Privacy Policy

This policy explains how we handle personal data on Sues Rooms, the website and management platform operated by StPetersave Limited. We are the data controller for the data described below.

Trading name

Sues Rooms

Company name

StPetersave Limited

Company number

to be confirmed

Registered office

to be confirmed

Based in

Southend-on-Sea, Essex

Contact email

hello@suesrooms.com

Data Protection Officer

We are not required to appoint a formal DPO. Data protection questions are handled by the director.

What we hold depends on how you use the site. A visitor browsing rooms leaves far less behind than a tenant part-way through a tenancy.

• Identity data: name, date of birth, and photographic ID where it is needed for referencing and Right to Rent checks.
• Contact data: email address, phone number and postal address.
• Tenancy data: tenancy agreements, rent and deposit records, guarantor details, references and electronic signature records.
• Financial data: bank details for rent payments and deposit refunds, and payment history.
• Enquiry data: the details you give us when you book a viewing, ask about a room, or contact us as a landlord.
• Technical data: IP address, browser and device information, and sign-in timestamps.
• Usage data: which pages you visit and which forms you submit.
• Communications data: messages, maintenance reports and correspondence with us.

• Directly from you: when you enquire, book a viewing, apply for a room, sign a document or message us.
• Automatically: through cookies and similar technologies, described in our Cookie Policy.
• From third parties: referencing agencies, previous landlords, letting agents or utility providers, where it is relevant to managing your tenancy.

We rely on the following lawful bases under Article 6 of the UK GDPR.

1. 1Assess applications for a room and carry out referencing.
2. 2Create and administer tenancy agreements, including electronic signature records.
3. 3Collect rent and protect deposits through a government-approved deposit scheme.
4. 4Respond to maintenance reports and manage the property.
5. 5Communicate with you about your tenancy or your enquiry.
6. 6Meet our legal obligations, including Right to Rent, HMO licensing and fire safety record-keeping.
7. 7Keep the site secure and improve how it works.

• Tenancy deposit schemes: deposits are protected with TDS Insured.
• Referencing and credit-check agencies.
• Contractors and tradespeople instructed to carry out repairs, who receive only what they need to do the job.
• Southend-on-Sea City Council, where required for HMO licensing or statutory compliance.
• Professional advisers such as solicitors and accountants, where necessary.
• IT providers who host or support the site and our tenant platform.

Where a service provider stores or processes data outside the UK, we put appropriate safeguards in place before the transfer, either the UK's International Data Transfer Agreement or a valid adequacy regulation.

We keep personal data only as long as we need it for the purpose it was collected, including to satisfy legal, accounting and reporting requirements. As a general guide:

Tenancy and financial records

6 years after the tenancy ends, in line with statutory limitation periods.

Right to Rent records

As required by Home Office guidance: currently for the duration of the tenancy plus a defined period afterwards.

Unsuccessful applications

12 months, then deleted.

General enquiries

24 months from your last contact with us.

Marketing consent records

Until consent is withdrawn.

Under the UK GDPR you have the right to:

• Access the personal data we hold about you.
• Ask us to correct data that is inaccurate.
• Ask us to erase your data, where that applies.
• Restrict or object to certain processing.
• Data portability, where processing is based on consent or contract and carried out by automated means.
• Withdraw consent at any time, where processing is based on consent.
• Complain to the Information Commissioner's Office.

To exercise any of these, email hello@suesrooms.com. We will respond within one month, as the law requires. There is no charge unless a request is manifestly unfounded or excessive.

If you are unhappy with how we have handled your data, raise it with us first at hello@suesrooms.com. We would rather put it right ourselves. You can also complain directly to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

We use appropriate technical and organisational measures to protect your data, including encrypted storage, access controls that limit staff to the records they need, and secure hosting infrastructure.

We do not use automated decision-making or profiling that produces legal or similarly significant effects without a person involved. Application decisions are made by a person. If this ever changes, we will update this policy first.

This site is not directed at children. Our rooms are let to adults, and we do not knowingly collect data from anyone under 18 without appropriate consent from a parent or guardian.

We may update this policy from time to time. The date at the top of the page shows when it was last revised, and material changes are communicated to registered users where appropriate.

Email

hello@suesrooms.com

Postal address

to be confirmed

Area

Southend-on-Sea, Essex