Homes for Students Ltd (“HFS Estates”) takes your data privacy seriously and has in place the following privacy statements in order to clearly set out how HFS Estates collects and utilises the information you provide to us.
When you fill in a form on our website, send us an email or give us a call, we gather your data to make sure we’re giving you the best possible experience.
Application of this Policy
This policy applies to personal information collected by HFS Estates, it does not extend to the collection of personal information by organisations outside HFS Estates, including third parties, individuals or via other websites which can be accessed through links on our website. Where third parties collect your personal information their own privacy policies and statements will apply.
What is Personal Information?
The meaning of personal information for the purposes of this policy relates to information that can identify you as an individual or is capable of doing so. Information which HFS Estates will collect will be information that is use for the purposes of processing your enquiry or application to find you a suitable property and room.
General, statistical or anonymous information is not classed as personal information.
What Information Do We Collect About You
We collect information about you when you register with us or make an enquiry about our accommodation. You may provide us with personal information when communicating with HFS Estates to complete a registration form, submit your interest for a Property, sign up for additional services or if you contact us with a query or complaint.
HFS Estates may collect information when you order a product or service and you give us personal information such as your name, email address, address, telephone number, credit or debit card number, relevant bank details or other relevant information. When you provide us with details of credit, debit or bank account details in order to make payments to us, any such information will only be used for the specific purpose for which it is provided.
We will collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions. HFS Estates will collect information about your preferences and by analysis of customer traffic. Website usage information is collected using cookies.
HFS Estates may also collect information that is classed as sensitive personal data, such as ethnicity, religion, sexuality and health. Such information will only be collected with your express consent.
How Will We Use This Information About You?
We collect information about you to process your application for a tenancy with us, manage your account and, if you agree, to email you about further services we think may be of interest to you.
We use your information for the following purposes:
- To process your application for a tenancy;
- To administer your tenancy;
- To communicate with you and respond to your requests;
- To process payments;
- To recover any unpaid sums due to us;
- To prevent and detect criminal activity, fraud and misuse of or damage to our property;
- To invite you to participate in our consumer satisfaction surveys or research groups;
- Where we have your consent to do so, to contact you about other products and services that we think may be of interest to you;
We use statistical data about our sales, customers and traffic patterns and provide these to third parties, however these statistics will not include any information which could personally identify you. We may collect traffic data related to your use of and access to our services. If you agree, we shall pass on your personal information to our Marketing team so that they may offer you additional products and services.
HFS Estates collects information from its website which is not anonymous, we use this information along with your preferences to tailor the content, services and offers made to you. HFS Estates will not share your information for marketing purposes with companies outside of the business.
In processing your request, we may send your details to, and also use information from credit reference agencies and fraud prevention agencies.
Do We Use Personal Data to Ask You for Feedback via Email?
We share your name, email address and the product/service you purchased (as obtained during the application process) with review sites, such as Feefo, who will send you an email on our behalf asking you to complete a review. Our legal basis for doing this is our legitimate interest in asking for feedback in order to improve our products and services.
We would like to send you information about products and services of ours which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes.
If you no longer wish to be contacted for marketing purposes, please click here.
Access to Your Information and Correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address: HFS Estates, 3 ClockTower Park, Longmoor Lane, Fazakerley, Liverpool, L10 1LD.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information which you think is inaccurate.
The periods for which we keep your information will vary according to the purpose for which we use the information.
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 the data was collected or for which it is to be further processed. We have an internal data retention policy that details the duration for which we keep certain categories of data.
Disclosure of Information
We may share your personal information with third parties in the following ways:
- Where we have a legal or regulatory obligation to do so – this will include sharing your personal information with local councils for the provision of electoral roll services;
- Where we use third party suppliers to provide services to us (for example, our IT providers) and they need access to your personal information in order to deliver that service;
- Where it is necessary to do so to protect or defend our legal rights or the legal rights of others;
- If we sell our business or a property we will transfer information relating to tenants and guarantors to the new owner;
- If you have agreed that we may do so, we will share your personal information with identified third parties so that they can contact you with details of their products and services.
We may also provide accumulated statistics about our sales, customers, traffic patterns and other site information to third parties, but these statistics will not include any information that could personally identify you.
How We Protect Your Information
When you review your account information or order services or products online, HFS Estates offers the use of a secure server.
The secure server software encrypts the information that you input before it is transmitted to us. In addition, we have strict security procedures covering the storage and disclosure of your information in order to prevent unauthorised access and to comply with statutory data protection requirements.
HFS Estates therefore may sometimes ask you for proof of identity before disclosing any personal information to you.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. It 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.
This information is used to track visitor use of the website and to compile statistical reports on website activity. During the online registration process we allocate cookies during the registration process for our services. These cookies will hold information collected during your registration and will allow us to recognise you as a web visitor and provide you with the services you require. The type of cookie that we use is known as a ‘session-based’ cookie and is allocated to your computer only for the duration of your visit to our website. The second type of cookie is known as a ‘persistent’ cookie. These cookies will remain on your computer for a period of time set for each cookie.
For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.
How to Contact Us
- by email
- or write to us at: HFS Estates, 3 ClockTower Park, Longmoor Lane, Fazakerley, Liverpool, L10 1LD.
If you are unhappy about the way in which we have used your personal information, please let us know by contacting us using the above details and we will try to resolve your complaint. If we are unable to resolve your complaint to your satisfaction you may lodge a complaint with the Information Commissioner’s Office.