RoomsForLet.co.uk - PRIVACY AND COOKIES POLICY
This Policy should be read in conjunction with our Terms
Welcome to the RoomsForLet (we/us/our/Dacan Internet Limited) privacy notice and cookies policy.
We respect your privacy and we are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
Our website uses Cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and use our website and also allows us to improve our site and service.
If you prefer, you can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies via your browser settings. Like most websites, if you turn your cookies off, some of our services may not function properly and we may be unable to provide our service to you.
Cookies are also used to enable us to monitor visitor numbers and search engine traffic, phrases used and so on. These are third party cookies and not controlled by us. We do not use cookies to monitor your actions in order to sell or provide additional services. Cookies of this nature do not contain personally identifiable information.
By continuing to browse the RoomsForLet website, you are agreeing to our use of cookies.
PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how we collect and process your personal data through your use of this website and your membership/registration with us, including any data you may provide through this website when you sign up to our service or order services from us.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this notice together with our terms so that you are aware of how and why we are using your data.
CONTACT INFORMATION
www.roomsforlet.co.uk is a website owned and operated by Dacan Internet Limited, Company registered in England and Wales. Our company registration number is 08021202 and our Registered Office is at 16 Grosvenor Road, Swinton, Manchester M27 5EG.
You can contact us by writing to us at the above address or emailing us at admin@roomsforlet.co.uk
Our privacy manager is: David Canning.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Our Data Protection (ICO) Number is - Z317895X
CONTROLLER
Dacan Internet Limited is the controller and responsible for your personal data.
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out above.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
The data protection law in the UK will change on 25 May 2018.
It is important that the personal data we hold about you is accurate and up to date. Please keep us informed if your personal data changes while you are registered with us. This can be done by logging in to your account and updating.
THIRD-PARTY LINKS
This website may include links to third-party websites, plug-ins, applications and Partners. We provide property listings with links to third party Partner websites who will require data collection for their own service. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
THE DATA 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).
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, username (email),
• Contact Data includes business, billing, home or contact address, email address and telephone numbers.
• Financial Data includes payment card details - We do not collect or hold card details, these are collected by third party providers such as PayPal and we are not responsible for their privacy statements.
• Transaction Data includes details about payments to and from you and other details of your purchases with us and any other products we provide.
• 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.
• Usage Data includes information about how you use our website and your purchases from us.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical data (Such as Google Analytics) for tracking usage of the website and any advertising we may acquire, how an individual arrived at the website and for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.
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 your Date of Birth or any information about criminal convictions and offences.
IF YOU FAIL TO PROVIDE PERSONAL DATA
We need to collect personal data in order to provide our service to you. If you fail to provide such data then we may be unable to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel the service we provide to you.
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:
• Order services/advertising from us;
• Request details of properties and rooms from us;
• Register an account on our website;
• Request marketing to be sent to you;
• Enter a promotion or survey; or
• Give us some feedback.
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
HOW WE USE YOUR PERSONAL DATA
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 perform the contract we have entered into with you.
- In order to provide our Service to you
- Where we add new services or features which we feel may be of benefit to you, but which closely relate to the main service we provide
- 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 or regulatory obligation.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below a description of all the ways we plan to use your personal data:
- To process an order and take payments.
- To manage our relationship with you which will include:
Notifying you about changes to our terms or privacy policy
Asking you to leave a review or take a survey
- To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
- To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
- To make suggestions and recommendations to you about goods or services that may be of interest to you
MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we believe may be of interest to you.
You will receive marketing communications from us if you have registered with us or purchased from us and opted-in to receiving such marketing.
We do not pass your personal data to third parties. However, if this policy changes we will get your express opt-in consent before we share your personal data with any company or organisation outside of our group for marketing purposes.
OPTING OUT
You can ask us to stop sending you marketing messages at any time by Contacting us or logging in to your account to edit your preferences at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us in order to provide our service to you. In the event you require all communications from us to cease you will need to request deletion of your account, or logging in to your account to Delete yourself. This will mean we can no longer provide to you the service for which you originally registered.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
DISCLOSURE OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below for the purposes set out in the 'PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA' section above.
• Third Parties as defined in the Glossary;
• A third party to whom we may choose to sell, transfer, or merge parts of our business or our assets.
Alternatively, we may seek to acquire other businesses or merge with them.
If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We will not disclose your personal data to any other third parties without your specific consent unless we are required to do so by law.
INTERNATIONAL TRANSFERS
We do not transfer your personal data outside the European Economic Area (EEA) unless in providing the service for which you registered. Potential tenants could be resident in any country and looking to relocate to the UK. In these circumstances and in providing our service to you, your data may be sent to such individuals.
DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees or agents who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulatory breach where we are legally required to do so.
DATA RETENTION
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
More specifically we will endeavour to remove your data under the following terms and where these times have elapsed: (These should be read in conjunction with our Terms)
- Data pertaining to All accounts will be held for as long as there are Active Adverts or Full Access on Tenant Accounts.
- Data will be held until Expiry of these Adverts or Full Access accounts plus a period of 12 months ('the Period') (after 25 May 2018). Where an Advert or Full Access is renewed or extended, this period will extend accordingly and automatically. This means the earliest we will delete accounts and data based on these terms will be from 25 May 2019.
- At the end of the Period, and if no further Adverts or Full Access are purchased, an Account will be Deleted along with all data relating to that Account.
- Where an Account is created, be it Landlord or Tenant, and no Advert added (Landlord) or Search Preferences completed (Tenant) these accounts will be deleted six months after Registration. Email notifications for such accounts will be sent, informing Users of the need to create an Advert (Landlord) or complete Search Preferences (Tenant) at intervals up to this 6 month deadline.
You can ask us to delete your data at any time or delete yourself by logging in to your account
YOUR LEGAL RIGHTS
You have the right to:
1) Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
2) Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. You may update your personal data by logging in to your account.
3) Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. 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. You may delete any data we hold by logging in to your account.
4) Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
5) Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
6) Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
7) Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
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 may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may 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.
PAYMENT INFORMATION
All credit information is handled by a third party payment processor such as Sagepay or PayPal, we do not collect or hold any payment card details on our servers. These third party processors have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these providers.
GLOSSARY
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by Contacting us
Performance of Contract means processing your data where it is necessary for the performance of a contract(providing our service) to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Third parties:
• Service providers acting as processors who provide IT and system administration services.
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide banking, legal, insurance and accounting services.
• HM Revenue & Customs (and like bodies outside of the UK), regulators and other authorities who require reporting of processing activities in certain circumstances.
TERMS AND CONDITIONS
Please also visit our Terms and Conditions section establishing the use, disclaimers, and limitations of liability governing the use of our website HERE
CHANGES TO THIS POLICY
If we decide to change our privacy policy, we will post those changes on this page.
CONTACTING US
If there are any questions regarding this privacy policy you may contact us here