Privacy Policy

Introduction

This page is designed to help you understand why and how we use personal data.

By personal data we mean information that relates to a living individual and can identify or be identified with that individual.

Uniplaces provides an online accommodation booking service, exclusive to university students, which allows them to browse through thousands of properties around the world.

To do so, we have relationships with tenants, landlords, affiliates (referrers and/or partner organisations) and our suppliers. We process different personal data for each of those categories of person, and we do so for different purposes.

1. Who operates Uniplaces and how do I contact them?

The data controller of your information is Uniplaces Limited, a company with headquarters in London and Lisbon.

We are limited company registered in England with the company number 8674633 and our registered address is Uniplaces Limited, 107-111 Fleet Street, London, EC4A 2AB, United Kingdom.

If you have any questions or concerns about the information on this page, or about what we do with personal data, you should email dataprotection@uniplaces.com, or to write to us at the above address, marked for the attention of the Chief Financial Officer.

2. How does Uniplaces use my personal data as a tenant?

In summary, we use personal data relating to tenants to:

• To allow prospective tenants to easily search for flats matching their criteria on return visits.
• To provide the landlord with information about a prospective tenant to help them determine whether the prospective tenant’s eligibility to rent their property.
• To provide management information to Uniplaces' partners (e.g. partnered universities or employers).
• To ensure the prospective tenant is only offered properties that meet their access requirements.
• To process payments from the tenant.
• To follow up on bookings which are not able to proceed with, e.g. because the landlord rejects the application or there is an availability issue.
• To send marketing to you.
• To run its business.

2.1 How does Uniplaces use personal data to allow prospective tenants to easily search for properties?

As you use your Uniplaces account to book accommodation you will provide us with your desired location, the dates on which you wish to reside in the property and what your price range will be. Uniplaces will keep a record of this information and we will be able to present you with suggested properties that it believes match your criteria.

2.1.1 What personal data is used and where is it obtained from?

We obtain your preferred location(s), your budget and your preferred dates when you first sign up for the service and/or when you change your search criteria on the service.

2.1.2 What is our legal basis?

Our legal basis for retaining this information is our legitimate interest in ensuring that you are able to easily repeat your search for properties.

2.1.3 Who do we share personal data with for this purpose?

We do not share this data with anyone for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

2.2 How does Uniplaces use personal data to check whether the tenant is eligible to rent a property?

Landlords seeking to let their properties will have their own discretionary eligibility criteria for tenants.

2.2.1 What personal data is used and where is it obtained from?

When you submit your booking request, we ask for a biography, your nationality, age, occupation and gender.

2.2.2 What is our legal basis?

Our legal basis is that this process is a necessary preparatory step for the landlord to enter into a tenancy agreement with you.

Without this information, the landlord may not be able to consider entering into a tenancy agreement with you.

2.2.3 Who do we share personal data with for this purpose?

This information will be shared with the relevant landlord so that they can decide whether you meet their tenant criteria.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

2.3 How does Uniplaces use personal data to provide management information to its partners?

Our affiliate programme allows our partners to refer prospective tenants to Uniplaces and potentially receive a commission payment for each tenant they introduce that goes on to make a booking. We therefore provide them with information relating to the number of people they have referred that have gone on to make a booking with Uniplaces.

2.3.1 What personal data is used and where is it obtained from?

When you make your booking, we ask for your place of work and/or study.

2.3.2 What is our legal basis?

Our legal basis is our legitimate interest in providing our affiliates with accurate information to support the commission payment due to them.

2.3.3 Who do we share personal data with for this purpose?

Your personal data will not be shared with affiliates, however aggregated data (e.g. a number of students) that does not identify you will be.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

2.4 How does Uniplaces use personal data to ensure that the tenant is only offered properties that meet their access needs?

We understand that some of our tenants may have certain access requirements. Where provided, we use these details to help you find an appropriate property.

2.4.1 What personal data is used and where is it obtained from?

At the time of booking, we ask you to provide us with any information about any access requirements you have.

2.4.2 What is our legal basis?

Our legal basis is that this is a necessary preparatory step to you entering into a contract with the relevant landlord.

Without this information, the landlord would not be able to confirm that the property meets your requirements.

To the extent that this data is a special category of personal data (in that it may imply a medical condition), we rely on is explicit consent.

