The POD Living Ltd is a subsidiary of Collection Developments Ltd and is the data controller responsible for your data. We are the providers of student accommodation and residential housing.
This privacy notice has been designed with our customers and guarantors in mind, and the ways in which you interact with us. For example, the information we collect if you book accommodation with us and how we use it will be different to if you only enquire about a accommodation. And when you stay with us, the type of data we collect and how it is used is also different.
This notice covers personal data collected by The POD Living that can identify you as an individual or is capable of doing so. It does not cover general, statistical, aggregated or anonymous information or personal data collected by third party organisations outside of our instruction.We’ve done our best to make our explanations as clear and transparent about the data we collect as possible, and have broken this notice down into different sections relating to where you are in the customer journey.
Each section details the personal data we collect and for what purpose, who we collect it from and who we share it with. Other sections explain how we are meeting our other obligations under data protection legislation.If you have a question about something in this notice or want to contact our Data Protection team, please see the ‘How to Contact Us’ section.
When you visit our website, create an account with us, or contact us via The POD Living social media platforms, we will collect the following data, depending on the platform:
This data may be collected for the following purposes:
A cookie is a piece of information that is stored on your computer's hard drive by your web browser, or stored as a temporary object in your web browser for the time of that connection.
We use a third party to manage our received messages or mentions on social media platforms, so your messages will also be stored on their platform.
When you book one of our rooms after creating an account, depending on the type of booking, we will collect the following information from you or a group booking if booking direct, or from your university, or booking agent:
* = optional
** = if booking via an agent
We use this information to:
Depending on why we are using your data, we will share it with our internet service provider, your university or third party security service looking after the property you will be staying at, the relevant local authority (council), our third party survey provider, any tenancy deposit protection scheme being used and the emergency services (in the event of an emergency evacuation).
Once you have moved in to your new accommodation, we will collect and use other information from or about you depending on how you use our services and what happens during your stay. This includes:
After your stay
If you need us to provide a reference after you move out, we will provide information relating to your tenancy as requested by the landlord or letting agent, with your consent. The information shared will vary depending on the reference request and may include tenancy start/end dates, tenancy address, weekly/monthly rent price, confirmation that your payments are up to date, and confirmation of any damage charges you have incurred.
Occasionally, we provide aggregated statistics about our sales, customers, traffic patterns and other site information to third parties, but these statistics do not include any information that could personally identify you.
We offer various volunteering opportunities to our customers and also have a Student Ambassador programme. Depending on what you apply for/take part in, we will ask you to provide:
Applying to become a brand ambassador: Your name, contact details and your video interview. This data will be stored by a third party until your application is accepted/rejected.
If you have agreed to be a guarantor, emergency contact or the named person for a customer, depending on your role, we will collect the following information from you, the person booking our services or the customer holding the account:
If you are a guarantor or named person on the account, this may be used to:
If you are an emergency contact, in the event of an emergency, we will share your contact information with the medical or emergency services as necessary, enabling them to reach and update you about an incident affecting the customer
Our purpose for using your data may change where it is necessary to do so to protect or defend our legal rights or the legal rights of others. In these instances we may disclose the information you give us /we receive in order to comply with the law and our regulatory obligations. This information will be used as necessary, including to investigate, prevent or take action regarding illegal activities, suspected fraud, or situations involving potential threats to the physical safety of any person.
If we sell our business we will transfer information relating to tenants and guarantors to the new owner. If we sell a property only information relating to the current academic year would be transferred. In all instances we will ensure that your data is transferred securely.
Data protection law requires us to have a lawful basis for using your personal data. At least one of the following must apply: consent, contract, legal obligation, legitimate interest, public interest or vital interests. In this section we explain which one we rely on when we use your data in a certain way, as detailed in the previous sections.
We use your information for the performance of our contract with you:
We use your information for our legitimate business interests for the following:
We must have your consent to use your data for the following purposes:
We have a legal obligation to use your information:
Guarantor data: Our lawful basis for collecting your personal data will be performance of a contract (guarantor), legitimate interest (emergency contact) and consent (named person).
The periods for which we keep your information will vary according to the purpose for which we use the information. To work out how long we keep each data record for, we consider why we hold it, how sensitive it is, how long the law says we need to keep it, and what the risks are.
Unless there is a specific legal requirement to keep your information, we will not keep it for longer than necessary for the purposes for which it was collected or for which it is to be further processed. We have an internal data retention schedule that details how long we keep each data record and we will securely delete your information in line with this.
We have several security measures in place to protect your information:
The encryption of the personal data submitted by you and collected by us via our website and other online platforms is maintained to the highest industry standard level. Where you have a password, which enables you to access your account and certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password(s) with anyone.
Personal data is stored in a secure system with restricted access areas depending on the type of data being stored. We have strict security procedures covering the storage and disclosure of this information in order to prevent unauthorised access. Our employees can only access data that is appropriate and necessary for their role and we carry out identity verification checks before disclosing any personal information.
Where we use third party service providers, we disclose only the personal information necessary for them to deliver the required services. We carry out security due diligence to ensure they have satisfactory security and confidentiality measures in place, and contracts are in place to ensure they only use it for the purpose for which it was intended.
You have various rights relating to your personal data, which we have summarised below. To exercise any of these rights, please contact firstname.lastname@example.org. We process and respond to all requests regarding personal data within one calendar month, but if the request is going to take longer to process we will advise you of this.
We may ask for additional information to verify your identity to ensure we are sharing personal data with the correct person or that we believe is necessary to comply with a request. Please note that whilst we will carefully assess every request we receive, we may not always have to comply. When this happens, we will explain why.
Your right to be informed
You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights. Therefore, we are providing you with the information in this privacy notice.
Your right of access
You have the right to access the personal data we hold about you.
Your right to correct the personal data we hold on you
You have the right to correct, amend or update your personal data if it becomes inaccurate or incomplete.
Your right to erase your personal data
You have the right to ask us to erase your personal data although, for legal reasons, we might not always be able to do it.
Your right to restrict the processing of your personal data
You have the right to restrict, ‘block’ or suppress further use of your information if:
When processing is restricted, we can still store your information but may not use it further. We keep records of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in the future.
Your right to consent and/or withdraw consent
If you have given your consent to allow us to process your personal data, you also have the right to withdraw your consent at any time
Your rights in relation to automated decision making including profiling
Automated decision making is a decision made by automated means, without any human involvement, which has legal consequences or something to a similar effect (e.g. credit checking). We don’t typically carry out automated decision making, but if we were to, we would make it clear where decisions are being made.
Your right to data portability
You have rights to obtain and reuse your personal data for your own purposes in a commonly used machine-readable format, and to have your personal data transferred to another data controller on your request.
Your right to object to processing
You have the right to object, on grounds relating to your situation at any time, to the processing of your personal data that is based on us exercising our legitimate interests. If we can show compelling legitimate grounds for processing your personal data which we consider override your interests, rights and freedoms, or we need your personal data to establish, exercise or defend legal claims, we can continue to process it. Otherwise, we must stop using the relevant information.
You have the absolute right to object at any time to the use of your personal data for direct marketing purposes.
Your right to make a complaint
If you are unhappy about the way in which we have used your personal data, please let us know by contacting us as detailed below and we will try to resolve your complaint. If we are unable to resolve your complaint to your satisfaction, you have the right to lodge a complaint about the way we handle or process your personal data with the Information Commissioner’s Office.
This notice was last updated on: 15th April 2021.
Historic versions can be obtained by contacting us. Please see how to contact us below.
If you have any questions about the above, or our approach to privacy, our dedicated Data Protection team is here to help.
Email us at email@example.com