Privacy Policy

1. Who We Are

Leicester One Ltd is the data controller responsible for your personal data. We operate luxury student accommodation in Leicester City Centre.

 

We are registered with the Information Commissioner's Office (ICO) as required by UK data protection law. If you have any questions about how we handle your data, please contact us at hello@leicesterone.co.uk.

 

2. Data We Collect

2.1 Identity and Contact Information

• Full name, date of birth, and gender;

• Home address, email address, and phone number;

• Photographic identification such as a passport, driving licence, or student ID;

• Nationality and immigration status where relevant to your right to rent.

 

2.2 Student and Academic Information

• Name of your university or higher education institution;

• Student ID number and enrolment confirmation;

• Course name and expected graduation date.

 

2.3 Financial Information

• Bank account details for direct debit or refund purposes;

• Payment history and rent account records;

• Guarantor details including name, address, and financial information where provided.

 

2.4 Tenancy and Accommodation Information

• Booking history and room preferences;

• Tenancy agreement records;

• Maintenance requests and incident reports;

• Check-in and check-out dates.

 

2.5 Communication Data

• Records of correspondence with us via email, WhatsApp, phone, or contact forms;

• Tour booking information;

• Feedback, reviews, and survey responses.

 

2.6 Technical and Website Data

• IP address, browser type and version, and device type;

• Pages visited, time spent on site, and referring URLs;

• Cookie identifiers as described in Section 10.

 

2.7 Special Category Data

We do not routinely collect special category data such as health information, religion, or ethnicity. Where we do — for example, to accommodate a disability-related need — we will seek your explicit consent and handle such data with the highest level of care.

 

3. How We Collect Your Data

We collect personal data through the following means:

• Directly from you when you fill in a contact or booking form, send us an email, call us, or visit us for a tour;

• Through our website, automatically via cookies and analytics tools when you browse leicesterone.co.uk;

• From third parties such as your university (with your consent), guarantor agencies, or credit reference agencies where permitted;

• From social media if you contact us or interact with us via Facebook, Instagram, or TikTok.

 

4. Why We Use Your Data

Processing your booking

We use your data to verify eligibility, process reservation fees, prepare tenancy documentation, and allocate your room.

 

Managing your tenancy

We use your data to administer rent payments, maintenance requests, conduct matters, and check-in and check-out.

 

Legal compliance

We process your data to carry out right-to-rent checks as required by the Immigration Act 2014, protect your deposit, fulfil anti-money laundering obligations, and respond to legal requests.

 

Communications

We use your data to respond to enquiries, send booking confirmations, tenancy updates, and important notices about the building.

 

Safety and security

We use your data to operate CCTV, manage access control, and handle incidents within the building.

 

Marketing

With your consent, we may send you information about Leicester One including availability for future academic years and community events. You may withdraw consent at any time.

 

Improving our service

We analyse website usage and conduct satisfaction surveys to improve our facilities and processes.

 

Financial management

We process your data to handle payments, manage arrears, and maintain accurate financial records.

 

5. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following:

 

• Contract: processing necessary to enter into and perform a tenancy agreement with you;

• Legal obligation: processing required to comply with laws such as right-to-rent checks, fire safety records, and deposit protection;

• Legitimate interests: processing for building security, debt recovery, and fraud prevention, where our interests are not overridden by your rights;

• Consent: where we ask for your consent, for example for marketing communications. You may withdraw consent at any time without affecting prior processing.

 

6. Data Sharing

We do not sell your personal data. We may share it with the following categories of recipients on a strictly need-to-know basis:

• Property management and maintenance contractors, for the purpose of carrying out repairs or maintenance;

• Payment processors and financial institutions, to process rent payments and deposits securely;

• Tenancy Deposit Scheme (TDS) providers, as required by law;

• IT and hosting service providers who provide our website, email, and booking systems, subject to data processing agreements;

• Guarantor agencies or credit referencing agencies where you have consented or where we have a legitimate interest;

• Universities, in limited circumstances such as welfare concerns, with your consent or where legally required;

• Regulatory authorities or law enforcement where required or permitted by law, including the police, local council, or Home Office;

• Professional advisers including solicitors, accountants, or insurers where necessary.

 

All third parties we work with are required to handle your data in accordance with UK GDPR and are subject to appropriate contractual safeguards.

 

7. International Data Transfers

Where your personal data is transferred outside of the United Kingdom or European Economic Area — for example, where our IT service providers are based overseas — we ensure that adequate safeguards are in place to protect your data.