2.4.3 Who do we share personal data with for this purpose?

This information will be shared with the relevant landlord so that they can confirm whether or not the property meets your requirements.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

2.5 How does Uniplaces use personal data to process payments from the tenant?

2.5.1 What personal data is used and where is it obtained from?

When you finalise a booking with us, we will collect payment details include name, billing address, credit card number, credit card expiry date and their card verification value number.

Uniplaces itself does not have access to this data as it is passed straight to our payment provider

2.5.2 What is our legal basis?

Our legal basis is that this processing is necessary for the performance of the contract between you and the landlord. Without this information it would not be possible to finalise your booking.

2.5.3 Who do we share personal data with for this purpose?

This data will be sent directly to our payment processor, (e.g. PayPal or Stripe) to ensure that monies are withdrawn from your account and deposited into ours, and then the landlord’s.

2.6 How does Uniplaces use personal data to follow-up on bookings which have been unable to proceed?

Where you booking does not go through, for instance because the landlord no longer has availability, we might contact you to help you find an alternative.

2.6.1 What personal data is used and where is it obtained from?

If we contact you, we may use your name, telephone number, email address, location, budget, preferred dates, date of birth, occupation, gender, details of nationality, place of work and/or study, biography and details of access requirements, if any.

All of this information is obtained from your original booking request.

2.6.2 What is our legal basis?

Our legal basis is our legitimate interest in ensuring tenants are able to find an alternative property when a booking falls through.

2.6.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

2.7 How does Uniplaces use personal data for marketing?

Please see the “How does Uniplaces use personal data for marketing” section below.

2.8 How does Uniplaces otherwise use personal data in running its business?

Please see the “How does Uniplaces otherwise use personal data in running its business” section below.

3 How does Uniplaces use my personal data as a landlord?

In summary we use personal data relating to landlords:

• To process payments to landlords.
• To administer bookings, including populating the advert for the landlord's room, listing it when it is available, processing bookings, etc.
• to verify the accuracy of the information provided by the landlord.
• To send marketing to you.
• To run its business.

You can find out more about how we do so by clicking on the relevant heading below.

3.1 How does Uniplaces use personal data to process payments to landlords?

When a tenant pays us for a booking, we pay the landlord amounts due, less our fees, by bank transfer.

3.1.1 What personal data is used and where is it obtained from?

We use the bank account details and billing address provided when you signed up to Uniplaces as a landlord.

3.1.2 What is our legal basis?

Our legal basis is that this processing is necessary to perform our contract with you. Without this information we would not be able to pay you.

3.1.3 Who do we share personal data with for this purpose?

We will share this information with our bank in order to process monies owed to you.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

3.2 How does Uniplaces use personal data to administer bookings?

3.2.1 What personal data is used and where is it obtained from?

We will use the details provided by you when you created your account and/or added a property listing, including: name, phone number, address, room/property details, amenities, house rules, gender, age, family member details, pet details, whether you are a resident landlord, tenant preferences, property availability and any images or free text volunteered by you.

3.2.2 What is our legal basis?

Our legal basis is that this processing is necessary to perform our contract with you. Without this information we would not be able to publish your property listing.

3.2.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

3.3 How does Uniplaces use personal data to verify the accuracy of information provided by the landlord?

We may, where we arrange a visit to take photographs of your property, provide personal data to the photographer to allow them to verify the accuracy of your listing.

3.3.1 What personal data is used and where is it obtained from?

We will use the details provided by you when you created your account and/or added the relevant property listing, including: name, phone number, address, room/property details, amenities, house rules, gender, age, family member details, pet details, whether you are a resident landlord, tenant preferences, property availability and any images or free text volunteered by you.

3.3.2 What is our legal basis?

Our legal basis is our legitimate interest in verifying that listings displayed on Uniplaces are accurate.

3.3.3 Who do we share personal data with for this purpose?

We share this data with the photographer who visits your property.

3.4 How does Uniplaces use personal data for marketing?

Please see the “How does Uniplaces use personal data for marketing” section below.

3.5 How does Uniplaces otherwise use personal data in running its business?

Please see the “How does Uniplaces otherwise use personal data in running its business” section below.

4 How does Uniplaces use my personal data as an affiliate?

We use personal data relating to affiliates:

• To administer their affiliate status.
• To process payments to affiliates.
• To send marketing to you.
• To run its business.

You can find out more about how we do so by clicking on the relevant heading below.

4.1 How does Uniplaces use personal data to administer your affiliate status?

When you sign up as an affiliate, we will use your personal data to administer your affiliate status, including to give you access to our affiliate portal and track referrals you make.

