improve our services: Analysing website usage and tenant feedback to enhance our offering
• With your consent: Sending marketing communications about new properties and special offers (you can opt out at any time)

4. Legal Basis for Processing (GDPR)

Under the UK GDPR, we process your personal data based on the following legal grounds:

• Contractual necessity: Processing necessary to fulfil your accommodation enquiry or manage your tenancy agreement
• Legal obligation: Compliance with housing laws, tax regulations, and right-to-rent requirements
• Legitimate interests: Improving our services, preventing fraud, and ensuring property security
• Consent: Marketing communications (you can withdraw consent at any time by contacting us)

5. Data Sharing and Disclosure

We do not sell your personal information to third parties. We may share your data with:

• Service providers: Maintenance contractors, cleaning services, and utility companies (only information necessary for their services)
• Professional advisers: Accountants, solicitors, and insurance providers (for legal and financial compliance)
• Government authorities: When required by law, including right-to-rent checks with the Home Office
• Debt collection agencies: Only in cases of rent arrears and after formal notice

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure server infrastructure with SSL/TLS encryption
• Password protection and access controls
• Regular security assessments and updates
• Staff training on data protection
• Secure disposal of physical documents containing personal data

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law:

• Enquiry records: 2 years from last contact
• Tenancy records: 6 years after tenancy ends (for tax and legal compliance)
• Marketing preferences: Until you unsubscribe
• CCTV footage: 30 days (where applicable)

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right to access: Request a copy of the personal data we hold about you
• Right to rectification: Correct inaccurate or incomplete information
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restrict processing: Limit how we use your data in certain circumstances
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests or direct marketing
• Right to withdraw consent: Withdraw consent at any time (where processing is based on consent)

To exercise these rights, please contact us using the details below. We will respond within one month of receiving your request.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience:

• Essential cookies: Necessary for website functionality (e.g., remembering your preferences)
• Analytics cookies: Help us understand how visitors interact with our site (Google Analytics)
• Marketing cookies: Used to deliver relevant advertisements (only with your consent)

You can manage your cookie preferences through your browser settings. For more information, please see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., university websites, local amenities). We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal information.

11. Children's Privacy

Our services are intended for students aged 18 and over. We do not knowingly collect personal information from individuals under 18 without parental or guardian consent. If you believe we have inadvertently collected such data, please contact us immediately.

12. International Data Transfers

We primarily process data within the UK. If we transfer your data outside the UK (for example, to a cloud service provider), we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

15. Complaints

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF