The following information constitutes our privacy notice. In this document, "we", "our", or "us" refer to Room Rentals.
Room Rentals trading as Room Mates Limited is a registered company in England at companies house number 10470771.
We are notified as a Data Controller with the Office of the Information Commissioner (ICO) under registration number ZA220481 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Mr Paul Schofield.
Any questions relating to this notice and our privacy practices should be sent to Admin@room-rentals.co.uk
Our address is at:
205 Locks Road
We aim to process data, whether personal data or not, only to the extent necessary for us to provide our clients with our services and for other agreed purposes.
Often, we may aggregate information in a general way and use it to provide class information. If we use it for this purpose, you as an individual will not be personally identifiable.
Personal information that we may process may include:
If you are a client, personal information may include your identity and contact information, information about your family members, and financial information.
We may also process information deemed to be “special category” information, such as your race or ethnic origin, and information about criminal records.
In most cases, your personal data will have been provided to us by you from your application for accommodation. However, with your consent, or if it is necessary to provide you with our services, we may have obtained your personal data from a third-party source. From your use and registration of our referencing and contracting platform provider hosted by Goodlord (including but not limited to creating tenancy agreements, guarantor agreements, or notices) and the initial contact to Room Rentals via Telephone, web based sites where we have advertised or marketed available rooms and/or properties as well as mobile telephone text messaging, WhatsApp messaging and electronic mail.
We collect the following information about you:
Why we need this information about you and how it will be used
We need your information and will use your information:
We may process your personal data if you have a personal or business connection with any of our clients or suppliers. For example, you may be a family member, business partner, other adviser, supplier or transaction counterparty.
The data we process may include contact information, information about your business activities, and financial information such as that relating to income and expenses.
We may be given your personal data by our clients or suppliers, or by third parties acting on the instructions of a client or a supplier.
If you supply our business with goods or services, including subcontracted services that we supply to our clients, then we may process your personal information. However, we do so only to the extent necessary to contract with you.
The law requires us to determine under which of six defined grounds we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant, then we shall immediately stop processing your data.
If the basis changes then if required by law, we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
When a contract is formed between you and us, to carry out our obligations under that contract we must process personal information.
As examples, a contract between us could be formed by:
We use your information in order to provide you with our services under that contract, for example:
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
Only when you have given us explicit permission to do so, do we process your personal information under the basis of consent.
For example, you might have agreed that we may track your actions on our website or pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent, or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by telling us. However, if you do so, you may not be able to use our services further.
We may process information on the basis there is a legitimate interest of doing so, either to you or to us.
Where we process your information on this basis, we do after having given careful consideration to:
For example, we may process your data on this basis for the purposes of:
Sometimes, we must process your information to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us to reply with the information you need.
We record your request and our reply to increase the efficiency of our business.
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high-quality service.
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
If the complaint relates to information on our website and we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.
If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.
We may compile statistics from information relating to complaints to assess the level of service we provide, but not in a way that could identify you or any other person.
We use a customer relationship management (CRM) system to process personal data which is based outside of the European Economic Area (EEA) at the following location within the United States of America:
Less Annoying Software, LLC
1017 St Olive St. #300
St Louis, MO 63101
Less Annoying Sortware, LLC provide our Customer Relationship Management software abbreviated to LACRM for all references.
LACRM is a member of the United States of America US Data Privacy Shield which can be viewed by visiting https://www.privacyshield.gov/.
As part of the new GDPR legislation from 25 May 2018 Room Rentals includes full disclosure of all clients information as part of the Data Fair Processing Notice held within our LACRM system. This applies to all Tenants and Landlords information held within the LACRM system communicating that it is held in the United States of America on cloud based Amazon Web Servers located in Virginia on the East Coast side as well as redundancy backup server based on the West side of the United States of America.
Data subjects include existing, former and prospective clients and their agents and representatives.
Personal data that we process includes the name of the person, information about his or her employer and job position, and contact information.
We process this data on the basis of consent for purposes that include:
We do not sell or share any personal data with third parties unless we have explicit consent to do so from the data subject.
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience, and the website owner with statistics about the actions you have taken.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
15.1. to track how you use our website
15.2. to record whether you have seen specific messages we display on our website
15.3. to provide a consistent personalised experience across our site
15.4. to record your answers to surveys and questionnaires on our site while you complete them
15.5. to record the conversation thread during a live chat with our support team
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We record information that could identify your location, such as your IP address. We also record information reported by the software you are using to browse our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website. However, our policy is not to use such data for personal identification.
Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our services when you visit some other website.
An advertisement that you see for our services may have been shown because we have used a third party to provide us with re-marketing services. However, we advertise in many places and an advertisement shown for our services may be coincidental to your visit to our website.
The information you provide to us will be treated by us as confidential [and will be processed only by anythird party, acting on my behalf, within the UK/EEA]. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
No such information is personally identifiable to you.
Third parties may advertise on our website. In doing so, those parties, their agents or other companies working for them may use technology that automatically collects information about you when their advertisement is displayed on our website.
We do not have control over these technologies or the data that these parties obtain. Accordingly, this privacy notice does not cover the information practices of these third parties.
At any time you may review or update personally identifiable information that we hold about you.
To obtain a copy of the information we hold about you, please contact us.
After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
If you wish us to remove personally identifiable information from our website, you should contact us.
This may limit the service we can provide to you.
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
to provide you with the services you have requested;
to comply with other law, including for the period demanded by our tax authorities;
to support a claim or defence in court.
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (We may be legally required to hold some types of information), or as set out in any relevant contract we have with you. Our full retention schedule is available at our offices and will be provided to you upon request to Admin@room-rentals.co.uk. Your data will be stored for up to a period of 7 years.
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Information Commissioner's Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Information Commissioner's Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.
Here at Room Rentals, the values of honesty, integrity, flexibility and professionalism underpin the service we provide to landlords and tenants alike. Check out our positive feedback that we have received from our happy clients at Room Rentals.
Having worked with Room Rentals for a few years now, I have been continually impressed with their professionalism, reliability and efficiency in sourcing great tenants for my portfolio of rooms. Having such effective support has enabled me to focus more on other aspects of the business, knowing that the lettings operation is in safe hands.”
A huge thank you to room rentals for their continual professional service they provided while I lived in Southampton . Cannot fault this company for their friendly and professional services, I would definitely use this company again and would recommend to anyone
Room Rentals – Aw amazing new as I’d really like to go with your agency because you’ve been so nice
Room rentals provided me with a very positive experience for my first 6 months in the UK. They are very professional and have a hands-on approach. They always try to solve every problem as soon as possible and make sure the tenants are comfortable in their homes. I am very happy to recommend Room Rentals to anyone who is looking to live in a shared house.
Hi Jane, This will be the 7th time I have moved rented accommodation and as a result I’ve dealt with lots of different letting agents and I just wanted to say that you are the most lovely and helpful letting agent I have ever come across by a mile!! Thank you!
I can not tell how grateful I am for everything that you did today. I was totally disappointed of having a room before the next week, but you made it possible. I should thank you and your team a million times for everything.
I once again thank the whole team making my stay for almost 3.5 years so smooth and easy. If I look back and count I have referred 14 colleagues of mine in 3.5 years for accommodation and all of them are very happy and thankful to you. They left for new engagements at work and to new locations - lastly it’s my time, moved to west midlands :)
Thanks again to all of you.