4.1.1 What personal data is used and where is it obtained from?

We use the details you provide us when you sign up as an affiliate, and some information we generate using your unique tracking codes, for instance the number of prospective tenants you have referred and how many have gone onto make bookings.

4.1.2 What is our legal basis?

Our legal basis is that this processing is necessary to perform our contract with you. Without this information we would not be able to manage your affiliate relationship with us.

4.1.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

4.2 How does Uniplaces use personal data to process payments to affiliates?

When a tenant that you have referred makes a booking, we may make a payment to you which we will do via bank transfer.

4.2.1 What personal data is used and where is it obtained from?

We use the bank account details and billing address provided when you signed up as an affiliate.

4.2.2 What is our legal basis?

Our legal basis is that this processing is necessary to perform our contract with you. Without this information we would not be able to pay you.

4.2.3 Who do we share personal data with for this purpose?

We will share this information with our bank in order to process monies owed to you.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

4.3 How does Uniplaces use personal data for marketing?

Please see the “How does Uniplaces use personal data for marketing” section below.

4.4 How does Uniplaces otherwise use personal data in running its business?

Please see the “How does Uniplaces otherwise use personal data in running its business” section below.

5 How does Uniplaces use personal data for marketing?

In summary, regardless of whether you are a landlord, tenant or affiliate, we use personal data:

• To market our service to tenants, landlords and affiliates via email, including sending our newsletters.
• To tailor marketing to the recipient’s likely interests.
• To market its services to tenants, landlords and affiliates via telephone.
• To target display advertising to particular demographics of person on advertising platforms (e.g. Facebook, Google).
• To target display adverts on other websites to particular people based on the pages of our website that they have viewed (re-targeting).
• To create "look-a-like" audiences on the advertising networks that we use.

You can find out more about how we do so by clicking on the relevant heading below.

5.1 How does Uniplaces use personal data to market its services to tenants, landlords and affiliates via email, including sending its newsletter?

5.1.1 What personal data is used and where is it obtained from?

Where you are a tenant or landlord, we use the name and email address you provided when you signed up with Uniplaces.

Where you are a prospective affiliate, we use the name and email address you provided when you completed an enquiry form.

5.1.2 What is our legal basis?

When you are a tenant or landlord, our legal basis is our legitimate interest in marketing our service. We will only market similar services and we always offer the opportunity for you to opt-out at the time we collected your email address, and on each email we send thereafter.

When you are a prospective affiliate, we rely on your consent.

5.1.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

5.2 How does Uniplaces use personal data to tailor marketing to the recipient’s likely interests?

We will use your personal data to send particular marketing campaigns to you based on attributes you have. For instance, if you are a tenant we might send a particular marketing campaign to a subset of our registered tenants based on their location preferences and budget.

5.2.1 What personal data is used and where is it obtained from?

We may use any of the information we hold about you for this purpose, but most typically we target our marketing based on your preferred location (if a tenant), the location of your properties (if a landlord) or your location (if an affiliate).

5.2.2 What is our legal basis?

Our legal basis is our legitimate interest in ensuring our marketing is delivered to those people most likely to follow through with our services, therefore reducing our cost conversion when marketing our service.

5.2.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

5.3 How does Uniplaces use personal data to market its services to tenants, landlords and affiliates via telephone?

5.3.1 What personal data is used and where is it obtained from?

If you are a tenant, landlord or a current affiliate, we use the name and telephone number you provided when you signed up with Uniplaces.

If you are a prospective affiliate, we use the name and telephone number that either (a) you have given us

5.3.2 What is our legal basis?

Our legal basis is our legitimate interest in marketing our service. We will always screen your telephone number against relevant telephone preference services.

5.3.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

5.4 How does Uniplaces use personal data to display advertising for particular demographics on advertising platforms?

Advertising platforms such as Google and Facebook allow us to target our advertisements to particular types of user, for instance based on their age, location and interests.

5.4.1 What personal data is used and where is it obtained from?

Adverts are targeted based on the personal data held by the relevant advertising network about you.

The advertising networks do not give us access this data, they only give us the ability to target our advertisements based on characteristics of a group such as age bracket or location.

5.4.2 What is our legal basis?

Our legal basis is our legitimate interest in ensuring our marketing is delivered to those people most likely to follow through with our service, therefore reducing our cost conversion when marketing our service.

You can object to this processing by changing your privacy settings on the relevant advertising network.

5.4.3 Who do we share personal data with for this purpose?

Uniplaces has no access to your demographic information, this is held by the relevant advertising platform (Facebook or Google).

5.5 How does Uniplaces use personal data to display adverts to particular data subjects?

As you use our service, our advertising networks (Google and Facebook) will monitor and record the pages you visit on our website via a tracking pixel or cookie so that we can ask the advertising networks to show you advertisements based on the pages you visited on our website.

For instance, we might ask Facebook to show a particular advert to users who have recently searched for accommodation in a particular city on our website.

5.5.1 What personal data is used and where is it obtained from?

We will include code within our website provided by the advertising networks that either places a cookie on your device, or that includes an invisible image, both of which allow the advertising network to display adverts to you based on the pages of our website that you have visited.

5.5.2 What is our legal basis?

Our legal basis is consent.

You can withdraw your consent at anytime by contacting us, or by changing your privacy settings on the relevant advertising network.

5.5.3 Who do we share personal data with for this purpose?

As the cookie or tracking pixel is set using the advertising networks’ code, this data is shared directly with them, and Uniplaces does not have direct access to it.

5.6 How does Uniplaces use personal data to create “look-a-like” audiences on advertising networks?

Uniplaces’ advertising networks (e.g. Google and Facebook) allow it to upload customer email addresses, which the advertising network will match with its own database.

The advertising network will look at the demographics of those people based on the data it holds, and allow Uniplaces to show adverts to people that share similar characteristics.

Uniplaces will always ask the advertising platform to exclude the people used to create the “look-a-like” audience from being displayed an advert targeted in this way.

5.6.1 What personal data is used and where is it obtained from?

We will use the email address you provided to us when signing up on Uniplaces.

5.6.2 What is our legal basis?

Our legal basis is our legitimate interest in ensuring our marketing is delivered to those people most likely to follow through with a booking, therefore reducing our cost conversion when marketing our service.

You can object to this processing by changing your privacy settings on the relevant advertising network.

5.6.3 Who do we share personal data with for this purpose?

This data is shared with our advertising networks (Google and Facebook) for this purpose.

6 How does Uniplaces use my personal data as a supplier?

6.1 How does Uniplaces use personal data to procure and manage services provided by suppliers?

6.1.1 What personal data is used and where is it obtained from?

We may use all personal data we receive from you, for instance name, address, email address, telephone number and, except where an employee of corporate suppliers: bank account details, details of payments made and received and contracts.

We will also generate personal data about you, for instance internal correspondence about your performance.

6.1.2 What is our legal basis?

Our legal basis is our legitimate interest in managing our relationship with you as a supplier.

6.1.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

7 How does Uniplaces use my personal data as a job applicant?

If you apply for a job at Uniplaces, we may use your personal information:

• To correspond with you in relation to your application.
• To assess your suitability for the role you have applied for.
• To confirm your eligibility to work.

You can find out more about how we do so by clicking on the relevant heading below.

7.1 How does Uniplaces use personal data correspond with you in relation to your application?

7.1.1 What personal data is used and where is it obtained from?

We will keep emails, letters and records of telephone conversations sent/made to and received from you.

7.1.2 What is our legal basis?

Our legal basis is that this processing is a necessary preparatory step to entering into a contract of employment with you.

7.1.3 Who do we share personal data with for this purpose?

This information has no intended recipient. We will retain this information.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

7.2 How does Uniplaces use personal data to assess your suitability for the role you have applied for?

Uniplaces keeps a record of your application, including your application itself, interview notes, references and other information collected during the application process in order to consider your application.

7.2.1 What personal data is used and where is it obtained from?

Uniplaces keeps a record of your application, including your application itself (obtained from you or through an agent, interview notes (created by our staff), references (obtained from the referees listed in your application) and other information collected during the application process.

7.2.2 What is our legal basis?

The processing of this personal data is a necessary preparatory step to possibly entering into a contract of employment with you. Without this processing, we would not be able to proceed with your application.

Where your application file contains special categories of personal data, our legal basis is explicit consent.

7.2.3 Who do we share personal data with for this purpose?

We may share this data to the extent necessary to request references from the referees you listed in your application.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

7.3 How does Uniplaces use personal data to confirm your eligibility to work?

7.3.1 What personal data is used and where is it obtained from?

A photocopy of your ID document, including a visa if relevant, taken from an original you have provided to us.

7.3.2 What is our legal basis?

Our legal basis is that the processing is necessary to comply with legal obligations imposed on us.

