Here at Rate Your Student Home, we’re committed to protecting your personal information and respecting your privacy in everything we do. This Policy lets you know what data we may collect about you, how we use it and gives you information about your rights and how you can get in touch with us.
Who we are
Rate Your Student Home is operated by Student Union Lettings Limited (Sulets) which is a leading and highly trusted accommodation provider in Leicester and the only agency recommended by both universities. Offering quality accommodation at an affordable price with an honest service is central to the Sulets offer, with no hidden costs or agency fees.
We are a not-for-profit organisation. This means that any funds we do raise will be invested straight back into the student university experience. Our Board members include representatives from both Universities and the two Student Unions are our founding members.
Sulets is the controller and responsible for your personal data. We are an Educational Charity registered in England and Wales under company number 08140750 and have our registered office at First Floor Campus Centre Building, Mill Lane, Leicester, Leicestershire, LE2 7DR.
What information we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
When you register to leave a review on the site, we may collect use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes [first name, last name, university of study]
- Contact Data includes [email address]
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
- Profile Data includes your username and password, your interests, preferences, feedback and survey responses.
- Usage Data includes information about how you use our website.
- Marketing and Communications Data includes [your preferences in receiving marketing from us and our third parties and your communication preferences].
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- create an account on our website;
- subscribe to our service or publications;
- request marketing to be sent to you;
- give us feedback or contact us.
Technical Data from the following parties:
- analytics providers [such as Google based outside the UK];
Why we collect personal information about you and what we do with it?
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to provide our services to you.
- 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.
- Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
- We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
- Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new user|
|Performance of the services with you|
To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
(d) Marketing and Communications
(a) Performance of services
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our services)
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)|
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you|
(e) Marketing and Communications
|Necessary for our legitimate interests (to study how customers use our services, to develop them, to grow our business and to inform our marketing strategy)|
|To use data analytics to improve our website, services, marketing, customer relationships and experiences|
|Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you|
(f) Marketing and Communications
|Necessary for our legitimate interests (to develop our services and grow our business)|
Where we have your permission (‘consent’)
- To provide you with news about offers and deals that we think will be interesting to you. We will only contact you in the ways you have given us permission to do so. You can change your mind at any time by contacting firstname.lastname@example.org , by logging into your online account (if you live in or own a student house) or by writing to us at Sulets, De Montfort University, Campus Centre Building, Mill Lane, Leicester, LE2 7DR.
Where we have a justifiable reason (‘legitimate interests’)
- To enhance or improve your experience with us. This may mean that we learn about your preferences and habits and then tailor our communications with you to make sure that what we send is relevant to you (‘profiling’).
- To put your information together with other customer’s data and external non personal information so that we better understand our market through analysis and segmentation to ensure that we keep offering competitive products and services and improve our website.
- To send you marketing materials where we can demonstrate a relationship with you and you have not told us that you do not want to receive these.
- To maintain our list of people who have asked not to receive direct marketing material from us.
- To help keep our website safe and secure.
- To allow our internal business processes to function- for example transacting with our partners, carrying out audits, producing management information and dealing with complaints.
- To undertake market research.
- To request feedback on our performance.
- To help prevent fraud and maintain security.
- To assist in training, quality assurance and compliance.
Where we have to do something by law (‘legal obligation’)
- To ensure that your rights are met under the UK Data Protection Act.
- To meet our obligations with law enforcement agencies, courts and other organisations.
- To comply with anti-money laundering regulations.
In exceptional circumstances (‘vital interests’)
- We may use your information in rare situations where vital interests of yourself or another person needs protecting, for example, to trace a missing person or if someone’s life could be in danger.
Who we share your information with?
We do not sell your information to anyone and only pass it to our trusted partners and service providers who work with us to run our business. We may pass your information to regulatory bodies, courts and law enforcement agencies.
How long do we keep your personal information?
How long we keep your personal information depends on why we have it and what we’re doing with it.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
We will keep other personal information about you if it is necessary for us to do so to comply with the law.
Transferring information outside of the EEA
Your personal information may be processed and transferred outside the European Economic Area (EEA).
Your Rights and Choices
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Direct Marketing: You have the right to object to direct marketing. This is done by contacting email@example.com, or by calling our office on 0116 467 0315 or by writing to us at Sulets, De Montfort University, Campus Centre Building, Mill Lane, Leicester, LE2 7DR.
Consent: Where we use your information on this basis, you have the right to withdraw that consent.
Access: You can request a copy of all the personal information we hold about you and other data relating to how we use your information by contacting our office.
Correction (‘Right to Rectification’): We always want to use the most up to date information about you so please get in touch if you think we don’t have that.
Deletion (‘Right to be Forgotten’): In some circumstances, including where we are relying on your consent to use your data, you have a right to request us to delete your information. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
‘Right to Portability’: If we have collected your data because you have given us consent, or because we need it in order to provide you with a product or service (under a contract), you have the right to receive the information you gave to us back in a ‘machine-readable’ format.
‘Right to Object’ and ‘Right to restriction of processing’: If we are using your data for activities under the ‘legitimate interest’ justification and in other circumstances, then you have a right to request restriction of processing and also a right to object to that processing. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Right to obtain human intervention where automated processing has taken place where consent has been given or under a contract and where the processing has a legal or similarly significant effect.
Complain: you have the right to lodge a complaint with the Information Commissioner’s Office if you think that our use of your information doesn’t meet the law. For more information, visit the ICO website.
For further information about our privacy practices and to request any of these rights then please contact Sulets.
- Write to: Irving Hill, CEO, Sulets, De Montfort University, Campus Centre Building, Mill Lane, Leicester, LE2 7DR.
- Email: firstname.lastname@example.org
Keeping your personal information secure
We take the security of your personal information seriously. Our record keeping systems have built in security, and we have rules and measures to protect the personal information we have under our control, both on and offline, from improper access, use, alteration, destruction and loss.
We will take all reasonable and proportionate steps to protect your personal information.
A cookie is a small text file that is saved to the hard drive of your computer when you use a website.
There are a few ways in which you can give Consent for using Cookies that need your consent.
- You can click the box or boxes that pop up to allow us to use them when you first visit our website, and periodically when you continue to use our website.
- You can choose your preferences by enabling and disabling cookies within the browser you are using, for example, within Google Chrome, Safari or Mozilla Fire Fox.
To withdraw consent for cookies
- You can go into your browser settings and change the Cookie choices you have made.
- You may need to remove the persistent cookie text files that have an expiry date in the future.
- Deselect or reselect alternative choices, with tick boxes, where those options exist.
- Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.