Landlords/Students

Privacy Notice

This Privacy Notice provides details of the personal data we, Studentpad Limited, collect from you, what we do with it, how you might access it and who it might be shared with.

Studentpad Limited is the controller and responsible for your personal data (collectively referred to as Studentpad Limited, "we" or "us" in this privacy notice).

We have not appointed a Data Protection Officer (DPO), as this is not required for our business. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please do contact us using the details set out below (section 2.0).

1.0 Our beliefs regarding privacy and data protection

We have a duty of care to all persons with data held in our system.

Data is a liability, and so we only collect/process it when absolutely necessary.

We will never sell your personal information.

Your data belongs to you, and you are at liberty to request access to it whenever you want to.

You, as the Data Subject, have the right to withdraw your consent at any time.

2.0 Contact details

Our full details are:

Full name of legal entity: Studentpad Limited

Contact Name: Administrator

Email address: admin@studentpad.com

Postal address: StudentPad The Old Flying Club, Skillings Lane, Brough, East Yorkshire, HU15 1EN

3.0 Third Party Links

This website may include links to third party websites, plug-ins, and applications. 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.

4.0 What data we collect

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data when the identity has been removed (anonymous data).

We may collect, use, storage and transfer the following personal information:

1. Identity Data includes first name and last name;

2. Contact Data includes email address;

3. Technical Data includes internet protocols (IP) address, 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 our website;

4. Usage Data includes information about how you use our website.

We also collect, use and share Aggregated Data such as statistical or demographic data 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. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

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, student union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

5.0 How and why we collect your Personal information

We use different methods to collect data from and about you, including through:

1. Direction interactions. You may give us Identity and Contact Data when corresponding with us by post, phone, email or otherwise.

2. 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. Please see our cookie policy for further details (located further down this page).

3. Third parties. We may receive Technical Data from analytics providers such as Google, based outside the EU.

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information for the following reasons:

1. To provide you with information or products relating to the services provided by Studentpad Limited where you have consented to be contacted for such purposes.

2. To allow you to participate in interactive features of our service, when you choose to do so.

3. To notify you about any changes to our service.

4. Because we have a legitimate business interest.

You will be asked in advance for your consent for inclusion in each instance.

5.1 Data acquired through site visitor tracking

Like most websites, this site uses Google Analytics (GA) to track user interaction. We use the data from GA to determine how many people are using our site, how people find and use our web pages, and to visualise user journeys through the website.

Although GA records Technical Data, none of this information makes you personally identifiable to us. Your computer’s IP address is also recorded by GA and presents a potential way for you to be personally identified; however, Google do not grant us access to this information. We consider Google to be a third-party data processor (see section 8.0 below).

GA makes use of cookies, details of which can be found on Google’s developer guides. Our website uses the analytics.js implementation of GA.

Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website; however, this may have an impact on the website display quality.

You can find out more about our cookies in our dedicated cookies section below.

5.2 Data acquired when using contact forms and email links If you choose to contact us using the contact form (on our Contact us page), or via email, none of the data that you provide will be stored by this website. This data will not be passed to or be processed by any of the third party data processors defined in section 8.0. Instead, the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP).

NOTE: Our SMTP servers are not encrypted by TLS or SSL, and we strongly recommend that you do not send any sensitive information over email.

6.0 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, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and these 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 regulator of a breach where we are legally required to do so.

7.0 About this website’s server

This website is hosted by our Studentpad Limited which forms part of the Pad Group Limited group of companies, and is stored on servers provided by Fasthosts. These servers are located in the UK and are solely used by Pad Group Limited.

Some of the data centre’s more notable security features are as follows:

* CCTV covering all areas of the data centres and corporate offices.

* Highly experienced security guards on duty 24/7, 365 days a year.

* Role-based access control swipe-card system across multiple secure areas to ensure absolutely no access by unauthorised personnel.

* Awarded ISO 27001 certification – an international standard given to data centres that reach the top-level of security, safety and compliance.

Full details of FastHosts' data centre can be found here.

8.0 Disclosure of your Personal Information

We use a number of third parties to process personal data on our behalf. We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third party processors to use your personal information for their own purpose and only permit them to process your personal data for specified purposes and in accordance with our instructions.

This website directly uses the services of: 

Google (Privacy policy

Zoho (Privacy Policy)

9.0 Data breaches

Upon discovery of a data breach, we will notify the Supervisory Authority within 72 hours, unless the breach is unlikely to impact the data subjects. Where exposure presents a high-risk to the Data Subjects, we will communicate accordingly with the Data Subjects, and, if necessary, inform the relevant law enforcement authorities.

This process applies to all data breaches, and includes any data breach from with website’s database, or the database(s) of any of our third party data processors.

10.0 Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including 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 and harm from unauthorised use or disclosure of your personal data, the purposes of which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

11.0 Data subject access requests

Under certain circumstances, you have the right under data protection laws in relation to your personal data. You have the right to:

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.

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.

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.

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. In some cases, we may

demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

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.

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 services to you.

If you wish to exercise any of the rights set out above, please contact us.

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 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.

12.0 Changes to our privacy policy

This privacy policy may change from time to time, in line with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the change log below.

12.1 Change log

            Date   Changes           

                                25/04/2018   New GDPR Privacy policy created. 

                                                        Privacy policy change log introduced.

Cookies

cookie law

The law on cookies demands that you, as a website user, are given the opportunity to understand how cookies are used on our websites and consent to cookies being stored on your computer (laptop/mobile/tablet or any other browsing device).

what are cookies?

A cookie is a small text file, which is downloaded to your computer when you access websites. Typically, they consist of: a site name and unique user ID, the duration of the cookie's abilities and effects. Cookies cannot be used to reveal your identity or personally identifying information.

When you visit a website that uses cookies for the first time, a cookie is downloaded onto your computer. The next time you visit that website, your computer checks to see if it has a cookie that is relevant and sends the information contained in that cookie back to the website. The website then knows you have been there before, and in some cases, tailors your experience. They may record how long you spend on each page on a site, what links you click, even your preferences for layouts and colours.

Generally, using cookies is beneficial, making your interaction with sites smoother with no extra effort on your part. Without cookies, this site would be less interactive and you may need to enter information on a more frequent basis.

most common cookies

Session cookies

These cookies expire when you close your web browser, websites typically use session cookies to ensure that you are recognised when you move from page to page within one site and that any information you have entered is remembered. For example, if an e-commerce site did not use session cookies then items placed in a shopping basket would disappear by the time you reach the checkout. You can choose to accept session cookies by changing the settings in your browser.

Some session cookies may be essential for a website to store information on your computer, for example, to provide a service to you that you have requested.

Persistent cookies

These cookies are still stored on your computer after you have closed your web browser which allows your preferences on websites to be remembered. These cookies are used for a variety of purposes, for example, remembering your preferences on a website (your language choice or your user name on a particular website).

First and Third Party cookies

This refers to the website placing the cookie. First party cookies are cookies set by the website you are visiting. Third party cookies could be set by another website, for example, if the website you are visiting has advertising on the page then this other website will be able to set a cookie on your computer as a third party cookie. Typically all of the main web browsers allow third party cookies by default. Changing the settings on your browsers can prevent this.

our use of cookies

We use session cookies which are essential for the use of our website, these cookies are deleted as soon as you close your web browser.

We also use cookies to understand your usage of our website which are provided by google analytics, these cookies do not identify you as an individual and do not contain any personal information about you.

Below is a breakdown of the cookies we may use whilst visiting this site:

Cookie Name: ASP>NET_Sessionid

Set By: This website

Default Expiration: on browser close

Description: Stores a unique reference so you are able to use the website, without this cookie you will be unable to use any of the sites interactive features such as the property search, logging in to your account, using the message boards etc.

Cookie Name: __utmz

Set By: Google Analytics

Default Expiration: 6 months from set/update

Description: Stores the traffic source or campaign that explains how the user reached your site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics.

Cookie Name: __utma

Set By: Google Analytics

Default Expiration: 2 years from set/update

Description: Used to distinguish users and sessions. The cookie is created when the javascript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics.

Cookie Name: _ga

Set By: Google Analytics

Default Expiration: 2 years

Details: Used to distinguish users.

Cookie Name: datr

Set By: Facebook

Default Expiration: 1 year

Description: A Facebook cookie that monitors your Facebook account for suspicious behaviours such as failed login attempts or attempts to create spam accounts

Cookie Name: fr

Set By: Facebook

Default Expiration: 90 Days

Description: Allows control over the "Follow us on Facebook" and "Like" buttons.

Cookie Name: sb

Set By: Facebook

Default Expiration: 2 years

Description: Allows control over the "Follow us on Facebook" and "Like" buttons, collect the language settings and allow you to share the page.

For more detail on the cookies set by Google Analytics click here

You may refuse to accept cookies by activating the setting on your browser which allows you to disable the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

further information

Further information can be found on the ICO Cookies Guide and http://www.allaboutcookies.org/.