Privacy Notice
1. Who we are
This Privacy Notice explains how Unite Property Management & Lettings Limited collects and uses personal information when you use the Abington Square Court website, contact us about student accommodation, arrange a viewing, make an enquiry, or progress an accommodation application.
Unite Property Management & Lettings Limited is the data controller for personal information collected through this website and through related accommodation enquiries unless we tell you otherwise.
Website/property: Abington Square Court, 34 Kettering Road, Northampton, NN1 4AH.
Contact email for privacy queries: admin@unitepropertymanagementandlettings.com
2. Personal information we may collect
The information we collect depends on how you interact with us. This may include:
your name, email address, telephone number and contact details;
your accommodation enquiry, preferred room type, viewing request, move-in date and availability requirements;
student status information, including university/course details where relevant to your application;
application and booking information, including guarantor details where applicable;
identity, Right to Rent or referencing information where required as part of the application process;
payment, reservation fee, deposit, rent and account administration information;
repair, maintenance, complaint, welfare, incident or safety-related information that you choose to provide or that arises during your occupation;
website/contact form information and technical information such as basic website usage, device/browser information and cookie data where collected by the website platform.
We do not normally ask for special category information through the website. If you provide information about accessibility needs, health, disability, welfare or emergency circumstances, we will only use it where necessary to respond appropriately, consider reasonable adjustments, protect vital interests, meet legal obligations, or manage the accommodation safely.
3. How and why we use personal information
We use personal information for the purposes set out below.
4. Third parties we may share information with
We only share personal information where necessary and appropriate. This may include sharing information with:
Northampton Homes for Students Limited, where relevant as owner/landlord of the accommodation;
referencing, Right to Rent, guarantor and application-check providers, including The Letting Hub where used;
deposit protection providers, including TDS, where a deposit is taken and protection is required;
contractors, maintenance providers, fire/security/keyholding providers and professional advisers where needed to manage the accommodation;
IT, website, software and communications providers, including the website platform provider and property management/software systems;
bookkeepers, accountants, legal advisers, insurers, banks and payment providers;
local authorities, universities, emergency services, regulators or other authorities where required by law or where needed for safety, welfare, compliance or legal reasons.
We will not sell your personal information to third parties.
5. The Letting Hub and application checks
Where an enquiry progresses to an application, applicants and guarantors may be asked to provide information directly to The Letting Hub or another third-party referencing/checks provider. That provider may have its own privacy notice explaining how it uses the information submitted directly to it. We may receive outputs, results, references or reports needed to assess and administer the accommodation application.
6. How long we keep information
We only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, tax, regulatory, insurance and dispute-resolution requirements. As a general guide:
enquiries that do not proceed may normally be kept for up to 12 months;
application records that do not proceed may normally be kept for up to 12 months unless a longer period is needed for a dispute, complaint or legal reason;
resident, agreement, rent, deposit and account records are normally kept for up to 6 years after the end of the accommodation arrangement;
safety, incident, compliance, insurance or legal records may be kept for longer where reasonably required;
website/cookie data is retained in accordance with the website platform settings and any applicable cookie notice.
We will not sell your personal information to third parties.
7. Cookies and website platform
The website may use essential cookies and similar technologies needed for the website to operate. It may also use analytics or functionality cookies if enabled through the website platform. Where required, non-essential cookies should only be used with consent. Further cookie information may be provided through the website cookie banner/settings or a separate Cookie Notice.
8. International transfers
Some service providers, software providers or website platform providers may process data outside the UK. Where this happens, we expect appropriate safeguards to be in place, such as UK adequacy arrangements, standard contractual clauses or other lawful transfer mechanisms.
9. How we protect personal information
We take reasonable steps to protect personal information, including limiting access to those who need it, using appropriate systems and service providers, keeping records under review, and using secure methods where appropriate. No website, email or online system can be guaranteed to be completely secure, so please avoid sending unnecessary sensitive information unless requested through an appropriate process.
10. Your rights
Depending on the circumstances, you may have rights to:
request access to your personal information;
ask us to correct inaccurate or incomplete information;
ask us to erase information in certain circumstances;
ask us to restrict how we use information in certain circumstances;
object to certain uses of your information;
object to certain uses of your information;
withdraw consent where we rely on consent.
We will not sell your personal information to third parties.
11. Complaints
If you have a concern about how we use personal information, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator. Website: www.ico.org.uk. Telephone: 0303 123 1113.
12. Changes to this Privacy Notice
We may update this Privacy Notice from time to time. The latest version should be available on the Abington Square Court website.