Student User Privacy Policy 

 

The processing of your data is necessary for the purposes of accrediting 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.

 

We offer students advice and support in relation to housing issues in accredited and non-accredited accommodation. Students can use the service to advertise vacant rooms in accredited properties via the student message board and during Find a Housemate events.

 

 

What we use your data for

 

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 your information is used

 

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?

 

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

 

Students are able use the student message board to advertise vacant accommodation in accredited properties to find a replacement or additional tenants. The student message board, is moderated for content by LSH.  Students are advised not to put personal telephone numbers on this platform.

 

In order, to use the website message board, students are required to create a student account submitting their email address and name. 

 

 

How your information is used

 

The information you submit to create a student account will be used to communicate with you for questions regarding the property. The information is stored on the LSH database where content is managed by LSH.

 

You are given the option to opt in to receive information and marketing material from LSH. 

 

 

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 Policy.

 

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?

 

Advice Clients

The information you have submitted to LSH will be kept for a period of six years. Information can be submitted in either paper format or digitally via email. The information if supplied in paper format will be scanned and stored on a university managed server and through the AdvicePro software.  All client advice and correspondence are stored on the AdvicePro system.

 

Message Board Users

The account information will be stored for a period of three years.