STUDENT CLIENT – PRIVACY POLICY

 

 

INTRODUCTION

 

The processing of your data is necessary for the purposes of registering and advertising accommodation or seeking housing advice and support through Liverpool Student Homes (LSH). This privacy statement outlines what this means in practice and explains how Liverpool Student Homes collects, stores, manages and protects your data.

 

 

WHO WE ARE AND WHAT WE DO

 

Liverpool Student Homes is a service that was established by the city’s universities to regulate, support and advise students studying in our stakeholder universities.

 

STUDENT CLIENT: We offer students advice and support in relation to housing issues in registered and non-registered accommodation.  Students can use the service to advertise vacant rooms in registered properties via the student message board and during ‘Find a House Mate’ events.

 

 

WHAT WE USE YOUR DATA FOR

 

STUDENT CLIENT:   The data we collect will be provided from students seeking advice and support through the LSH service.  This will include but is not restricted to:

  • Contact name
  • Contact Telephone number
  • Email address
  • Correspondence address
  • Information about you – gender/ethnicity, DOB, place of study

 

HOW IS YOUR INFORMATION USED?

 

STUDENT CLIENT:  We will use your information to communicate with you in respect of advice and guidance.  We will only contact your landlord or additional persons with your permission. With consent, we will share information with local authorities or public bodies, which may assist in resolving issues raised. 

 

 

HOW IS THE INFORMATION YOU PROVIDE STORED?

 

STUDENT CLIENT:  Information from students in relation to advice is collected through an online advice form or an email request for support and input on to AdvicePro (the case management system used by LSH) to store client information.  Paper documents submitted by students are scanned and stored on AdvicePro, the LSH database and then shredded.  Email correspondence with associated documents are stored on the University of Liverpool Managed Server Network and on the AdvicePro system. Any notes taken during a meeting or a telephone conversation will be input on AdvicePro and then shredded.

 

Using the LSH website platform to advertise accommodation

 

Student message board

Students are able to advertise vacant accommodation in registered properties in order to find a replacement or additional tenants. This is facilitated through the ‘Student Message Board’, which is moderated for content by LSH.  Students are advised not to put personal telephone numbers on this platform.

 

 

WHAT IS THE LAWFUL BASIS FOR PROCESSING YOUR INFORMATION?

 

Liverpool Student Homes acts on behalf of the university stakeholders to provide a service to students. The data you provide will be used to complete a service you wish to gain from LSH.  You have control over the information you provide and how LSH use this.  You can at any stage withdraw and request your information be removed.

Information used to abstract statistical information for analysis will be anonymised.

 

 

WHO WILL THE INFORMATION BE SHARED WITH?

 

The information you provide will only be shared following appropriate data release requests from relevant authorities such as the police, government departments and local authorities who have the regulatory powers to request access to personal data without the consent of the data subject for the purposes of:

  • The prevention or detection of crime
  • The apprehension or prosecution of offenders
  • The assessment or collection of tax or duty

 

HOW DO I ACCESS MY PERSONAL INFORMATION?

 

You have the right to access the personal information that is held about you by LSH. Further details are set out on the LSH Data Protection displayed on the webpages at https://www.liverpoolstudenthomes.org/pages/Data%20Protection

 

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us.

 

 

HOW LONG IS MY INFORMATION KEPT?

 

The information you have submitted to LSH will be kept for a period of six years.  The information if supplied in paper format will be scanned and stored on a university managed server and through the AdvicePro software.