Privacy Policy
Last updated: 14 September 2025
Graduation Lettings Limited (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This policy explains what we collect, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.
1) Who we are (Data Controller)
Graduation Lettings Limited
31 Longbrook Street, Exeter, EX4 6AB, United Kingdom
Email: lettings@graduationproperties.com
If you have questions about this policy or your data, contact us using the details above.
2) The data we collect
Depending on how you interact with us (website enquiries, tenancy applications, viewings, maintenance, guarantor checks), we may collect:
- Identity Data: name, date of birth, student ID, nationality, right-to-rent share code, passport/ID details.
- Contact Data: email, phone, current and permanent addresses; parents’/guarantor details.
- Application/Tenancy Data: property applied for, university/course details, references, affordability information, documents you upload, signatures.
- Communications Data: emails, messages, call notes, and notifications we send (e.g., application confirmations).
- Technical & Usage Data: IP address, device/browser type, pages viewed, cookies (see Cookies section).
- Payment Data: limited details from payment providers (we do not store full card numbers).
Sources: directly from you; from your co-tenants (for joint applications); from referees, guarantors, or referencing agencies; and from publicly available sources where appropriate (e.g., sanctions screening).
3) Purposes & lawful bases for processing
We process your personal data for:
- Processing enquiries, applications and creating/performing your tenancy – Contract.
- Right-to-rent checks, taxation, accounting, and responding to lawful requests – Legal obligation.
- References, guarantor administration, maintenance coordination, fraud/security monitoring, improving our website and services – Legitimate interests.
- Marketing communications (only if you opt in) and non-essential cookies/analytics – Consent (you can withdraw at any time).
4) Sharing your information
We may share data with:
- Landlords/property owners, where relevant to your tenancy.
- Service providers/Processors: referencing agencies, IT/hosting, e-signature platforms, maintenance contractors, payment processors, email and notification services.
- Professional advisers and regulators: auditors, insurers, HMRC, law enforcement, the Home Office/landlord licensing authorities where required.
We do not sell your personal data.
5) International transfers
Some providers may process data outside the UK. Where this occurs, we will ensure appropriate safeguards (such as UK IDTA/Standard Contractual Clauses and supplementary measures) are in place.
6) Data security
We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, or alteration, including access controls, encryption where appropriate, and staff training.
7) Data retention
We keep personal data only as long as necessary for the purposes set out above, including to meet legal and accounting requirements. Typical periods are:
- Tenancy/application records: up to 7 years after the end of the tenancy/application.
- General enquiries and viewing requests: up to 2 years.
- Cookie/analytics data: per the lifetimes stated in our Cookie Policy.
We may retain data longer where required by law or to establish, exercise or defend legal claims.
8) Your rights
Under UK GDPR, you have the right to:
- Access your personal data.
- Rectify inaccurate or incomplete data.
- Erase data (in certain circumstances).
- Restrict or object to processing (in certain circumstances, including legitimate interests and direct marketing).
- Data portability (for data you provided, processed by automated means under consent or contract).
- Withdraw consent at any time (this won’t affect prior lawful processing).
To exercise your rights, contact lettings@graduationproperties.com.
You also have the right to complain to the Information Commissioner’s Office (ICO): https://www.ico.org.uk
9) Cookies & analytics
Our website uses cookies and similar technologies. Some are necessary for the site to work. We only set non-essential cookies (like analytics) with your consent. You can change your preferences at any time via your browser settings or our cookie banner. See our Cookie Policy for details of cookie types, providers, and retention periods.
10) Children
Our services are intended for adults and students applying for accommodation. If you are under 18, a parent/guardian or guarantor may need to be involved. If we learn we have collected data from a child without appropriate involvement, we will delete it.
11) Third-party links
Our site may contain links to third-party websites. Those sites have their own privacy policies; we are not responsible for their practices.
12) Changes to this policy
We may update this policy from time to time. We will post any changes on this page and update the “Last updated” date above. Significant changes may be notified by email or website notice.
13) How to contact us
Graduation Lettings Limited
31 Longbrook Street, Exeter, EX4 6AB, United Kingdom
Email: lettings@graduationproperties.com