To the extent that the data includes special categories of data, our legal basis is that the processing is necessary to comply with a legal obligation in the context of employment law.

7.3.3 Who do we share personal data with for this purpose?

We do not generally share this data for this purpose unless requested by a relevant authority and with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

8 How does Uniplaces otherwise use personal data in running its business?

In summary, regardless of whether you are a landlord, tenant or affiliate, we use personal data:

• To allow tenants and landlords to login to the Uniplaces website.
• To inform the tenant or landlord (as the case may be) of the other party's identity, so that each can confirm the other's identity on check-in.
• To manage bookings, including keeping the tenant/landlord up to date about their bookings.
• To obtain feedback from tenants and landlords about the Uniplaces service.
• To ask tenants, landlords and affiliates to complete surveys for market research purposes.
• To maintain financial records.
• To train our staff.
• To deal with queries and complaints.
• To bring or defend legal claims.

You can find out more about how we do so by clicking on the relevant heading below.

8.1 How does Uniplaces use personal data to allow you to log in to the Uniplaces website?

8.1.1 What personal data is used and where is it obtained from?

We will use the email address and password you provided when you signed up for Uniplaces, or alternatively if you registered via a social media account, we’ll use the authorisation token we receive from that social media platform.

8.1.2 What is our legal basis?

Our legal basis is our legitimate interest in authenticating our users.

8.1.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

8.2 How does Uniplaces use personal data to allow you to verify the identity of either the landlord or tenant?

8.2.1 What personal data is used and where is it obtained from?

We will use the name you provided to us when you signed up for Uniplaces.

8.2.2 What is our legal basis?

Our legal basis is our, the tenant’s and the landlord’s legitimate interest in ensuring the tenant and landlord are dealing with the correct person on check in.

8.2.3 Who do we share personal data with for this purpose?

We will share the tenant’s name with the landlord, and the landlord’s name with the tenant.

We may also share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

8.3 How does Uniplaces use personal data to follow-up on abandoned bookings and listings?

8.3.1 What personal data is used and where is it obtained from?

Where you only partially complete a booking or listing.

8.3.2 What is our legal basis?

Our legal basis is our legitimate interest in reducing the "

8.3.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

8.4 How does Uniplaces use personal data to obtain feedback from tenants and landlords about its services?

We use a third party partner, Trust Pilot, to collect reviews about our service.

8.4.1 What personal data is used and where is it obtained from?

We will use the name and email address you provided when signing up for Uniplaces.

8.4.2 What is our legal basis?

Our legal basis is our legitimate interest in receiving feedback and improving our service.

8.4.3 Who do we share personal data with for this purpose?

Uniplaces will share this information with TrustPilot, who will send you an invitation to complete a review on our behalf.

8.5 How does Uniplaces use personal data to ask tenants, landlords and affiliates to complete surveys for market research purposes?

8.5.1 What personal data is used and where is it obtained from?

We use the name and email address provided to us when you signed up on Uniplaces.

8.5.2 What is our legal basis?

Our legal basis is our legitimate interest of obtaining feedback from our users in order to improve the service we offer.

8.5.3 Who do we share personal data with for this purpose?

Uniplaces will share this information with its customer survey partner, who will send you an invitation to complete a review on our behalf.

Our survey partner will then collect responses and share aggregated information with us that does not identify you.

8.6 How does Uniplaces use personal data to maintain its financial records?

8.6.1 What personal data is used and where is it obtained from?

We generate records of payments made to and from you.

8.6.2 What is our legal basis?

Our legal basis is that the processing is required to comply with legal obligations imposed on us by law and by government agencies like HMRC.

8.6.3 Who do we share personal data with for this purpose?

We may share this information with HMRC, but otherwise we will only share this data with our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

8.7 How does Uniplaces use personal data to train its staff?

8.7.1 What personal data is used and where is it obtained from?

We record in-bound and out-bound telephone calls.

8.7.2 What is our legal basis?

Our legal basis is our legitimate interest in training our staff. We will always ensure a telephone recording does not have sensitive information within before using it for training purposes.

8.7.2 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

8.8 How does Uniplaces use personal data to deal with queries and complaints?

8.8.1 What personal data is used and where is it obtained from?

We may use any personal data we hold about you to deal with queries and complaints, but typically this will include booking details, correspondence between us, and information we generate in investigating your query or complaint.

8.8.2 What is our legal basis?

Our legal basis is our legitimate interest in ensuring queries and complaints are resolved.

Without this processing, we would not be able to address your query or complaint.

