.png)
Privacy Policy
What are the categories and sources of personal data, purposes for processing, and lawful bases for processing?
We collect the following categories of personal information, at all times, subject to the requirements of applicable law.
|
Type of data |
Purpose/Activity |
Source |
Lawful basis for processing including basis of legitimate interest |
|
|
Information about you (the tenant) |
||||
|
First name and family name, postal address, telephone number (e.g., home and/or mobile), email address |
To communicate with you. |
You |
Legitimate interests – to assess your tenancy application. |
|
|
First name and family name, postal address, telephone number (e.g., home and/or mobile), email address |
To communicate with you. |
You |
Performance of contract. |
|
|
First name and family name, postal address, telephone number (e.g., home and/or mobile), email address |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy. |
You |
Legitimate interests – to assess your tenancy application. |
|
|
First name and family name, postal address, telephone number (e.g., home and/or mobile), email address |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy. |
You |
Performance of contract. |
|
|
Date of birth, marital status, gender. |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy. |
You |
Legitimate interests – to assess your tenancy application. |
|
|
Vehicle registration, insurance, and driving license (where applicable). |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy, including to reserve you a parking space. |
You |
Performance of contract.
|
|
|
Vehicle registration, insurance, and driving license (where applicable). |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy, including to reserve you a parking space. |
You |
Legitimate interests – to manage our properties. |
|
|
Vehicle registration, insurance, and driving license (where applicable). |
To maintain a property directory. |
You |
Performance of contract. |
|
|
Vehicle registration, insurance, and driving license (where applicable). |
To maintain a property directory. |
You |
Legitimate interests – to manage our properties. |
|
|
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. |
To communicate with you. |
You |
Legitimate interests – to communicate with you regarding your tenancy. |
|
|
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. |
To communicate with you. |
You |
Performance of contract. |
|
|
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. |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy. |
You |
Legitimate interests – to communicate with you regarding your tenancy. |
|
|
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. |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy. |
You |
Performance of contract. |
|
|
Financial information, including payment information and account details. |
To process your deposit and rental payments. |
You |
Performance of contract. |
|
|
Copies of utility bills. |
To verify your address and assess your tenancy application, including an assessment of whether you will be able to meet the rental payments. |
You |
Legitimate interests – to assess your tenancy application.
|
|
|
Information you supply about a facilities or maintenance issue. |
To fulfil and maintain your tenancy. |
You |
Performance of contract. |
|
|
Information about utilities consumption and other technical data points gathered by your use of your room or certain amenities. Information obtained from the Utopi multisensor that is available in certain buildings and provides information about humidity, CO2 levels, decibel level, lumen level and temperature levels. |
To monitor fair usage allowances under your tenancy. |
You |
Performance of contract.
|
|
|
Information about utilities consumption and other technical data points gathered by your use of your room or certain amenities. Information obtained from the Utopi multisensor that is available in certain buildings and provides information about humidity, CO2 levels, decibel level, lumen level and temperature levels. |
To monitor fair usage allowances under your tenancy.
|
You |
Legitimate interests – to understand and improve our service. |
|
|
Information about utilities consumption and other technical data points gathered by your use of your room or certain amenities. Information obtained from the Utopi multisensor that is available in certain buildings and provides information about humidity, CO2 levels, decibel level, lumen level and temperature levels. |
To understand other relevant information about consumption patterns. |
You |
Performance of contract.
|
|
|
Information about utilities consumption and other technical data points gathered by your use of your room or certain amenities. Information obtained from the Utopi multisensor that is available in certain buildings and provides information about humidity, CO2 levels, decibel level, lumen level and temperature levels. |
To understand other relevant information about consumption patterns. |
You |
Legitimate interests – to understand and improve our service. |
|
|
Prior address(es), employment history, education history (such as education level(s) and degrees). |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy. |
You |
Legitimate interests – to assess your tenancy application.
