Apartment Wharf -Privacy and Cookies policy

PRIVACY POLICY

ApartmentWharf strive to ensure that your interest and privacy are always protected. In order to provide our best and customised service, we need to collect some personal details from you. In this Privacy Policy, you will find the reason we need to collect personal information about you, how we collect this information and how we handle it to keep it safe, as well as what kind of personal details we may need from you. Should you have any question related to this Privacy Policy, please do not hesitate to contact us by email to the email address provided to you (Long-term Rentals: [email protected]; Short-term Rentals: [email protected]). Sometimes we will need to update this Privacy Policy according to new laws and regulations. We will keep you updated with any significant changes, yet the most recent version will be the one you can find here on our website.

UK GDPR, EU GDPR AND DATA PROTECTION LAW

Apartment Wharf processes personal data in line with the UK GDPR, the Data Protection Act 2018, and, where applicable, the EU GDPR. Apartment Wharf acts as the data controller for personal data collected through this website, enquiries, bookings, tenancy applications, property management services, and related communications. You can contact us about privacy matters at [email protected].

Data protection law sets out several lawful bases a company may rely on when collecting and processing personal data. Among these, you can find the following:

• Consent
  In specific cases, we can collect and process your data with your consent – i.e. when you agree on receiving marketing emails and promotions by ticking a box or signing in online.
• Contractual obligations
  In some other cases, we need your personal information for the nature of our business and to ensure we can provide you with the service you are requiring from us – i.e. if you are booking a property with us, we need some of your details in order to process the booking.
• Legal compliance
  If someone is involved in any illegal activity or fraud which may affect us, we may be impelled to pass on personal details to the law enforcement.
• Legitimate interest
  We require your personal information due to our business legitimate interests and for reasons reasonably expected from us, which do not affect your rights, freedom and/or interests – i.e. if you are booking a serviced apartment with us, we may access your booking history with us in order to provide you the best experience possible. You can opt- out of receiving such contact at any time.

We can ensure we have your privacy protection and respect at heart.

This policy sets out the basis on which your personal data will be processed by us. Every now and then, we may receive from you some personal information, which is related, and not restricted to, your health, racial and ethnic origin, religious or philosophical beliefs. Should you provide this kind of information, we will only use it where a valid lawful basis applies, and where required an additional condition for processing special category data is met, for example to provide suitable accommodation support or comply with legal obligations. Should you provide personal information to us about third parties, i.e. members of your family or other party members, this Privacy Policy will apply to those individuals as well and you should refer them to this Privacy Policy.

PERSONAL DATA COLLECTION

We may collect your personal data in a various number of ways, including:

• When you submit an enquiry online, either on our websites or on one of our partners’ website;
• When you phone, email, text or send mail to us directly or through one of our partners’ portals;
• When you complete a booking directly with us or through one of our partners
• When you contact us or get in touch with us on one of our social media platforms;
• When you visit our website (through cookies and other tracking technologies);
• When you have given a third party authorisation to share with us your personal details which they hold;
• When you submit a comment and/or review about our services;
• When you fill in a survey;
• When you visit our office, provided with CCTV cameras, which may record your image.

When you engage with us, we try our best to provide you with the best experience possible. Your personal data can help us offering you a great and customised service.

PERSONAL DATA WE MAY NEED

While having a contract with us, either for short or long term, we may collect the following personal data, depending on the service you require form us. Some of the below are applicable just in specific circumstances.

• Your full name;
• Your home address and billing address;
• Your email address;
• Your phone and/or mobile number;
• Your date of birth;
• Your identity documents such as ID, passport, driving license and/or VISA details;
• Your IP address;
• Search terms you may have entered on our website;
• Comments or reviews;
• Information you may have given us through phone calls, emails and/or texts which suggest your preferences;
• Your position and job title;
• Notes from conversations we might have or had with you;
• Websites you came from when visiting ours;
• Cookies in your web browser;
• Your image;
• Names of people related to you (i.e. your next of kin, your guarantor or other guests travelling with you);
• Age of your party members, including children;
• Purpose of your booking with us;
• Details of your special requests which are relevant to your booking;
• Details of your previous stays or bookings with ApartmentWharf;
• Number of adults, children and infants travelling with you;
• Details of the payment card that you use to make the booking, including the type of card, expiry date and last four digits;
• Recordings of telephone calls;
• Your unique booking reference number and/or tenancy number;
• Your employment status, workplace and payslips;
• Your bank statements for the three months prior to the start date of your Tenancy Agreement with us;
• Bank details;
• Details of your previous landlord/s and their references;
• Utilities bills;
• University letters and references.

Your data will be stored in our database and will only be accessed by a restricted number of our employees (depending on the service you require) during their employment. Our database is password protected and security permissions are set appropriately for employees to restrict access where necessary. Data may also be stored on secure servers. We ensure that this data is kept safe using strict procedures and security features to prevent unauthorised access.

COOKIES

As is common practice with many professional websites, this site uses cookies, which are small files downloaded to your device. Some cookies are necessary for the website to function, while others help us understand performance, improve the website, or support marketing activity where consent is given.

Where cookies are not strictly necessary, we will seek consent where required by UK privacy and electronic communications rules. You can change or withdraw cookie consent through your browser settings or any cookie consent tool shown on the website.

