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What is personal data?

Personal data is any information that tells us something about you. This could include information such as your name, contact details, date of birth, and references.

How do we collect personal data?

We collect personal data about you from various sources including:

  • from you in person
  • over the telephone
  • by email
  • online enquiry
  • online application form or letter
  • from other people when we check references
  • rental history
  • carrying out background checks

What information do we collect?

We collect, or may collect, the following categories of information about you:

  • Name(s)
  • Surname
  • Student number
  • Course details
  • Mode of attendance
  • Date of Birth
  • Home address and postcode
  • Term time address and postcode
  • Employment status
  • Employment references
  • Landlord / Letting Agent references
  • Post tenancy address and postcode
  • Current residential status
  • Proof of address
  • Contact email addresses
  • Phone numbers
  • Gender
  • Enrolment status
  • Year of Study
  • Credits Obtained
  • Planned End Date
  • Copies of ID
  • Guarantor name
  • Guarantor address
  • Guarantor phone numbers
  • Guarantor email address
  • Guarantor residential status
  • Guarantor employment status
  • Guarantor copy of ID
  • Guarantor proof of address
  • Visa status
  • Information about criminal convictions and offences committed by you

How do we use your information?

We use your information for the following purposes:

  • to check you are legally entitled to live in the UK
  • to check your previous rental and payment history and suitability as a tenant
  • to pass on your details to the landlord, managing agent or tenant
  • to any joint tenants named on the assured shorthold tenancy agreement to whom you have a joint liability
  • to notify you of offers or services that may be of benefit to you (You are free to opt in or out of this)
  • to pass on your details to maintenance contractors and utility companies for the purposes of carrying out repairs and to ensure that utility companies can correctly bill the tenants during their tenancy

What is the legal basis that permits us to use your information?

Under data protection legislation we are only permitted to use your personal data if we have a legal basis for doing so as set out in the data protection legislation. We rely on the following legal bases to use your information for tenancy agreement and housing purposes:

  • where we need information to enter you into a contract with a landlord or tenant
  • where we need to comply with a legal obligation
  • where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

How do we share your information?

We share your personal data in the following ways:

  • where we use third party services providers who process personal data on our behalf in order to provide services to us. This includes external referencing companies and IT systems providers.
  • we will share your personal data with third parties where we are required to do so by law or to comply with our regulatory obligations.
  • with prior notification and your consent - If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers and to prospective purchasers or joint venture partners and their advisers.

Where we share your personal data with third parties we ensure that we have appropriate measures in place to safeguard your personal data and to ensure that it is solely used for legitimate purposes in line with this privacy notice.

What happens if you do not provide information that we request?

We need some of your personal data in order to advertise your property or conduct the tenancy application process. If you do not provide such information, we may not be able to continue with the letting process and offer a tenancy.

When do we transfer your information overseas?

We currently do not transfer your data overseas as data transferred to countries outside of the UK and the European Economic Area may not offer an equivalent level of protection for personal data to the laws in the UK. If we were to start transferring data overseas we will notify you first and ensure that appropriate safeguards are put in place to protect your personal data.

How do we keep your information secure?

Your tenancy related data may be stored in any of the following:

  • secure storage on network drives. These are shared computer drives hosted by Cardiff University who have appropriate firewalls in place. Access to the drives are password protected and limited to the team of staff who may process the data
  • we use secure folders to keep any hardcopies of your data, access to the secure folders is restricted to a limited number of employees.
  • any information shared will be done so securely in password protected data files with suitable security firewalls in place.
  • all third parties that process your data on our behalf use modern secure storage systems where data is encrypted.
  • it is very rare that we use any portable media but where no other system is available to us all portable devices are encrypted.

Procedures are in place to ensure access to personal data is restricted to employees working within our group on a need to know basis. Training will be provided to any employees working within the group who need access to your personal data to ensure it is secured at all times. Suitable procedures are in place to ensure information is only kept as long as it is required, after which it is destroyed in a secure fashion. We never keep your data longer than we deem necessary, we have our/your legitimate interest in doing so or are legally required.

Your rights in relation to your information

You have a number of rights in relation to your personal data, these include the right to:

  • be informed about how we use your personal data;
  • obtain access to your personal data that we hold;
  • request that your personal data is corrected if you believe it is incorrect, incomplete or inaccurate;
  • request that we erase your personal data in the following circumstances:
    • if we are continuing to process personal data beyond the period when it is necessary to do so for the purpose for which it was originally collected;
    • if we are relying on consent as the legal basis for processing and you withdraw consent;
    • if it is necessary to delete the personal data to comply with a legal obligation.
    • if the personal data has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation);
    • if we are relying on legitimate interest as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us to continue with the processing;
  • ask us to restrict our data processing activities where you consider that:
    • personal data is inaccurate;
    • our processing of your personal data is unlawful;
    • where you have raised an objection to our use of your personal data;
    • where we no longer need the personal data but you require us to keep it to enable you to establish, exercise or defend a legal claim;
  • not be subject to automated decisions which produce legal effects or which could have a similarly significant effect on you.
  • request a copy of certain personal data that you have provided to us in a commonly used electronic format. This right relates to personal data that you have provided to us that we need in order to take steps to enter you into a tenancy or advertise your property and personal data where we are relying on consent to process your personal data;
  • object to our processing of your personal data where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal data.

If you would like to exercise any of your rights or find out more, please contact the Letting Agency via emailing or calling us on 02920 781525 .

For how long do we keep your information?

As a general rule we may keep some basic personal data about prospective tenants for 12 months unless they have requested to have their details deleted. Landlord details are retained for future marketing purposes unless they have requested to have their details deleted. However, where we have statutory obligations to keep tenancy records these will be retained for seven years following the conclusion of the tenancy.


If you have any complaints about the way we use your personal data please contact us here and we will try to resolve the issue. If we cannot resolve your complaint, you have the right to complain to the data protection authority, the Information Commissioner in the UK.

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