Privacy and Data Protection Policy

Privacy and Data Protection Policy

Introduction

Bath Rentals LTD T/A Bath Student Rentals (“Bath Student Rentals”, “we”, “our”, “us”) is committed to protecting the privacy and security of your personal information. This Privacy and Data Protection Policy explains how we collect, use, store, disclose and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

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Information We Collect

Personal Data

We may collect and process the following categories of personal information:

Contact Information

• Name
• Postal address
• Telephone number
• Email address

Identification Information

• Date of birth
• National Insurance number
• Passport details
• Driving licence details

Financial Information

• Bank account details
• Income details
• Credit history
• Affordability information

Tenancy and Licence Information

• Previous addresses
• Rental history
• Employment information
• References
• Guarantor information
• Student status
• Course details
• Educational establishment
• Emergency contact details

Legal Compliance Information

• Right to Rent documentation
• Visa and immigration documents where applicable
• Anti-money laundering or identity verification information where required

Property Information

• Meter readings
• Utility information
• Inspection records
• Inventory records
• Check-in and check-out reports
• Maintenance history

Images

We may take photographs during inspections, inventories, check-ins and check-outs. These photographs may include personal belongings where necessary to accurately record the condition of the property.

Special Category Data

Where necessary and with an appropriate lawful basis, we may process limited health or disability information where this is relevant to providing reasonable adjustments or managing the tenancy.

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Automatic Data Collection

We may collect information automatically through cookies and similar technologies when you use our website. This may include your IP address, browser type, operating system and browsing behaviour.

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How We Use Your Information

We use your personal information to:

• Provide letting and property management services.
• Manage tenancies and licence agreements.
• Arrange property viewings.
• Process applications.
• Carry out referencing and affordability checks.
• Verify identity and Right to Rent status.
• Collect rent and other payments.
• Protect tenancy deposits.
• Manage maintenance and repairs.
• Arrange inventories, inspections and compliance visits.
• Communicate with tenants, occupiers, landlords, guarantors and contractors.
• Arrange, administer and facilitate utility services, broadband, telecommunications, council tax administration, move-in services and other services connected with the occupation and management of the property.
• Comply with legal and regulatory obligations.
• Improve our services and website.
• Prevent fraud and protect our legitimate business interests.

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Legal Basis for Processing

We process personal information under one or more of the following lawful bases:

Contract

Processing is necessary for the performance of a contract or to take steps before entering into a contract.

Legal Obligation

Processing is necessary to comply with our legal obligations.

Legitimate Interests

Processing is necessary for the legitimate interests of Bath Student Rentals or our landlord clients in administering and managing properties, tenancies and licences, arranging utility and related services, preventing fraud, recovering debts, protecting our legal rights and improving our services, provided those interests are not overridden by your rights and freedoms.

Consent

Where required, we will obtain your consent before processing your personal information.

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Sharing Your Information

We may share your personal information with:

Landlords

Where necessary for the management of the property, tenancy or licence agreement.

Occupiers and Guarantors

Where appropriate for administering the tenancy or licence agreement.

Service Providers

Third-party organisations that assist us in providing our services, including:

• IT providers
• Cloud software providers
• Referencing agencies
• Inventory providers
• Maintenance contractors
• Cleaning contractors
• Marketing providers
• Payment processors
• Accountants
• Insurers
• Professional advisers

Utility, Broadband and Move-in Service Providers

We may share personal information with trusted third-party providers who assist with:

• Utility setup and switching
• Gas, electricity and water administration
• Broadband and telecommunications
• Council Tax administration
• Utility billing and management
• Move-in services
• Occupancy notifications
• Meter reading collection
• Other services connected with the occupation and management of the property

The information shared may include:

• Name
• Property address
• Email address
• Telephone number
• Tenancy or licence start and end dates
• Occupancy status
• Meter readings
• Utility account information where applicable
• Any other information reasonably necessary for providing the relevant service

Tenancy Deposit Schemes

Where required to protect deposits or resolve disputes.

Inventory Companies

For carrying out inventories, check-ins, interim inspections and check-outs.

Legal Authorities

Where required by law or where we have a lawful basis to disclose information to government departments, local authorities, regulators, courts or law enforcement agencies.

Professional Advisers

Including solicitors, accountants, auditors and insurers.

Business Transfers

If Bath Rentals LTD T/A Bath Student Rentals undergoes a merger, acquisition or sale of business, personal information may be transferred where permitted by law.

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Data Protection Principles

We process personal data in accordance with the following principles:

• Lawfulness, fairness and transparency.
• Purpose limitation.
• Data minimisation.
• Accuracy.
• Storage limitation.
• Integrity and confidentiality.
• Accountability.

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Data Security

We implement appropriate technical and organisational measures to safeguard personal information against accidental loss, unauthorised access, disclosure, alteration or destruction.

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Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting and regulatory requirements.

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Your Rights

Under UK GDPR you have the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of your personal information where applicable.
• Request restriction of processing.
• Request transfer of your personal information.
• Object to processing based on legitimate interests.
• Withdraw consent where processing relies on consent.
• Lodge a complaint with the Information Commissioner’s Office (ICO).

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Cookies

Our website uses cookies and similar technologies to improve your browsing experience, analyse website traffic and enhance website security. You can manage cookie preferences through your browser settings.

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Data Breaches

If a personal data breach occurs, Bath Student Rentals will investigate the incident and, where required, notify the Information Commissioner’s Office and affected individuals in accordance with UK data protection legislation.

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Data Protection

Bath Student Rentals has appointed a member of staff to oversee compliance with data protection legislation and to handle any enquiries relating to personal data.

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Changes to this Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website. We recommend that you review this page periodically to stay informed about how we protect your personal information.

Last updated: July 2026.

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Contact Us

If you have any questions regarding this Privacy Policy or how we process your personal information, please contact:

Bath Student Rentals
43 Newbridge Road

Bath

BA1 3HF

Email: info@bathstudentrentals.com