How We Use Cookies

We use cookies for the reasons detailed below. Strictly necessary cookies support core website functions. Analytics, performance, advertising, or tracking cookies should only be used where permitted by law and, where required, with your consent.

Disabling Cookies

You can prevent or restrict cookies by adjusting the settings on your browser. Please note that disabling strictly necessary cookies may affect website functionality, while disabling analytics or advertising cookies should not prevent basic use of the website.

You can learn how to manage cookies on your web browser by following the Browser Cookies Guide.

The Cookies We Set

• Email newsletters related cookies

  This site may offer newsletter or email subscription services. Cookies may be used to remember whether you are already registered and whether to show certain notifications which might only be valid to subscribed or unsubscribed users.

• Forms related cookies

  When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

• Site preferences cookies

  In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.

Performance

• This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

  For more information on Google Analytics cookies, see the official Google Analytics page.

Advertising and Tracking cookie

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

• This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

  For more information on Google Analytics cookies, see the official Google Analytics page.

• The website could use the Google Adwords program and Google Remarketing technology. Both are managed by Google Inc.. The AdWords conversion tracking feature also uses cookies. To help us keep track of sales and other conversions, a cookie is added to a user's computer when that user clicks on an ad. This cookie lasts 30 days and does not collect or monitor information that can personally identify a user.

  Users can disable Google conversion tracking cookies in their Internet browser settings. In some cases cookies may cause problems when accessing or browsing within your AdWords account. When this occurs, the best way to correct the problem is to clear your cache and delete saved cookies for your Internet browser. To learn more about click here "https://www.google.es/intl/en/policies/privacy/. Finally, the user can disable Google Analytics cookies by downloading a specific browser plug-in available at the following URL https://tools.google.com/dlpage/gaoptout

• The site may use cookies from Facebook Inc. to monitor the progress of Facebook Ads campaigns and any remarketing actions. Click here for more information about the use of cookies by Facebook: https://www.facebook.com/help/cookies/

SHARING YOUR PERSONAL DATA

In order to fulfil our contractual obligations, we may need to share your data with third parties, inclusive and not restricted to deposit protection schemes, management companies, contractors and engineers, landlords, IT companies, mailing houses, credit card processing services, solicitors and so on. This list is subject to alterations in order to provide you with our best service. Third parties are provided with or authorised to access selected information about yourself in order to proceed with their contractual obligations and are not allowed to make use of your personal data for purposes different from what we have instructed them to. Your data is deleted if we stop working with them.

We will not share your data with any other third party, except as allowed for in other privacy policies or required by law. We do not sell your personal data to third parties under any circumstances.

INTERNATIONAL TRANSFERS OF PERSONAL DATA

Some service providers or technology platforms may process personal data outside the United Kingdom or European Economic Area. Where this happens, we will take steps required by applicable data protection law, such as relying on adequacy decisions, standard contractual clauses, the UK International Data Transfer Agreement, or other appropriate safeguards.

YOUR RIGHTS REGARDING YOUR PERSONAL DATA

Data protection law grants you several rights in relation to your personal data.
Right to be informed
You have the right to receive information regarding the personal data which we collect and store about and for you.

• Right of Access You have the right to receive confirmation that your data is being processed and to access the personal details we hold for you.
• Right to rectification You have the right to have personal details rectified where inaccurate or incomplete. Where a request is made in writing to the email address provided (Long-term Rentals: [email protected]; Short-term Rentals: [email protected]), the data will be rectified as soon as possible. If need be, we will notify relevant third parties of any changes to ensure that the data they are processing is rectified.
• Right to erasure (Right to be forgotten) You have the right to request your personal data to be erased if it is no longer necessary in relation to the purpose for which it was collected/processed. If possible, we will comply with your request, save for data that is necessary to meet any statutory requirements or our record keeping purposes. Where we have transferred your personal data to third parties, we will inform them of your request.
• Right to restrict processing You have the right to request that we restrict processing your personal data if you believe that the data we hold is inaccurate. You can request that we restrict processing while we verify the accuracy of data that we hold, and that we restrict processing if you have issues with how your data is being processed. This restriction may be put in place whilst we consider whether our legitimate grounds to processing your data supplant your request for restriction. Where we have transferred your personal data to third parties, we will inform them of your request.
• Right to data portability You have the right to receive a copy of your personal data and/or have this data transmitted to another data controller. We will comply with any such requests as far as is reasonable but it may not be possible to transmit data in a way that is compatible with systems of another controller.
• Right to object You have the right to object to us collecting, storing and processing your personal data. Where an objection is made to us processing your data for direct marketing purposes, we will deal with this as soon as possible and cease all marketing activities. You can unsubscribe from this type of communication at any time by clicking the link in the footer of the email. In cases where we are processing your personal data due to our legitimate interest, you can ask us to stop processing your data for reasons connected to your individual situation. We must then do as requested, unless we believe we have a legitimate overriding reason to continue processing your personal data.
• Rights related to automated decision making including profiling We do not operate any systems using automated decision making or profiling in relation to providing you with housing services.
• Right to complain If you are unhappy with how we handle your personal data, you can contact us first at [email protected]. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection matters.

CONTACTS

If you have any questions or concerns regarding this policy, please contact us by email at the following email addresses: Long-term Rentals: [email protected] Short-term Rentals: [email protected]