Privacy Policy
These privacy statements set out the terms on which The Residence collects, processes and stores personal information (also known as personal data). The privacy statements outline the types of information we gather from you; how we use it; with whom we share it. Under no circumstances will The Residence or its affiliates sell your personal information to third parties.
Our goal is to maintain your trust and confidence when handling your data. The Residence promises to protect the individual’s right to privacy and implement safeguards that prevent the misuse of private information.
The Residence is committed to meeting the legislated data protection requirements within the EU General Data Protection Regulation (GDPR).
This privacy policy includes the information shared through our property’s Rent Cafe Portal website or our related mobile applications that may be available for download (collectively, the “Site”). To access the Privacy Policy of Rent Cafe, please visit: https://resources.yardi.com/legal/rentcafe-privacy-policy/.
What Information We Collect
Personal Data
The Residence collects the following information from customers and potential customers in order to provide accommodation services: contact details, such as name, email address, phone number, gender, date of birth and identifiers such as student IDs, attendance College and course. It can include the Users bank details and the details of guarantors, financial and academic institutions.
Logs & Telemetry
The Residence does collect certain information automatically and stores it in log files and services. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of our services, including a history of the functions you access. We use this information to help us design our services to better suit the needs of our customers. We may also use your IP address to help diagnose problems with our services and to administer them, analyse trends, and gather broad demographic information that assists us in identifying customer preferences.
Special Categories of Personal Data
We may also collect, store and use information about your health, including any medical conditions or disabilities to the extent required to make any reasonable adjustments to enable you to access and enjoy our facilities. We do no not collect, store or process this special category data for any other reason.
Who We Share Data With
There will be circumstances where it is necessary for The Residence to share some customer data. When this data sharing takes place, this will always be relevant for the purpose of the data given. For example, if you are a resident, we may provide your Local Authority End User data for the sake of a council tax exemption notice relating to accommodation. When we share this data, we commit to doing so in a way which protects your privacy in line with the GDPR regulations.
Other ways that we may share data include:
- Business partners, suppliers, and contractors
- With your University so they can provide support, or we have concerns regarding your health or disciplinary matters.
- If you are a tenant or applicant, we may share data with your dual occupant or guarantor.
- With your guarantor and designated emergency contact
- With the relevant utility supplier for the purpose of ensuring bills are paid
- With our debt collection services or debt collect solicitors if you fail to pay rent or fall into arrears
- Live chat service provider and use of chat bots
- Automated marketing providers
- Analytic and search engine providers to help optimisation
- With event partnership organisations for onsite events – If we do this we will let you know what we are doing with this information
- If we merge or form a new entity we may share your data with that new entity.
For the purposes of providing our services, we engage cloud service providers, which provide the infrastructure for several of our systems. These organisations will host and transmit encrypted personal data and do so under a contract with The Residence that requires the same standards of protection for the subject’s data rights. In the event of a requirement to disclose data to another third party, or for a purpose which is substantially different from our existing services, you will be given the opportunity to opt-out. With these third parties, and any others, The Residence remains liable for the handling of your personal data.
Marketing
The Residence will use your data for the purpose of direct marketing. However, we make a commitment not to share your data with any third-party agents for their direct marketing or marketing their products. All data collected for the purpose of marketing will only be used by The Residence for the purpose of marketing our accommodation.
The Residence make a commitment to delete any data relating to marketing our accommodation once the specific year of study expires.
Cookies
Our website uses cookies. We use cookies to analyze our traffic, enhance the The Residence website's functionality and performance and provide a better experience for our users. We require your consent to process cookies, unless you provide us with your personal information, for instance for registration, placing an order, or complete online forms. In this case, we may collect, store and use your personal information in accordance with our Privacy Policy. By consenting to the use of cookies we can provide you with the best possible experience.
Cookies are small text files that can be used by websites to make a user's experience more efficient.
The law states that we can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies, we need your permission.
This site uses different types of cookies. Some cookies are placed by third-party services that appear on our pages.
Your consent applies to the following domain: studentresident.ie
How We Use Data
We use Personal Data to provide our services, and we host Personal data so that our Customers can provide services to their customers. Examples of how we may use
Personal Data:
- To respond to inquiries and provide customer support
- To improve our existing products or develop new ones
- For audits, regulatory purposes and compliance with industry standards
- To send marketing communications
- To make the advance rent payment and rent refund payments
- To comply with local laws and taxes, and to cooperate with local law enforcement
- To execute a tenancy or licence agreement
- To process data for the purpose of completing a contract
- For Health and Safety Purposes, to record accidents and injuries.
- To recover any sums of rent owed to us or the landlord
- To improve our level of service
- To administer a guarantee (for you guarantor)
- To seek your views on our products and services
- To notify you of any changes to our services
- To confirm your identity when arriving at one of our buildings
- To administer parcels
- To notify your emergency contact in an emergency
The information that The Residence collects is treated with the utmost care and security. The Residence uses commercially reasonable efforts to ensure that the data is:
- Used fairly and lawfully, for limited and specifically stated purposes
- Used in a way that is adequate and relevant to the business purpose, and not excessive in nature
- Is managed to maintain its integrity
- Kept only for the period for which it is required to provide services
- Handled according to people’s data protection rights
- Kept safe and secure
- Not transferred across borders without the protection of strong encryption, secure storage, and the legal basis to do so, by arrangement with data controllers
Our Legal Basis for Using Information
There are a number of lawful reasons for us to process your personal data. As we are a business that provides an accommodation service, we will primarily use your data in order to fulfil your accommodation contract.
Other legal bases we will rely on include:
- Where we are required to comply with legal obligations
- Where it is in our legitimate interest to do so
- In order to help us provide services that you have requested
- How long we hold your data
We will hold on to your personal data for as long as is required to fulfil the purpose that we collected it for, and including and legal, accounting or reporting requirements. Generally, at the end of your tenancy we will hold onto your personal data for six years from collection, for financial reasons. We may hold this data for longer if you have not fully paid any sums due.
If you do ask us to delete your data, we may retain your basic information on a document that records your request.
Changes to our Privacy Policy
Our Privacy Policy is kept under regular review. The last review date was in March 2024.