Novel Student | Privacy Policy | Student Accommodation
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Novel Student

Privacy Policy

CA Europe Management Services PM Limited, including its applicable affiliates (“CA Ventures”, “we”, “us”, “our”, “Novel Student”), is committed to safeguarding the privacy of the personal information that we collect in order to provide our services and housing. This Privacy Policy is designed to help you understand how we collect, use, share, and safeguard the personal information we have about you, and what your rights are in relation to the same.

What personal information does Novel Student collect?

We collect the following categories of personal information, at all times subject to the requirements of applicable law, in connection with processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy:

  • Personal Information You Provide About Yourself: We collect the following information directly from you, each as applicable to the purpose of collection: first name and family name, postal address, telephone number (e.g., home and/or mobile), email address, emergency contact information (first name and family name, and contact information (if provided by you) of person(s) to be contacted in an emergency), date of birth, citizenship, marital status, gender, vehicle registration, insurance, and driving license (where applicable), passport, visa and/or work permit data, photo (as permitted by applicable law), work contact details (e.g. company name, company address, work phone numbers, fax numbers, and work email address), job position/title, job function and sub-function, and other, similar data which is expressly permitted or required by law.
  • Personal Information Our Residents Provide About Others: We collect some personal information of third-party contacts from our residents in order to guarantee a tenancy and/or for emergency contact purposes, including: first name and family name, postal address, telephone number (e.g., home and/or mobile), and email address.
  • Background Personal Information: Prior address(es), employment history, education history (such as education level(s) and degrees), and professional and/or personal references.
  • Compliance Data: Data about compliance investigations, litigation and disputes (including findings and witness statements), if any.
  • Sensitive Personal Information: Financial information, including payment information and account details, and credit history, but only as necessary and where permissible by law.

The provision of personal information as described in this notice is partly a statutory requirement, partly a contractual requirement under your tenancy, and partly a requirement to rent a property to you. You are required to provide personal information to us so that we can rent a property to you, and not providing the required information may prevent us from being able to rent a property to you or may require us to terminate your tenancy, as necessary and permitted by law. In any instance(s) where providing personal information is not needed in connection with a tenancy, we will inform you that further provision of personal information is entirely voluntary.
How does Novel Student use personal information?

We will only use or otherwise process your personal information when we have a legal basis to do so. When we do process your personal information, we will do so with your consent, or because the

processing is necessary: (1) for the performance of a contract with you; (2) to comply with our legal obligations; (3) to pursue our legitimate interests; or (4) to establish or defend a legal claim.

We regularly use your personal information to:

  • Fulfill our obligations under the tenancy;
  • Comply with law and other legal obligations;
  • Maintain a property directory;
  • Communicate with you and your designated contacts; and
  • Manage the Novel Student business and corporate obligations.

We also use your personal information for our own marketing purposes, including to send you information about products and services that we believe you may be interested in. We will only do so in the event that you have affirmatively consented to receive marketing communications, and you can always opt-out at a later date if you choose.

If we ever need to use personal information for any purpose(s) that is not specified herein, we will first either ask for your express consent, or we will make sure that we have a lawful basis for such use.

Under what conditions does Novel Student transfer personal information to a third party(s)?

We do not sell, trade, share or rent the personal information provided by you to us, either directly or through our website(s), to third parties. We will only transfer your personal information to third parties as follows:

  • With Entities Which Novel Student is Directly Affiliated With. Novel Student is a part of the CA Ventures group of companies, and as a global firm, certain departments are located at other CA Ventures group entities, whether in the European Union, United Kingdom, the United States, Latin American countries, or elsewhere. Therefore, our parent entity in the United States, CA Ventures, LLC (“CA Ventures US”) and other CA Ventures group of companies may receive or have access to personal information collected hereunder. Any access to personal information is restricted to those individuals that have a need to know in order to fulfill their job responsibilities. Any cross-border transfer of personal information is done at all times in compliance with applicable law(s), and subject to binding contractual requirements.
  • With Your Consent. We may share your personal information when we have your consent. You can revoke your consent at any time by providing notice to us via email at dataprotectionofficer@ca-ventures.com.
  • With Novel Student Service Providers. We employ certain other companies and people to perform tasks on our behalf and in certain instances we need to share your personal information with them in order to ensure they can do their jobs properly. We do so at all times in accordance with and subject to binding contractual requirements on our service providers, and unless we expressly notify you otherwise our service providers do not have any rights to your personal information beyond what is necessary to assist us.
  • Legal Obligations. When served with a valid subpoena, court order, or other legal process(es), or otherwise at the verified and legitimate request of law enforcement or government agencies, we will share personal information which we hold with such parties in order to establish, protect, or exercise our legal or other rights or to defend against a legal claim, or as otherwise required or allowed by law. We reserve the right to disclose your personal

information in order to protect the rights, property, or safety of a user or another person, as well as to disclose your personal information to investigate or prevent your violation of any contractual or other relationship with us or your illegal or harmful activity.

  • Legitimate Business Transfers. In the event we undergo a business transaction such as a merger, acquisition by another company, or sale of all or a portion of our assets, your personal information may be among the assets transferred. You acknowledge and consent that such transfers may occur and are permitted by this Privacy Notice, and that any acquirer of our assets may continue to process your personal information as set forth in this Privacy Notice.

How does Novel Student secure personal information and other data?

We maintain appropriate technical and organisational security measures to protect against unauthorised or unlawful processing of personal information and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage to personal information. Our data security and privacy measures are at all times in accordance with applicable law and regulatory guidance. Any access to your personal information is restricted to those individuals that have a need to know in order to fulfill their job responsibilities, and we take appropriate steps to ensure that such personnel are bound to duties of confidentiality with respect to personal information.