8.8.3 Who do we share personal data with for this purpose?

We do not share this data for this purpose, other than our suppliers where necessary for them to provide their service to us (see the “Who we share personal data with” section below).

8.9 How does Uniplaces use personal data to bring or defend legal claims?

8.9.1 What personal data is used and where is it obtained from?

We may use any of the personal data we hold about you to bring or defend legal claims, including correspondence, telephone recordings, payment records and details of services we supplied to you or that you supplied to us.

8.9.2 What is our legal basis?

Our legal basis is our legitimate interest in bringing and defending potential legal claims.

8.9.3 Who do we share personal data with for this purpose?

We may share this data with external advisors for the purposes of obtaining advise from them in relation to a claim.

9 How long does Uniplaces keep personal data for?

10 Who does Uniplaces share personal data with?

Internally, Uniplaces may grant access to personal data for the purposes of staff training so that they may carry out their role.

Externally, Uniplaces may share personal data with third parties for specific purposes, as set out in the sections above. It may also from time to time share personal data with the following categories of recipients:

its service providers, for instance:

the companies that host and manage our IT infrastructure

companies that provide us with cloud based IT systems, such as our CRM system or email delivery system

its external advisors, for instance IT consultants, accountants and lawyers.

Where we share personal data with service providers we will always ensure that the service provider is committed contractually to only use personal data in compliance with Uniplaces’ instructions and data protection law

its regulators, law enforcement, intelligence services and other government authorities, where they require us to do so

potential buyers of or investors in our business where necessary in connection with a due diligence exercise, under appropriate confidentiality arrangements (such as NDA).

11 Does Uniplaces transfer personal data outside of the European Economic Area?

Uniplaces generally stores and processes personal data inside the European Economic Area.

However, in some circumstances its service providers may transfer personal data outside the European Economic Area.

Where they do so, Uniplaces’ requires its service providers to do so in compliance with data protection law, typically requiring them to enter into standard contractual clauses approved by the European Union as providing equivalent protection to what would be in place had the personal data remained in the European Economic Area.

We can provide more information on the non-EEA countries to which we transfer your personal data on request.

12 What are my rights in relation to Uniplaces processing my personal data and how do I exercise them?

The law gives you certain rights in respect of the information that we hold about you. Below is a short overview of those rights.

12.1 Access.

You have the right to a copy of the personal data that we hold about you. We may make a reasonable charge for additional copies of that data beyond the first copy, based on our administrative costs. Where the data is data that you have given to us, you have the right to receive your copy of it in a common electronic format, and to provide copies of it to other people if you wish.

12.2 Correction.

You have the right to have the personal data we hold about you corrected if it is factually inaccurate. Note that this does not extend to matters of opinion, such as feedback received on you as a landlord or tenant, or decisions as to suitability.

12.3 Deletion.

In some limited circumstances, you have the right to have personal data that we hold about you erased (the right to be forgotten”). This right is not generally available where we still have a valid legal reason to keep the data.

12.4 Objection.

You have the right to object to our processing of your personal data where we rely on “legitimate interests” as our legal basis for processing, but we may be able to continue processing if our interest outweighs your objection.

12.5 Opting out of marketing.

You have the right to require us to stop using your personal data to send you marketing information. If you want us to stop sending you marketing information, the quickest and most efficient way is to use the provided “unsubscribe” links in our communications (although you can contact us direct if you prefer).

12.6 Temporary Restriction.

You also have the right in some circumstances to request that temporary restrictions are placed on how we process your personal data, For example if you contest its accuracy or where we are processing it on the basis of our legitimate interest and you contest our assessment that our interest overrides your rights.

12.7 Withdrawing Consent

If we are processing your personal data on the basis of your consent, you have the right to withdraw that consent at any time, in which case we will stop that processing unless we have another legal basis on which to continue.

The easiest method of exercising your rights is set out in the relevant section above, but you can also:

• email us on dataprotection@uniplaces.com
  
• write to us at Uniplaces, 107-111 Fleet Street, London, EC4A 2AB, United Kingdom.

Please note that in order to protect your privacy, we may ask you to prove your identity before we take any steps in response to a request you have made.

13 How and when will Uniplaces make changes to this guide?

We may update this privacy guide from time to time by updating this web page.

Where we update this guide to include entirely new personal data, or use of existing personal data in an entirely new way, we will notify you that changes have been made using the email address we hold for you, if any.

This guide was last updated on May 24th 2018.