This policy explains how Zone uses your personal information.
Zone Management Leicester Limited ("Zone", "we", "us") is the data controller. We manage each building for the landlord company named in your licence agreement, and share with that company only what it needs for your licence.
If you have a question about this policy, or want to use any of your rights, email bookings@thestudentzone.co.uk or write to Zone, 9 De Montfort Mews, Leicester, LE1 7FW.
What we collect
When you browse - the pages you visit and how you use the site, your device and browser, and your IP address. Some of this uses cookies - see our cookies policy.
When you enquire (by email or the website chat), book a viewing or book a studio - your name, email, mobile number, date of birth, university, the studio and dates you choose, and any friends you ask to live near.
When you sign your licence - your signed agreement and the results of your Rightmove checks (ID, right to rent and referencing).
If you have a guarantor - their name, contact details, home address, their signed agreement, and the results of their Rightmove checks.
When you pay - your payment records. Payments are made through your bank or by bank transfer; we don't see or store your bank login.
While you live with us - repair requests (including photos), messages, complaints, and records of lock-outs and access to your studio.
Why we use it, and our lawful basis
- To take and manage your booking and licence agreement - including payments, reminders, keys, repairs and moving out. Basis: contract.
- To confirm your identity, carry out right-to-rent checks where they apply, and reference you and your guarantor. Basis: contract, legal obligation, and our legitimate interests in preventing fraud and managing risk.
- To meet legal obligations - for example right-to-rent, council tax, safety records, and responding to courts or the police. Basis: legal obligation.
- To recover money owed. Basis: legitimate interests.
- To remind you about a booking you started but didn't finish, and about viewings. Basis: legitimate interests - you can opt out at any time.
- To improve our website and service. Basis: legitimate interests, or your consent where cookies need it.
- To send you marketing, such as rebooking offers. Basis: consent, or legitimate interests for existing residents. Every marketing message has an unsubscribe link.
Checking your identity
Rightmove checks your identity, right to rent and references - and your guarantor's - online, on our behalf. We receive the result and Rightmove's report. We don't take selfies or use facial recognition. When you collect your keys, a member of our team checks you're the person in your ID.
Who we share it with
We only share what's needed, with:
- the landlord company that owns your building
- our service providers, who act on our instructions: Microsoft (hosting, email, text messages, automated reminder calls and document storage), Atoa (pay-by-bank payments), Rightmove (ID, right-to-rent and referencing checks for residents and guarantors), Microsoft Clarity (website analytics, only with your consent), our maintenance contractors and our out-of-hours security provider
- your guarantor - about payments they have guaranteed
- professional advisers, debt recovery agents and courts, where needed
- councils, the police or other authorities where the law requires it
- a buyer of our business, if that ever happens
We don't sell your information, and we don't share it with others for their own marketing.
Where it's stored
Your information is stored in the UK. Some of our providers may process data outside the UK - for example, website analytics. Where that happens, we make sure appropriate safeguards are in place.
How long we keep it
- Licence agreement, account and payment records: 6 years after your agreement ends - the period in which legal claims can be brought, and what HMRC requires for financial records
- Guarantor agreements: 6 years after the licence ends (12 years if signed as a deed)
- Copies of photo ID and right-to-rent results: 1 year after your agreement ends, as the right-to-rent rules require. If no agreement goes ahead, they're deleted within 30 days.
- Referencing results: 6 months after your agreement ends, unless needed for a dispute
- CCTV: about 14 days - the recorders overwrite themselves - unless it's needed to investigate an incident
- Emails about your licence: with your licence records; other enquiries (including website chats) and unfinished bookings: 12 months
- Marketing: until you unsubscribe
Your rights
You can ask us to:
- give you a copy of your information
- correct anything that's wrong
- delete your information, where we no longer need it
- restrict or object to how we use it, including stopping marketing at any time
- move your information to another organisation, where that applies
Email bookings@thestudentzone.co.uk. We'll respond within one month.
Security
We protect your information with access controls, encryption and secure hosting. Staff only see what they need for their role. If you think your account has been compromised, or you get a suspicious message claiming to be from us, tell us straight away.
Complaints
If you're unhappy with how we've used your information, please tell us first. You can also complain to the Information Commissioner's Office: https://ico.org.uk or 0303 123 1113.
Changes to this policy
We'll update this page if anything changes. Last updated: [date of go-live].