How long does Novel Student retain personal information?

We store your personal information for as long as you maintain a business relationship with Novel Student so that we are able to properly perform our obligations and to achieve the purposes for which the personal information was collected, at all times in accordance with applicable data protection laws. When we no longer need to use your personal information, we will remove it from our systems and records and/or take steps to properly render it unintelligible so that you can no longer be identified from it.

For Novel Student tenants, personal information will be held for a period of seven (7) years following the end of your tenancy in order for us to comply with legal and regulatory obligations to which we are subject, including the need to support or defend a legal claim that is not yet barred by any applicable statute of limitations. If you are not a Novel Student Tenant, your personal information will be removed no more than two (2) years after the conclusion of our business relationship.

Your data protection rights.

If you are in the European Union or UK, then you have certain rights regarding your personal information. Specifically, you are entitled to:

  • Right to Access: You can request Novel Student to provide you with copies of your personal information which we have on file. We may charge a small fee for this service.
  • Right to Rectification: You can request that Novel Student correct any information that we maintain about you which you believe to be inaccurate. You can also request that we complete and/or fully update any information about you which you believe to be incomplete.
  • Right to Erasure: You can request that Novel Student erase your personal information that we maintain about you, under certain conditions.
  • Right to Restrict Processing: You can request that Novel Student restrict our processing of the personal information that we maintain about you, under certain conditions.
  • Right to Object to Processing: You can object to Novel Student’s processing of your personal information, under certain conditions.
  • Right to Data Portability: You can request that Novel Student transfer the personal information and other data that we maintain about you to another organisation, or directly to you, under certain conditions.

If you make a request, we will respond to you within one (1) month from the date that we receive your request. We may not be able to accommodate your request in every situation, and if that is the case, we will let you know why.

In addition to the above rights, EU and UK data subjects also have the right to file a complaint about the processing of their personal information with their local data protection authority.

Novel Student does not make decisions of legal effect on or about data subjects solely via automated processing of personal information.

If you wish to contact us in order to make a request, you may do so via the information provided in the ‘Contact Us’ section below.

Use of Cookies and Similar Technology.

Cookies are text files placed on your computer intended to collect standard log information and details on user behaviour. We use cookies and other tracking technologies to optimise our website, and we may collect information from you automatically through these cookies and similar technologies.

Novel Student utilises the following types of cookies:

  • Strictly necessary cookies: These are essential to allow you to navigate our website and use its features. Absent these cookies, you would not be able to utilise any of the services available on our website.
  • Performance cookies: These collect information about how visitors use our website, and we use this information to improve it and aid our investigations into any issues which arise. Performance cookies do not collect any information that can be used to identify a specific visitor.
  • Functionality cookies: These cookies allow our website to recall the choices that you make and provide personalisation. These cookies cannot track your browsing activity on other websites.

We use cookie data to customise your experience when you use our website and when you are considering our services. You can configure your internet browser to warn you each time a cookie is being sent or to refuse cookies completely; however, if you opt not to accept cookies from our website you will not be able to take full advantage of all of the features on our website. In addition to cookies, we also use:

Web Beacons: We use web beacons to help us better manage content on our website by informing us of what content is effective. Web beacons are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of web users. This information is used to help improve the overall quality and experience of our visitors.

Embedded Script: is programming code that collects information about your interactions with the Novel Student website, such as the links you click on. The code is temporarily downloaded onto your device from

our server or a third-party service provider and is deactivated or deleted when you disconnect from our website.

In addition, we may integrate into the website technology provided by third parties (e.g., Google Analytics) to accomplish similar information collection. We may also use a variety of other technologies that collect similar information for security and fraud detection purposes.

For further information, you can visit www.allaboutcookies.org.

Specific Cookies that Novel Student Uses.

Cookies may be set either by Novel Student or by a third-party website. The tables below identify all of the cookies that we use and explain the purpose(s) for which they are used.

 

Provider Cookie name Purpose
HubSpot __cfduid   HubSpot analytics 
HubSpot __cfduid  HubSpot messaging 
HubSpot __cfduid  HubSpot forms 
Google NID  This cookie is used to a profile based on user’s interest and display personalized ads to the users. 
Google _gat_UA-169844473-1  Google Universal Analytics technical cookie used to throttle request rate 
Google _gid  Google Universal Analytics short-time unique user tracking identifier 
Google _ga Google Analytics tracking cookie 

 

Third Party Websites.

In certain circumstances, the Novel Student website may contain links to other, third-party websites. These links are for convenience only. Novel Student does not operate or maintain such third-party websites. As such, the contents of this Privacy Notice are inapplicable to those third-party websites and we encourage you to carefully review the privacy practices of any other website which you navigate to via Novel Student.

Changes to this Privacy Notice.

We regularly maintain and take steps to ensure that this notice is up-to-date, and in doing so it may be amended from time-to-time, consistent with the requirements of applicable law. Any updates will be reflected here, and as required, appropriate notice will be given concerning any such amendment and consent will be obtained to the extent consent is legally required. This notice was last updated on 5 August 2020.

Contact Us.

If you have any questions or comments about this Privacy Notice, or wish to exercise any of your rights in and to your personal information, please feel free to contact us at:

Novel Student c/o CA Ventures

2 Cross Keys Close, Marylebone, London W1U 2DF

Attn: Arshad Khan, Data Protection Officer Email: dataprotectionofficer@ca-ventures.com.

Or by telephone at: +44 0203 982 7837

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