 

These safeguards may include Standard Contractual Clauses approved by the ICO, transfers to countries with an adequacy decision from the UK government, or other approved transfer mechanisms under UK GDPR. You may request details of any international transfers by contacting us at hello@leicesterone.co.uk.

 

8. Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Our general retention periods are as follows:

• Tenancy records including agreements and payment records: 7 years after the end of tenancy;

• Deposit records: 7 years after the deposit is returned;

• Maintenance and incident records: 3 years after resolution;

• CCTV footage: 31 days, unless required for an ongoing investigation;

• Marketing consent records: until consent is withdrawn, plus 1 year;

• Website analytics data: 26 months, anonymised;

• Enquiry and contact form data: 2 years if no booking progresses;

• Financial accounting records: 6 years, as required by HMRC.

 

After the applicable retention period, data is securely deleted or anonymised.

 

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of Access: you may request a copy of the personal data we hold about you (a Subject Access Request);

• Right to Rectification: you may ask us to correct any inaccurate or incomplete personal data;

• Right to Erasure: you may ask us to delete your personal data where there is no longer a lawful basis for us to hold it;

• Right to Restriction: you may ask us to restrict processing of your data in certain circumstances;

• Right to Data Portability: where processing is automated and based on consent or contract, you may request your data in a structured, machine-readable format;

• Right to Object: you may object to processing based on legitimate interests or for direct marketing purposes;

• Right to Withdraw Consent: where we rely on your consent, you may withdraw it at any time;

• Rights regarding Automated Decisions: you have rights where decisions are made about you solely through automated processing. We do not currently use automated decision-making.

 

To exercise any of these rights, please contact us at hello@leicesterone.co.uk. We will respond within one month. We may need to verify your identity before fulfilling a request. There is no charge for exercising your rights unless a request is manifestly unfounded or excessive.

 

10. Cookies and Tracking

10.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help us recognise your browser and remember certain information about your visit.

 

10.2 Types of Cookies We Use

Strictly Necessary cookies are essential for the website to function, such as session management and security. These do not require your consent.

 

Analytics cookies help us understand how visitors use the site, for example through Wix Analytics or Google Analytics. These require your consent.

 

Marketing and retargeting cookies are used to deliver relevant advertising on third-party platforms such as Meta or TikTok. These require your consent.

 

Functionality cookies remember your preferences and settings. These require your consent.

 

10.3 Managing Cookies

When you visit our website, you will be presented with a cookie consent banner allowing you to accept all cookies, reject non-essential cookies, or manage your preferences individually.

 

You can also control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of the website. Our website is built on the Wix platform, which may set its own technical cookies. Please refer to Wix's cookie policy at support.wix.com for further information.

 

11. CCTV

Leicester One operates CCTV cameras in communal areas, entrances, and exits of the building for the safety and security of residents, staff, and visitors, and for the prevention and detection of crime.

 

CCTV footage is retained for 31 days and is then automatically overwritten, unless it is required for an ongoing investigation or legal proceedings, in which case it may be retained for longer. Access to CCTV footage is restricted to authorised Leicester One management personnel. Footage may be shared with law enforcement where required by law.

 

CCTV is clearly signposted within the building. If you wish to make a Subject Access Request in relation to CCTV footage, please contact us. We may need to redact footage of other individuals before disclosure.

 

12. Children's Privacy

Leicester One accommodation is intended exclusively for students aged 18 and over. We do not knowingly collect personal data from individuals under the age of 18. If we become aware that we have inadvertently collected data from a person under 18 without appropriate consent, we will take steps to delete it promptly.

 

If you believe we may have collected data about someone under 18, please contact us at hello@leicesterone.co.uk.

 

13. Third-Party Links

Our website contains links to third-party websites, including the University of Leicester, De Montfort University, and our social media profiles on Facebook, Instagram, and TikTok. This Privacy Policy applies only to the Leicester One website.

 

We have no control over, and accept no responsibility for, the privacy practices of any third-party sites. We encourage you to read the privacy policies of any external websites you visit.

 

14. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will notify current residents by email and update the date at the top of this document.

 

We encourage you to review this policy periodically. Continued use of our website or services after any update constitutes acceptance of the revised policy.

 

15. Contact and Complaints

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your data, please contact us:

 

Leicester One Ltd

103 Granby Street, Leicester LE1 6BN

Email: hello@leicesterone.co.uk

Phone: +44 (0) 116 402 8282

 

If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

 

• Website: ico.org.uk

• Helpline: 0303 123 1113

• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

 

We would appreciate the opportunity to address your concerns before you approach the ICO. Please contact us first and we will do our best to resolve the matter promptly.