Terms of privacy

Privacy Policy

1. Introduction

1.1. We are UNIPLACES LIMITED (referred to as "we", “us” and “Uniplaces”) and we are committed to protecting and respecting your privacy when you are visiting any website maintained by us including without limitation the website at www.uniplaces.com,www.erasmuscity.uniplaces.com and our social networking pages and any application for mobile devices (together the “Website”), as we may publish and operate from time to time or communicating electronically with us, or attending an event organised by us (or on our behalf).

1.2. This policy, together with the Terms and Conditions (which can be found at the bottom of the Website) explains what types of personal and non-personal information we collect when you use the Website and the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it. By disclosing your personal information to us by using the Website, speaking to us over the telephone or attending an event organised by us (or on our behalf) you consent to the collection, storage and processing of your personal information as stated in this policy.

1.3. Uniplaces uses the personal information we collect from you to provide our service to you. We will not rent, sell or share your personal information with any other company for its own marketing purposes without your consent except where mentioned in this policy.

1.4. For the purpose of the Data Protection Act 1998 (the “Act”), the data controller is UNIPLACES LIMITED of c/o Uniplaces Limited, 22 Upper Ground, 8th Floor, London, SE1 9PD which is registered with the ICO with registered number: ZA000143.

2. What personal information do we collect?

2.1. When you register for the competition provided by the Website, update your registration, social media, contact our customer services team, or report a problem with our site, certain of your personal information is collected by us. In addition you may give us information when you correspond with us by phone, e-mail or otherwise. We may collect, store and use the following kinds of personal information:

(a) your name, address, email address, telephone number, fax number, username and password;

(b) material submitted by you to us including without limitation answers to questions on surveys or registration forms;

(c) any other information from which you can be identified and which you may disclose to us at any time; and

(d) information gathered from your usage of the website, particularly information about your Erasmus experience and about your accommodation preferences if you are a student.

2.2. With regard to each of your visits to our site we may automatically collect the following information:

(a) technical information including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and

(b) information about your visit, including the Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), and methods used to browse away from the page and any phone number used to call our service number.

2.3. We work closely with third parties including sub-contractors in technical and payment services, advertising networks, search information providers, credit reference agencies and any other companies we may work with in the future, including, but not limited to, utility providers, telecoms, banks and insurance companies and may receive information about you from them.

3. Cookies

3.1. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies use and the purposes for which we use them see our Cookie Policy at https://www.uniplaces.com/terms.

4. How do we use personal information?

4.1. We may use your personal information for the following purposes:

(a) to manage and administer the Website;

(b) to improve your browsing experience by personalising the Website;

(c) to assist in and administer the provision of our services to you, or if you are a guarantor, to administer your guarantee;

(d) to send you newsletters and other relevant and targeted promotional communications;

(e) to deal with enquiries, complaints and feedback from you and our service providers;

(f) to notify you about changes to our service;

(g) to provide third parties with statistical anonymised information about our users;

(h) to investigate any suspected breaches of our Terms of Service or the breach of any other terms or conditions applicable to you;

(i) to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

(j) to improve our site to ensure that content is presented in the most effective manner for you and for your computer;

(k) to allow you to participate in interactive features of our service, when you choose to do so;

(l) as part of our efforts to keep our site safe and secure;

(m) to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;

(n) to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them; and

(o) to pass on information to third parties if the user expresses an interest to enable them to deal with the user’s enquiry/request.

(p) any content submitted to the Erasmus Flow initiative for PR and marketing purposes.

4.2. In particular, during the process of booking a room, we only request information that is necessary to enable us to allocate your room in accordance with your needs and to contact you directly.

5. When might we disclose personal information?

5.1. Except as set out below and to the extent required by any applicable law or governmental or judicial body, we will not disclose your personal information to any third party.

5.2. We may pass your personal information to those of our employees and agents and those providing services on our behalf, where we consider that it is necessary for the performance of our services to you.

5.3. We may also disclose your personal information to the accommodation provider who is providing your room.

5.4. We may also disclose your personal information to insurers and any other party involved in supporting our re-booking guarantee.

5.5. We may share your information with credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.

5.6. We may provide general statistical information about our users including, sales patterns, traffic volumes and related matters to reputable third parties but these details will not include information personally identifying you.

5.7. We may disclose your personal information to the police, regulatory bodies or legal advisers in connection with any alleged criminal offence or suspected breach of our Terms of Service and/or the breach of other terms and conditions otherwise relating to you or otherwise where required by law. We will co-operate with law enforcement agencies and will comply with any court order requesting or directing us to disclose the identity of (or personal information relating to) any user breaching our Terms of Service and/or the breach of other terms and conditions otherwise relating to such user or otherwise for the prevention or detection of crime or the apprehension or prosecution of offenders.

5.8. In the event that we sell or buy any business or assets we may disclose your personal data to the prospective seller or buyer of such business or assets.

5.9. We may share your personal information with any third party such as utility providers, insurance, Wi-Fi or telecom companies who we engage for the purposes of providing you with a full “accommodation package”.

6. Where we store your personal data

6.1. The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. Uniplaces will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

6.2. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

6.3. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

7. Your rights

7.1. You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at landlords@uniplaces.com if you are an accommodation provider or customercare@uniplaces.com if you are a user.

7.2. Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

8. Access to information

8.1. The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

9. Changes to our privacy policy

9.1. Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

10. Contact

10.1. Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to landlords@uniplaces.com if you are an accommodation provider or customercare@uniplaces.com if you are a user.