At IQ Student Accommodation (hereinafter referred to as IQSA Group), we are committed to protecting and respecting your privacy.
Please read this Privacy Notice, together with any other privacy notice that we may provide to you, as it contains important information about how we collect, manage, use and protect your personal data. This Privacy Notice may also be used in conjunction with other privacy notices that we may provide you with in certain situations.
We may change this Privacy Notice from time to time. Please check this policy frequently to ensure you are aware of the most recent version and the date that it was last updated.
This policy was last updated in May 2018.
If you have any questions regarding this policy or about our privacy practices, please contact us on the below details:
Who are we?
IQSA Group is made up different legal entities, details of which can be found here. This list may be updated from time to time.
When we say ‘IQSA’, ‘we’ or ‘us’ in this Privacy Notice, we are referring to the relevant company in the IQSA Group responsible for processing your personal data. This may be your landlord or the company you are visiting, contracting with or applying to or IQSA Services Limited, IQSA Group’s managing agents..
IQSA is a "data controller" of the personal data that you provide to us. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
IQSA Services Limited is the company that manages the properties owned by the IQSA Group. In this role, IQSA Services Limited will process your personal data on behalf of the relevant company within the IQSA Group and also as a data controller for the purposes of managing the IQSA Group’s properties. IQSA Services Limited processes your personal data in accordance with this Privacy Notice. Therefore, when we say ‘we’ or ‘us’ in this Privacy Notice, we are also referring to IQSA Services Limited.
IQSA Services Limited is a company registered in England (Company Number: 09857188) with its registered office at 7th Floor, Cottons Centre, Cottons Lane, London, SE1 2QG.
What information do we collect?
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 different kinds of personal data about you which we have grouped together as follows:
We collect information on residents, applicants, guarantors, employment candidates, visitors to our website or premises and suppliers
We have grouped together the types of information that we may collect from you as follows:
Special Categories of Personal Data
We may also collect, store and use information about your health, including any medical conditions or disabilities and your religion.
How do we collect your information?
o Information obtained through CCTV footage and other information obtained through electronic means such as swipecard records when you access our premises, our telephone recording system, or other information about your use of our premises, including meter readings.
o When you visit our website and receive emails from us we may automatically collect technical information about your equipment, browsing actions and patterns. We collect this by using cookies.
o Information provided by cookies.
o When we e-mail you, such e-mails may contain tracking facilities. Activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include but is not restricted to: the opening of emails, geo-location, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity.
o We may receive information about you if you use any of the other websites we operate or the other services that we provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this site.
o We also work with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, and, if you are a supplier, credit reference agencies) and may receive information about you from them.
o We may receive information if you have provided permission to referees or other organisations to share it with us. Before providing permission to such third party organisations to share your personal data, you should check their privacy notices carefully.
o We may take information from publically available sources (where possible) to keep your information up to date, for example, from the Post Office’s National Change of Address Database.
o If you are a nominated guarantor, we will obtain contact details and some basic information about you from the prospective resident in order for us to process their application.
o We may occasionally purchase the contact details of people who might be interested in hearing from us. Before purchasing such information, we will check with the vendor that your information was originally collected in a compliant manner, to make sure that we only contact people who have actively expressed an interest in receiving information from third parties.
o We may receive information about you if you apply for a vacancy with us.
How we might use your information?
We use information held about you in the following ways:
Communications with you
We may, with your consent, text or e-mail you to provide you with information about our activities and products and services supplied by us. You can unsubscribe at any time through an automated system. This process is detailed at the footer of each email. If an automated unsubscription system is unavailable clear instructions on how to unsubscribe will be detailed instead.
We may occasionally, with your consent, call you to provide you with information about our activities or provide you with information about products and services supplied by us. You may unsubscribe to calls by instructing the person calling you or by contacting us at any time on the details set out in the ‘Contact Us’ section of this notice.
We may also communicate with your through postal marketing when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our services, products, newsletter requests, feedback, competitions and other activities and those of other carefully selected organisations. You have the right to contact us at any time and opt-out of receiving postal communications.
What is our legal basis for using your information?
There are a number of lawful reasons for us to process your personal data.
Where we are providing you with accommodation services we will primarily process your personal data in order to fulfil our contract with you.
Other legal bases that we will rely on include the following:
o We will use your personal data in order to help us to provide you with the services that you have requested (for example by providing you with service communications), for our internal administration and to provide you with the best experience when dealing with us.
Where we use special categories of personal data, for example, information about your health or genetic information, we may ask for your consent to such use. However, sometimes, there may be reasons of public interest or law that enable us to use this information without consent, for example, if it is in your vital interests or is necessary in the establishment, exercise or defence of any legal claims.
Sometimes your personal data may be used for statistical research but only in a form that no longer identifies you.
How long will we hold your information for?
We will hold your personal data on our systems for as long as is necessary to fulfil the purposes that we collected it for, including for the purposes of satisfying any legal, accounting or other reporting requirements.
By law, we are required to retain certain information for a prescribed period of time. In circumstances where there are no such legal requirements, to determine the appropriate retention period, we will consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we are processing your personal data and whether we can achieve those purposes through other means.
Therefore, some information may be kept for more or less time depending on how long we reasonably feel it is required for.
Generally, at the end of your tenancy, we will hold your information for three years after the termination of your tenancy. However in some cases we may retain information about you for up to n6 years where this is required for financial reasons. We may also hold this data for longer in the event that you have not fully paid any sums due,
We review our retention periods for personal data on a regular basis.
In some circumstances we may anonymise your personal data (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.
If you ask us to delete your information in accordance with your rights set out below, we will retain basic information on a suppression list to record your request and to avoid sending you unwanted materials in the future.
Who we might share your information with
We will NOT sell your personal data to any third parties.
We may share your personal information with any member of our group.
We may share your information with selected third parties including:
We may disclose your personal information to third parties to:
International transfers of personal data
If you fail to provide personal data
Where we need to collect personal data 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 provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
You have a number of rights. If you would like to exercise any of these rights, please contact us using the details set out below in the ‘Contact Us’ section. If you exercise any of these rights we may ask for proof of identity and sufficient information about your interactions with us so that we can locate your personal information. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge except in exceptional circumstances.
If you wish to raise a complaint in relation to our processing of your personal data, you can contact our DPO at firstname.lastname@example.org or in writing at iQ Student Accommodation, 7th Floor, Cottons Centre, Cottons Lane, London, SE1 2QG (marking your query for the attention of The Data Protection Officer). You also have the right to lodge a complaint with the data protection regulator, the Information Commissioner’s Office, if you have concerns about how we use your personal information. You can contact the Information Commissioner’s Office at: https://ico.org.uk/global/contact-us/.
Your rights include:
If you would like to find out more about your rights, you can visit the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr).
How you can access and update your information
We strive to maintain accurate, complete, and relevant personal information for the purposes identified in this privacy statement. If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it. It is important that the personal information we hold about you is accurate and current.
Security precautions in place to protect against the loss, misuse or alteration of your information
We have implemented reasonable measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration and disclosure. Details of these measures can be obtained on request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Our security measures are regularly reviewed.
If you have any questions regarding this policy or about our privacy practices, wish to exercise any of your rights or wish to make a complaint, please contact our Data Protection Officer at: