About Student Roost
Student Roost is a leading provider of student accommodation in the UK. We are made up of different legal companies, including PBSA Portfolio Advisor Limited (a company incorporated in England with company number 08721957 and whose registered office is at 35 Great St Helen’s London EC3A 6AP) and the companies listed on our website under Company Registration.
Any reference in this policy to Student Roost, ‘we’ or ‘us’ includes PBSA Portfolio Advisor Limited and all other companies within the Student Roost group of companies.
What does this policy apply to?
This policy applies to personal information collected by Student Roost. It does not apply to personal information collected by third-party companies, individuals or organisations or other websites which this website may link to or be linked from. Where third parties collect your personal information their own privacy policies will apply.
What information do we collect?
We collect, use, store and transfer different kinds of personal information about you to enable us to provide the services you have requested and to allow us to enter into and fulfil our obligations and exercise our rights under our contract with you.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer the following personal information:
If you are a nominated guarantor we will obtain contact details and some basic information about you from the individual booking a Roost in order to process their application.
We may also collect, use and store special categories of personal data about you, including your ethnic origin, information about your health and any disabilities.
Where we need to collect personal information by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to complete the booking application for a Roost).
How do we collect your data?
We use different methods to collect personal information from you, including:
What do we use your information for?
Purposes for using your information
We will use your personal information where we need to perform a contract we are about to enter into or have entered into with you (for example, booking a Roost), where it is necessary for our legitimate interests (for example, CCTV footage to monitor safety at a Roost to ensure the safety of residents, visitors and employees and to assist with law enforcement) or where we need to comply with a legal or regulatory obligation.
We will only send you marketing and promotional materials with your consent. You can tell us that you want to stop receiving marketing communications from us at any time. Please see the Marketing section below for more details.
We will only use special categories of personal data with your consent (for example, ethnic origin or information about your health). However, on occasion there may be reasons of public interest or law that enable us to use such information without consent. For example, if it is necessary to protect your vital interests where you are physically or legally incapable of giving consent or it is necessary for the establishment, exercise or defence of a legal claim.
Where you have specific disability needs we will use such information to perform our contract with you (for example, to provide an accessible room in a Roost) and to comply with our obligations pursuant to equality laws.
Who do we share your information with?
Our group. Your personal information may be shared with companies within the Student Roost group of companies based in the UK as different parts of the business are responsible for different activities.
We may also share your personal information with third parties as follows:
We do NOT sell or share your personal information with third parties for them to use for marketing purposes.
We require third parties to respect the security of your personal information and to treat it in accordance with the law. All our third-party service providers are required to take appropriate security measures to protect your personal information. We only permit them to process your personal information for specified purposes in accordance with our instructions.
How long do we keep your information?
We only hold your personal information for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
In some circumstances you can ask us to delete your personal information. See Right to be forgotten section below for further information. We may retain basic information on a suppression list to record your request and to avoid sending you unwanted materials in the future.
Your personal information may be anonymised, 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.
We will only send you marketing and promotional materials if you have specifically consented to receive them. We may contact you for this purpose by email or SMS/text. When you book your Roost you have the option to opt out of our marketing communications. You can also opt-out from receiving such communications at any time by updating your preferences in your account on our website or by emailing us on firstname.lastname@example.org. You can unsubscribe from our email marketing communications using the links provided in the emails we send you. Similarly, you can unsubscribe from our SMS/text marketing communications by following the opt out instructions in any SMS received.
Please note that if you are a resident in one of our Roosts we will send you emails related to your Roost and tenancy agreement as this is important information you will need about your accommodation.
Security and storage of information
We are committed to keeping your personal information secure. In order to prevent unauthorised access or disclosure we have put in place appropriate security measures to safeguard the personal information we collect, including secure servers. In addition, we limit access to your personal information to those employees, agents and suppliers who have a business need to know. They will only process your personal information on our instructions and are subject to a duty of confidentiality.
If you believe your account has been compromised (for example, your password is stolen, or you receive suspicious communication from someone holding themselves out to be a Student Roost employee) please report the incident to us on email@example.com or write to us at Student Roost, Legal Department, Charles House, 8th Floor, 148 Great Charles Street, Birmingham B3 3HT.
We will notify you and the Information Commissioner’s Office of a suspected data security breach where we are legally required to do so.
Sending information to countries outside Europe
Sometimes we might need to transfer your personal information to third-party processors outside the European Economic Area (EEA). We will only do this if there are appropriate safeguards in place to make sure your personal information is adequately protected.
How to get copies of your information
To request details of the personal information that we hold about you please email us on firstname.lastname@example.org or write to us at Student Roost, Legal Department, Charles House, 8th Floor, 148 Great Charles Street, Birmingham B3 3HT or call 0121 726 5070.
How to amend your information
It is important that the personal information we hold about you is accurate and current. If your details change, or if you think any information we have about you is wrong or incomplete, please correct it in your account on our website or email us on email@example.com or write to us at Student Roost, Legal Department, Charles House, 8th Floor, 148 Great Charles Street, Birmingham B3 3HT or call 0121 726 5070.
Right to object
You have the right to object to the processing of your personal information where we are relying on a legitimate interest. If you want to object please email us on firstname.lastname@example.org or write to us at Student Roost, Legal Department, Charles House, 8th Floor, 148 Great Charles Street, Birmingham B3 3HT or call 0121 726 5070 setting out the specific reasons why you are objecting. These reasons should be based upon your particular situation.
Right to be forgotten
You have the right to have your personal information erased in certain circumstances. To request erasure of your personal information please email us on email@example.com or write to us at Student Roost, Legal Department, Charles House, 8th Floor, 148 Great Charles Street, Birmingham B3 3HT or call 0121 726 5070 setting out the reasons for your request.
Changes to this policy
We may change and/or update this policy from time to time. We will post the changes on this page. Therefore, we recommend you regularly review this page.
If you have any questions about this policy or how we treat your personal information, please email us on firstname.lastname@example.org or write to us at Student Roost, Legal Department, Charles House, 8th Floor, 148 Great Charles Street, Birmingham B3 3HT.
If you are not satisfied with how we respond to any request or query you raise then you can refer the matter to the Information Commissioner’s Office. Information about how to do this is available on the ICO website at www.ico.org.uk.
25 May 2018