Privacy Policy

Last updated: 14 August 2026

[COMPANY NAME] (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal data when you use our website and student accommodation booking platform (the “Service”), in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and Irish data protection law.

1. Data Controller The data controller responsible for your personal data is: [COMPANY NAME] [REGISTERED ADDRESS] Email: [PRIVACY EMAIL]

2. What Data We Collect

  • Account data: name, email address, phone number, password (stored encrypted).
  • Identity verification data: when you verify your identity through our provider Didit, we receive verified personal details (e.g. name, date of birth, document type, verification outcome) necessary to confirm your booking.
  • Booking data: room preferences, lease dates, price, booking status.
  • Payment data: deposit and rent payment records, transaction status. Card and bank account details are collected and processed directly by our payment providers (WooCommerce payment gateways and GoCardless) — we do not store your full card or bank details ourselves.
  • Tenancy agreement data: your signed lease/licence document and signature, processed through our e-signature provider DocuSeal.
  • Technical data: IP address, browser type, and usage data collected via cookies (see Section 7).

3. Legal Basis for Processing We process your personal data on the following legal bases:

  • Performance of a contract — to create your account, process your booking, collect payments, and administer your tenancy.
  • Legal obligation — to comply with identity verification, tax, and accounting requirements.
  • Consent — for optional communications and non-essential cookies, where applicable.
  • Legitimate interests — to keep the Service secure, prevent fraud, and improve our platform.

4. Who We Share Your Data With We share your data with the following processors, strictly for the purposes of providing the Service:

  • Didit — identity verification (KYC).
  • GoCardless — Direct Debit payment processing.
  • WooCommerce (and its payment gateways) — deposit and order processing.
  • DocuSeal — electronic signing of your tenancy agreement.
  • Arthur Online — property management system used to administer your room and tenancy.

We do not sell your personal data. We may disclose data where required by law or to protect our legal rights.

5. Data Retention We retain your personal data for as long as necessary to provide the Service and to comply with our legal obligations (e.g. tax and accounting records), typically for the duration of your tenancy plus a period required by Irish law thereafter. Identity verification records are retained in line with our verification provider’s compliance requirements.

6. Your Rights Under GDPR, you have the right to:

  • Access the personal data we hold about you;
  • Request correction of inaccurate data;
  • Request erasure of your data (“right to be forgotten”), subject to legal retention requirements;
  • Object to or restrict certain processing;
  • Request data portability;
  • Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, contact us at [PRIVACY EMAIL]. You also have the right to lodge a complaint with the Irish Data Protection Commission (DPC) at www.dataprotection.ie.

7. Cookies We use cookies to operate the Service (e.g. keeping you logged in, remembering your booking session) and, where applicable, to analyse site usage. You can manage cookie preferences through your browser settings. See our Cookie Policy for details.

8. Data Security We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.

9. Changes to This Policy We may update this Privacy Policy from time to time. Material changes will be reflected by an updated “Last updated” date at the top of this page.

10. Contact For any questions about this Privacy Policy or how we handle your data, contact us at [PRIVACY EMAIL].