Privacy and cookie policies

BEST CITY ROOMS LIMITED PRIVACY NOTICE (last updated July 8th 2021)

This Privacy Notice describes the personal information practices of Best City Rooms Ltd. It explains the information we collect, when we collect it and how we use it.

During the course of our business activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner.

ABOUT US
We are Best City Rooms Limited and you can write to us at our registered address at The Old Rectory, 1 The Nook, Markfield, Leicester LE67 9WE. Alternatively you can email any questions relating to this notice and our privacy practice to us: hello@bestcityrooms.co.uk

We take the issue of security and data protection very seriously and strictly adhere to the guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are notified as a Data Controller with the Office of the Information Commissioner under the registration number A8320566 and we are the data controller of any personal data that you provide to us.

USE AND PROCESSING OF PERSONAL INFORMATION
We collect the following information about you when you apply for accommodation:

Name, e-mail address, telephone number, date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of family or friends that you are staying with (if applicable), guarantor name, e-mail address, telephone number, date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);Property address; term, rent, deposit, utility and service responsibilities, employment status of tenants and/or guarantors, address, contact details (including email and ‘phone numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received, bank account details of the tenant, including account number and sort code (if applicable)

We need your information and will use your information as follows, in order to:
● undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
● enable us to supply you with the services and information which you have requested;
● help you to manage your tenancy;
● carry out due diligence on any prospective tenant and/or guarantor, including whether there are any money judgments against them, or any history of bankruptcy or insolvency;
● analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
● contact you in order to send you details of any changes to our suppliers which may affect you;
● and for all other purposes consistent with the proper performance of our operations and business.

PERSONAL INFORMATION ABOUT OTHER INDIVIDUALS
By providing us information about someone else, you confirm that the other individual has appointed you to act on his/her behalf and has agreed that you can do so. For example we will ask you to provide contact details of a person who you wish us to contact in the case of an emergency, along with your next of kin (where applicable).

PERSONAL INFORMATION PROVIDED BY THIRD PARTIES
Where necessary we will receive information about you from other sources (e.g. Universities and Colleges, Local Councils, service providers) which we will add to the information we already hold about you.

PERSONAL INFORMATION PROVIDED TO THIRD PARTIES
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on our behalf, within the UK.

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:
● if we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;
● to carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
● if you so request, your information shall be disclosed in order to determine if there are any money judgments against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
● if you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant;
● in the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider,freeholder, factor, facilities manager or any other relevant person or organisation.

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.

TRANSFERS OUTSIDE THE UK AND EUROPE
Your information will only be stored within the UK. Where information is transferred outside the UK we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following a decision by the Commission that the third country has adequate safeguards/ details of appropriate security provisions in place.

SECURITY
When you give us information we take steps to make sure that your personal information is kept secure and safe.

HOW LONG WE KEEP YOUR INFORMATION
We review 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. We will keep rent and deposit records for seven years after the tax year to which they relate and copies of all documentation relating to the rental home during the tenancy and for 12 months after the tenancy ends.

YOUR RIGHTS
You have the right at any time to:
● ask for a copy of the information about you held by us in my records;
● require us to correct any inaccuracies in your information;
● make a request to us to delete what personal data of yours we hold;
● Object to receiving any marketing communications from us.

If you would like to exercise any of your rights above please contact us: hello@bestcityrooms.co.uk

COMPLAINTS POLICY
Should you wish to complain about the use of your information, or any other issue concerning your Tenancy with Best City Rooms Ltd, we would ask that you contact us to resolve this matter in the first instance: hello@bestcityrooms.co.uk

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:

England
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk (mailto:casework@ico.org.uk)

Scotland
Information Commissioner’s Office
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: scotland@ico.org.uk (mailto:Scotland@ico.org.uk)

Wales
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff , CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk (mailto:wales@ico.org.uk)

Northern Ireland
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk (mailto:ni@ico.org.uk)

UPDATING YOUR RECORDS
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: hello@bestcityrooms.co.uk

REVIEW OF THIS POLICY
We keep this policy under regular review. This policy was last updated 1st July 2021.

UNDER 18s
We are especially concerned with protecting the privacy of children/minors. If you are under the age of 18, you must obtain your parent/guardian’s permission before providing any personal information. When providing personal information your parent/guardian should be with you to help you through this process.