|
|
|
Survey responses |
To understand how tenants feel about our services. |
You |
Legitimate interests – to understand and improve our service. |
|
|
Information about you (the tenant): Special Category Personal Data and Criminal Convictions Data |
||||
|
Passportand citizenship |
Processing and considering a tenancy application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining your tenancy. |
You |
Legal obligation: in Ireland to register a tenancy under section 134 of the Residential Tenancies Act 2004, and elsewhere to ensure tenants have a legal right to rent in the country. |
|
|
Visa and/or work permit data and photo |
Processing and considering a tenancy, application, booking, or reservation and, if you rent a property from us, fulfilling and maintaining a tenancy. |
You |
Legitimate interests – to assess your tenancy application. |
|
|
To the extent permitted or required by law, confirmation of no unspent convictions. |
To assess a tenancy application. |
You |
Consent/explicit consent. |
|
|
Information about others |
||||
|
Emergency contact information (first name and family name, and contact information (if provided by you) of person(s) to be contacted in an emergency) |
To contact in the event of an emergency. |
Provided by tenant |
Legitimate interest – to protect our tenants. |
|
|
Professional and/or personal references. |
To validate the guarantors listed in your application. |
Provided by tenant |
Legitimate interests – to assess your tenancy application. |
|
|
Data regarding compliance investigations, litigation and disputes, including findings and witness statements, if any. |
To protect our business interests. |
Provided by witnesses, tenants and others involved in the investigation, dispute or litigation |
Legitimate interest - to establish, exercise or defend against potential, threatened or actual legal claims. |
|
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.
We also use your personal information for our own marketing purposes, including sending 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, and will inform you prior to the use for any such purposes.
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 landlord. We may share your personal information with your landlord when this is required to provide services to tenants pursuant to your tenancy agreement. Your landlord can be found listed on your tenancy agreement.
-
With Your Consent. We may share your personal information when we have your consent.
-
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. Examples of such service providers include, amongst others:
-
Yardi provides us with property management, marketing and leasing tools, rent collection, maintenance, resident app, website, finance, and reporting tools.
-
Payment processors including Yardi, Stripe, and TransferMate provide us with services related to the processing of rental and other payments.
-
Facilities maintenance and site support providers, so that we may fix on-site issues that are reported to us
-
Amber Energy provides us with tools and systems for monitoring electricity consumption and provides billing data.
-
ASK4 provides internet services to the building.
-
Global Student Living provides feedback and survey solutions.
-
ParcelSafePlace provides parcel management software solutions.
-
Ping provides ancillary services solutions, like additional cleaning and storage solutions.
-
QX Global provides accountancy services.
-
STA Global provides us with debt collection services.
-
Our lawyers and accountants, for which legal advice and professional tax and accountancy services, are required for us to perform our contractual obligations.
-
-
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 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 unauthorized 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.
International transfers of personal information
Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).
Specifically, our website servers are located in the United Kingdom, and our group companies and third party service providers and partners operate around the world. This means that when we collect your personal information we may process it in another country.
However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Notice. This includes implementing the European Commission’s Standard Contractual Clauses and the UK's International Data Transfer Agreement for transfers of personal information between our group companies, which require all group companies to protect personal information they process from the EEA/UK in accordance with European Union data protection law. We have implemented similar appropriate safeguards with our third party service providers.
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.
-
Right to revoke consent: You can revoke your consent at any time by providing notice to us via email at [email protected].
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
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 device 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 |
Duration of cookie |
|
Yardi |
cmbSchools |
Functional |
Session |
|
Yardi |
currentCountry |
Functional |
Session |
|
Yardi |
PropLeadSource_ |
Strictly necessary |
30 days |
|
Yardi |
PropLeadSourceSubPointer_ |
Strictly necessary |
30 days |
|
Yardi |
Favorites |
Functional |
Session |
|
Yardi |
RecentlyViewedProperties |
Functional |
Session |
|
Yardi |
yTrackUser |
Strictly necessary |
10 years |
|
Yardi |
TemplateStyle |
Functional |
Session |
|
Yardi |
PropLeadSecondarySource_ |
Strictly necessary |
30 days |
|
Yardi |
yTrackVisit |
Strictly necessary |
10 years |
|
Yardi |
showAppIcon |
Functional |
Session |
|
Yardi |
SelectedAmenity |
Functional |
Session |
|
Yardi |
Logout |
Functional |
Session |
|
Yardi |
ILSReturnUrl |
Functional |
Session |
|
Yardi |
RCDynamicCampaignIdCookie |
Functional |
Session |
|
Yardi |
txtState |
Functional |
Session |
|
Yardi |
txtCity |
Functional |
Session |
|
Yardi |
txtZipCode |
Functional |
Session |
|
Yardi |
cmb_Neighborhood |
Functional |
Session |
|
Yardi |
txtDistance |
Functional |
Session |
|
Yardi |
txtMaxRent |
Functional |
Session |
|
Yardi |
txtMinRent |
Functional |
Session |
|
Yardi |
cmbSort |
Functional |
Session |
|
Yardi |
latlng |
Functional |
Session |
|
Yardi |
CookieInfoScript |
Functional |
Session |
|
Yardi |
RCStandardCampaignUrl |
Functional |
Session |
|
Yardi |
rc_cid |
Strictly necessary |
Same day |
|
Yardi |
translationCookie |
Targeting |
Session |
|
Yardi |
nudge_ |
Functional |
Session |
|
Yardi |
selectedTheme |
Functional |
Session |
|
Yardi |
Webview |
Functional |
Session |
|
Yardi |
Logout |
Functional |
Session |
|
Yardi |
languageCookie |
Targeting |
Session |
|
Yardi |
dropdownLang |
Functional |
Session |
|
Yardi |
parsingCookie |
Functional |
Session |
|
Yardi |
dropDownLangIdSource |
Functional |
Session |
|
Yardi |
_yTrackUser |
Strictly necessary |
10 years |
|
Yardi |
_yTrackVisit |
Strictly necessary |
Same day |
|
Yardi |
isPreview_ |
Functional |
Session |
|
Yardi |
ispqp |
Functional |
Session |
|
Yardi |
AdditionalFeeAmount |
Functional |
Session |
|
Yardi |
TotalPaymentAmount |
Functional |
Session |
|
Yardi |
RedirectToPaymentStep3 |
Functional |
Session |
|
Yardi |
ThirdPartyPaymentMethod |
Functional |
Session |
|
Yardi |
IsThirdPartyPaymentSuccessful |
Functional |
Session |
|
Yardi |
ThirdPartyPaymentNotes |
Functional |
Session |
|
Yardi |
LogId |
Functional |
Session |
|
Yardi |
gadid |
Functional |
Session |
|
Yardi |
NTID |
Functional |
Session |
|
Yardi |
Prop |
Functional |
Session |
|
Yardi |
PropLeadSource |
Strictly necessary |
Session |
|
Google Analytics |
_ga |
cookie used to distinguish individual users on your domain |
2 years |
|
Google Analytics |
_gid |
cookie used to distinguish individual users on your domain |
24 hours |
|
Google Analytics |
_gat |
cookie used to limit amount of user requests in order to maintain your website’s performance |
1 minute |
|
Google Analytics |
AMP_TOKEN |
cookie containing a unique ID assigned to each user on your domain |
1 year |
|
Google Analytics |
_gac_ |
cookie containing a unique ID that makes Google Analytics and Ads work together |
90 days |
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 18 April 2023.
Controller
The Controller of your Personal Information is:
In the UK: CA Europe Management Services PM Limited.
In Ireland: CAE Ireland PBSA Services Limited
In Spain: CAE Spain PM Services, S.L.
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:
For the UK:
Post: Novel Student c/o CA Ventures
1st floor - 22 Cross Keys Close
Marylebone, London W1U 2DW
Email: [email protected].
Telephone: +44 0203 982 7837
For Ireland:
Post: Novel Student c/o Crestbridge
Suite 101-103, 16 Fitzwilliam Place
Dublin 2, Ireland D01 FF82
Email: [email protected]
Telephone: +353 1 6819008
For Spain:
Post: Novel Student c/o CA Ventures
Avenida Diagonal, 409, 1a
08008 Barcelona, Spain
Email: [email protected]
Telephone: +34 935 486 035