CITYHOUSE Platform Privacy Policy
Effective Date: 24th September 2024
At CITYHOUSE Platform, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you interact with our services, in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
By using CITYHOUSE Platform’s services, you agree to the collection and use of information as outlined in this policy.
1. Who We Are
CITYHOUSE Platform (“we,” “our,” or “us”) is a property platform designed to streamline the renting process for modern urban dwellers. Our registered office is located at [Insert Address], and we are registered with the Information Commissioner’s Office (ICO) under registration number ZB363630.
2. What Personal Data We Collect
We may collect the following personal data:
Contact Information: Full name, email address, phone number, postal address.
Identification Information: Passport or driver’s licence, utility bills for identity verification.
Financial Information: Payment details, bank account numbers (for rent or deposit payments).
Transaction Data: Details of your interactions with us, including property inquiries, viewing requests, and bookings.
Technical Data: IP address, browser type, operating system, and location data collected via cookies and similar technologies.
Communication Data: Any messages or correspondence you send to us via email, chat, or other platforms.
3. How We Use Your Data
We use the personal data collected for the following purposes:
To Facilitate the Renting Process: This includes arranging property viewings, processing tenancy agreements, and managing payments.
To Communicate with You: We may contact you with relevant updates, customer service messages, or marketing communications (with your consent).
To Verify Identity: As part of our customer due diligence process to comply with legal and regulatory requirements (e.g., anti-money laundering).
To Improve Our Services: Using data insights to refine and develop our services, website, and app functionalities.
For Legal Compliance: To meet our legal obligations, such as record-keeping for tax and auditing purposes.
4. Lawful Basis for Processing
We will only process your data where we have a lawful basis for doing so, including:
Consent: Where you have explicitly given us permission (e.g., for marketing communications).
Contractual Obligations: To fulfil our contractual commitments to you, such as processing a rental application.
Legal Compliance: Where processing is necessary to comply with our legal obligations (e.g., anti-money laundering checks).
Legitimate Interests: Where processing is necessary for our legitimate business purposes (e.g., fraud prevention or improving services), provided it does not override your rights.
5. Data Sharing
We may share your personal data with the following:
Third-Party Service Providers: For services like payment processing, referencing agencies, or property management.
Legal and Regulatory Authorities: To comply with legal obligations, court orders, or official requests.
Business Transfers: In the event of a merger, sale, or acquisition, we may share your data with the relevant parties.
We ensure all third parties who process your data adhere to strict contractual agreements, including data protection obligations.
6. International Data Transfers
Where your personal data is transferred outside of the UK or European Economic Area (EEA), we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the ICO or European Commission.
7. Data Security
We take the security of your data seriously. Measures we use include:
Encryption: We use encryption technology to protect your personal data in transit and at rest.
Access Controls: Only authorised personnel have access to personal data, and access is restricted based on business needs.
Regular Audits: We conduct regular security audits and vulnerability assessments to protect our systems.
Despite these measures, no system is entirely secure. In the unlikely event of a data breach, we will notify affected individuals and the ICO as required by law.
8. Data Retention
We retain your personal data only as long as necessary for the purposes outlined in this policy, or as required by law. For instance:
Customer and transaction data: Retained for up to 7 years for legal and accounting purposes.
Marketing data: Retained until you unsubscribe or request deletion.
9. Your Rights
Under GDPR, you have several rights regarding your personal data, including:
Right to Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can ask us to correct any inaccurate or incomplete data.
Right to Erasure: You can request deletion of your data in certain circumstances.
Right to Restrict Processing: You can ask us to limit the processing of your data.
Right to Data Portability: You can request that we transfer your data to another service provider.
Right to Object: You can object to our processing of your data where we rely on legitimate interests.
To exercise any of these rights, please contact us at [Insert Contact Email]. We may request additional information to confirm your identity before acting on your request.
10. Cookies and Tracking Technologies
We use cookies and similar technologies to improve your experience on our website and to analyse site traffic. You can control cookie preferences through your browser settings.
11. Changes to This Privacy Policy
We may update this privacy policy periodically to reflect changes in legal or regulatory requirements, or our business practices. Any significant updates will be communicated via our website or by email.
12. Contact Us
If you have any questions or concerns about how we handle your data, please contact us at:
Email: legals@cityhouse.co
Address: 4th Floor, Silverstream House, 45 Fitzroy Street, London, W1T 6EB
If you are not satisfied with our response, you can also lodge a complaint with the Information Commissioner’s Office (ICO) via their website: https://ico.org.uk.