Privacy Statement

1. Purpose of this Notice

Huddersfield Students’ Union Lettings Ltd otherwise known as HudLets (“HudLets” “we”, “our” and “us”) is committed to protecting the privacy and security of your personal information. Day to day HudLets is operated by Huddersfield Students’ Union and as such falls under the control of their policies and procedures including the HudLets Data Sharing Agreement and Data Protection Policy.

This privacy notice describes how we collect and use personal information that you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

2. The kind of information we hold about you

By becoming a customer of HudLets we will collect and use information about you. This information includes your registration details, information relating to tenancies, information relating to our landlords and other information that you give us or that we collect, including information about your use of internet connected devices.

3. When we can use your information?

HudLets and other organisations and service providers that we work with or partner with (as described in the ‘how will your information be used?’ section below) may use your information:

  • Where our use of your information is necessary for us to perform a contract or contracts that we have with you. These contracts include tenancy applications, booking forms, deed of guarantor, tenancy agreements, landlord registration and landlord terms of business.
  • Where our use of your information is for the purposes of our legitimate interests or the legitimate interests of the third parties we work with where we have made sure your information, and rights, are protected. For example, we may rely on this legal basis if we and/or the other companies use your information to understand and improve our products or services, to help find out what information, products or services are most likely to interest you, to send or show you information, offers and online advertisements for these products or services.
  • Where we believe it is necessary to use your information to comply with legal obligations. This includes fulfilling tenancy agreements, making reasonable adjustments for disabilities and to ensure the health, safety and security of tenants, staff and others.
  • Where we have your consent to:
    • Collect technical information such as data from cookies and similar technologies a described in our Cookies Statement.
    • Use your information for marketing to you be email, text message and other methods of electronic communication from time to time in line with what you tell us.

Where we rely on your consent to use your information, you have the right to withdraw that consent at any time. Please see the ‘Your choices and rights’ section for more details.

4. How will your information be used?

In order to provide our service, we need to collect and use your personal data. Below is a list of what this may include:

Landlord Information

  • Name
  • Date of Birth
  • Email Address
  • Contact Number
  • Address
  • Bank Details
  • Property Details
  • Signature

How is this used?

  • For the administration of the business
  • To comply with our legal obligations
  • To communicate with you
  • With consent, communicate things we think might be of interest to you

How is this information shared?

  • With Let MC – our lettings administration system
  • With Huddersfield Students’ Union
  • With the Tenant
  • Under our legal responsibilities some of your personal information may be shared with local authorities, utility companies and the inland revenue/HMRC

How long will we keep this information?

  • Five years from the end of the contract

Subscriber portal on our website

  • Name
  • Email Address

How is this used?

  • For the administration of the business
  • With consent, to communicate with you

How is this information shared?

  • With Huddersfield Students’ Union
  • Campaign Monitor – our email system

How long will we keep this information?

  • Two years

Arrange a viewing portal on our website

  • Name
  • Email Address
  • Contact number
  • Any additional relevant information
  • Number of tenants

How is this used?

  • For the administration of the business
  • To communicate with you
  • With consent, communicate things we think might be of interest to you

How is this information shared?

  • With Huddersfield Students’ Union
  • With Split Pixel – our website provider
  • Your name and contact number may be shared with the landlord of the property

How long will we keep this information?

  • Six months from submission of the form

Book a room portal on our website

  • Name
  • Date of birth
  • Student ID
  • Email Address
  • Telephone Number
  • Tenancy length
  • Course
  • Year of study
  • Gender
  • Nationality
  • National Insurance Number
  • Home address
  • Present address (If applicable)
  • Present landlord
  • Landlord contact number
  • Guarantor Name
  • Guarantor Address
  • Guarantor Email Address
  • Guarantor relationship to tenant

How is this used?

  • For the administration of the business
  • To create a legal document (The Tenancy Agreement)
  • To compile a Deed of Guarantor
  • To communicate with you
  • With consent, communicate things we think might be of interest to you
  • Research on business performance

How is this information shared?

  • With Huddersfield Students’ Union
  • With Split Pixel – our website provider
  • With Let MC – our lettings administration system
  • The information will be shared with the landlord of the property you choose to live in.
  • Please be aware, if you rent a room with us under the terms of our tenancy agreement we have a legal obligation to share some of your personal information with local authorities and utility companies regarding your move in to a property. In the event of a property being sold, we may be requested to provide a copy of the tenancy agreement which contains your personal information and may be shared with mortgage companies, estate agents, potential buyers and buyers or seller solicitors.

How long will we keep this information?

  • 18 months from the contract closing

Deed of Guarantor

  • Name
  • Address
  • Contact number
  • Email address
  • Passport
  • Driving licence
  • Utility Bill
  • Signature
  • Witness Name
  • Witness Email
  • Witness signature

How is this used?

  • For the administration of the business
  • The information is used to create a legal document

How is this information shared?

  • With Huddersfield Students’ Union
  • With Let MC – our lettings administration system
  • The information will be shared with the landlord of the property the tenant has chosen to live in.

How long will we keep this information?

  • Six months from the tenancy closing

5. How do we keep your data safe?

Personal data collected and processed by us may be shared with Huddersfield Students’ Union employees and volunteers and under strictly controlled conditions the following groups where necessary under the direction of the Data Protection Policy:

  • Contractors
  • Advisors
  • Agents
  • Service provider partners

When we allow access to your information, we will always have complete control of what they see, what they are allowed to do with it and how long they can see it. We do not sell or share your personal information for other organisations to use.

6. Your choices and rights

You have a number of rights in relation to your information, and can make a number of choices about how we collect and use it. For example, you can decide not to receive marketing material from us, change the way you receive communications, and object to some of the ways we use your information.

Note that some of the choices or changes you make may impact our ability to maintain a relationship with you and your contract may need to be terminated. We will notify you if such action is necessary.

You can contact us using the details below to:

  • Request access to your information if you can’t access it yourself through the online portal;
  • Ask that we update, complete or correct your information;
  • Ask that we erase or restrict our use of your information;
  • Object to us using your information in certain circumstances.

7. If you have any questions, complaints or requests

Please contact the HudLets Office for all enquiries using the following details:

Email: hudlets@hud.ac.uk (Please use “Data Protection” as the subject)

Phone: 01484 473435

Post:    Data Protection, HudLets, Huddersfield Students’ Union, Queensgate, Huddersfield, HD1 3DH

Testimonials

All my dealings with HudLets have been both helpful and supportive. Andy and Charlotte are extremely encouraging at all times. Many thanks for your continuing excellent service.

- Pat Lawler, landlord

HudLets has always been an efficient and supportive agency in liaising between students and me as a landlord. Friendly and competent, they know their houses and tenants and try to ensure smooth tenancies for the benefit of all. Excellent.

- Sian Howell-Jones, landlord

The friendly and efficient staff at HudLets serve both the students and the landlord well. For the landlord they organise a fair rent and for the students they check that the property is both safe and suitable. This results in peace of mind for all concerned.

- Deryn Wood, Landlord

HudLets has taken the hassle of tenant find, vetting, drafting contracts and lodging bond payments from us so that we can concentrate on providing a good clean student friendly property for our tenants.

- Andy and Christine Flint, Landlord

Into our second year with HudLets as letting agents, and we continue to be impressed with their service, in particular their experience and communication skills with university student tenants.

- Paul Barrett, Landlord

I would highly recommend HudLets to both students and landlords. The service provided is professional, efficient and extremely fair.

- Sandy Young, Landlord