Your data
and your rights

West End Student Properties Ltd takes the issue of security and data protection very seriously and strictly adheres to 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 Information Commission, formerly the Information Commissioner’s Office (registration number ZA516163).

During the course of our activities West End Student Properties Ltd (WESP) will process personal data (on paper, electronically, or otherwise) about you. We recognise the need to treat it in an appropriate and lawful manner. This notice explains what information WESP collects, when we collect it and how it is used.

We collect information about you from:

• Enquiries made to our organisation, its agents and representatives
• Accommodation application form
• Tenancy documentation including but not limited to tenancy agreement, standing order form and addendums
• Guarantor form
• Proof of identification provided in support of applications, tenancies and guarantor forms

• Personal details including, but not limited to: name, address, telephone number, email address, educational establishment, employer, date of birth, next of kin, bank account details.
• Details of the tenancy concerned including, but not limited to: address; term, payments due, deposit, joint tenants.

• to enable us to supply you with the services and information which you have requested;
• to manage your tenancy and to undertake and perform our obligations and duties as agent on behalf of a landlord;
• to carry out due diligence on any prospective tenant and/or guarantor, including whether there are any money judgements against them, or any history of bankruptcy or insolvency;
• to analyse the information we collect so that we can administer, support and improve our services;
• to 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.

The information you provide to us will be treated as confidential and will be processed only by any third party, acting on behalf of WESP, 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:

• To the landlord of a property in respect of a tenancy being applied for or entered into.
• 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 obtaining of references or credit checks.
• 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 in connection with this.

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.

All information will be stored securely whether in paper or electronic format. Electronic data will be stored in the UK along with the support of cloud server services based outside the UK which adhere to internationally recognised standards for cloud privacy and data protection. This includes Dropbox whose servers are based in the United States and which comply with ISO 27018.

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 accounting and statistical purposes.

You have the right at any time to ask for a copy of the information about you held by us and request correction of any inaccuracies. You can make a request to us to delete your personal data when you are no longer a client and it is no longer required by law or accounting purposes. You can object to receiving any marketing communications from us.

Should you wish to complain about the use of your information, we ask that you contact us in the first instance. You also have the right to contact the Information Commission: casework@ico.org.uk