Privacy Policy

Our Contact Details

Name: Xenia Students

Address: Marsland House, Marsland Road, Sale, M33 3AQ

Phone Number: 0330 9957 987

Email: hello@xeniastudents.com

Website: www.xeniastudents.com

This document was issued on the 11th June 2020.

The Type of Personal Information We Collect

We currently collect and process the following information:

  • Personal information such as you and your guarantors name, address, phone number and email address.
  • Limited financial information including guarantor annual income and student loan data.
  • Identification data to enable a Right To Rent check be carried out such as VISA, Biometric Residence Permits, student ID and Number

How We Get the Personal Information and Why We Have It

The personal information we process is provided to us directly by you for one of the following reasons:

  • To make a booking with Xenia Students
  • To make a booking enquiry with Xenia Students
  • To make a general enquiry with Xenia Students

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Referral agents pass personal information for booking or enquiry requests
  • Online portals pass personal information for enquiry requests

We may share your personal data with several third parties to enable us to process your booking and tenancy this includes:

  • Inventory Hive
  • Fixflo
  • MRI / Engage
  • ACT Credit Management

Under the General Data Protection Regulations (GDPR), the lawful bases we rely on for processing this information are:

  • Your consent (please be aware that you are able to remove your consent at any time. You can do this by contacting contact@xenialettings.com)
  • We have a contractual obligation
  • We have a vital interest

How We Store Your Personal Information

Your information is securely stored on CRM software.

  • We keep contact information including name, address, phone and email address for up to 5 years.
  • We keep financial information including guarantor information and student loan data for up to 5 years.
  • We keep Right to Rent information including VISA, placed university and student ID number for up to 5 years.

Your Data Protection Rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at DPO@xeniastudents.com or by calling +44(0)330 9957 987 if you wish to make a request.

Rental Exchange Notice

Not only will we be able to work with you more closely to manage your existing tenancy agreement, your track record as a tenant will enable Experian to use the information supplied to them to assist other landlords and organisations to:

  • assess and manage any new tenancy agreements you may enter into;
  • assess your financial standing to provide you with suitable products and services;
  • manage any accounts that you may already hold, for example reviewing suitable products or adjusting your product in light of your current circumstances;
  • contact you in relation to any accounts you may have and recovering debts that you may owe;
  • verifying your identity, age and address, to help other organisations make decisions about the services they offer;
  • help to prevent crime, fraud and money laundering;
  • screen marketing offers to make sure they are appropriate to your circumstances;
  • for Experian to undertake statistical analysis, analytics and profiling,
  • and for Experian to conduct system and product testing and database processing activities, such as data loading, data matching and data linkage.

If you would like to see more information on these, and to understand how the credit reference agencies each use and share rental data as bureau data (including the legitimate interests each pursues) this information is provided in this link: www.experian.co.uk/crain (Credit Reference Agency Information Notice (CRAIN)). (For a paper copy, please get in touch with us or with Experian using the contact details in this letter).

How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at DPO@xeniastudents.com.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk