Privacy & Cookies

In this privacy policy we explain how we collect and use your personal information. This privacy policy applies to all personal information we process about you. London Shared is the data controller and data processor and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

We have divided this privacy policy into different sections.

Contact details

Our full details are

Full name of legal entity: London Shared Limited and London Shared Co-Living Limited.
Email address: info@londonshared.co.uk
Postal address: 10 Enterprise Way, London, SW18 1FZ

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at info@londonshared.co.uk

What information we may collect and how we use it

As a business we collect, use, store and transfer different types of personal data depending on who you are.

If you are renting or letting a property through London Shared, or, renting or letting a property from one of our clients, we collect and use your personal data in order for us to provide you with our services. The personal data we collect and use may include:

• Identity Data (name, marital status, title, date of birth, gender, username and password, purchases made by you, your interests and preferences, employment details, feedback and survey responses)
• Contact Data (billing address, delivery address, emergency contact details, email addresses and telephone numbers)
• Financial Data (bank account and payment details)
• Transaction Data (details about payments to and from you and other services you have purchased through us)
• Technical Data (internet protocol address, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identified, location data and other similar identifying information required for the customer’s device(s) to communicate with websites and applications on the internet)
• Usage Data (how you use our website products and services, the full uniform resource locators clickstream to, through and from our site (including date and time), download errors, lengths of visit to certain pages, page interaction information, methods to browse away from the page and any phone numbers you use to call us)
• Marketing and Communications Data (your marketing preferences from us and our third parties and your communication preferences)

We also may collect and use Aggregated Data. For example, when you visit our website we may aggregate data about your usage to tell us about how certain features on our website are used. This is not usually classified as personal data as whilst it derives from personal data (in the example, it is derived from your Usage Data) it does not reveal your identity to us. If we do link this Aggregated Data to your personal information, it will be treated as personal data in line with this policy.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. You can ask us to rectify or update your personal information at any time by email to info@londonshared.co.uk.

How is your personal data collected

We use different methods to collect data from and about you including through:

Direct interactions

You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• apply for our services;
• provide references and emergency contact details;
• create an account on our website;
• subscribe to our service or publications;
• request marketing to be sent to you;
• contact us through social media;
• walk-in to our branch offices or telephone our call centre;
• enter a competition, promotion or survey; or
• give us some feedback.

Third parties or publicly available source

We may receive personal data about you from various third parties and public sources as set out below:

• Contact, Financial and Transaction Data from providers of payment services such as Mastercard based inside the EU.
• Identity and Contact Data from data brokers or aggregators such as (but not limited to):
  • Goodlord based inside the EU
  • Reposit based inside the EU
  • Rightmove based inside the EU
  • Zoopla Property Group based inside the EU
  • Facebook based outside the EU
• Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.

How we use your personal data

In the table below we summarise the ways that we plan to use your personal data and the purposes for which we will use your personal data. We will only use your personal data for the purposes for which we have collected it. If we need to process your personal data for a different purpose that is not compatible with the original purpose that we collected your personal data, we will let you know.

We may process your personal data for a different purpose and without your consent where it is necessary for us to comply with our legal obligations.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the “Purposes for which we will use your personal data” table above. We have agreements in place with our third parties that restrict their use of your personal data. We only allow third parties to use your personal data for specified purposes and in accordance with our instructions

External parties

• Service providers acting as processors based in the United Kingdom who provide IT and system administration services, anti-money laundering service providers, tenancy deposit administrators (such as the Deposit Protections Services) and services to enable us to perform our contract with you.
• Property developers acting as Processors or independent controllers based in the UK who process your personal data in order to arrange and facilitate your visit to their marketing suite.
• Advertisers and advertising networks (including social media) that require the data to select and serve relevant adverts to you.
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accountancy services.
• HMRC, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances. We will refer your personal information to the following third parties, but only where you have consented for us to do so.

If you are a resident and we are helping you with the administration in moving, we will refer your personal information to Goodlord which acts on our behalf to provide these services. Goodlord may contact you about the other services that they provide if you consent for them to do so.

Other parties

Sometimes there may be third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

Where your personal information is held

Information may be held at our offices and those of our third party agencies, service providers in paper and digital form.

How long your personal information will be kept

We will keep your personal information while you have an active matter with us, when we believe you may be interested in our services or we are providing services to you. We will keep your personal information, as a minimum, for as long as necessary:

• To respond to any questions, complaints or claims made by you or on your behalf;
• To show that we treated you fairly;
• To keep records required by law.

and thereafter 5 years from any last communication with you for marketing of our services to you as detailed above under ‘How and why we use your personal information’ and under ‘Marketing communications’.

We will not retain your personal information for longer than necessary for the purposes set out in this policy.

International transfers

We will not transfer your personal data outside of the European Economic Area, except to a country offering the same level of protection for your personal data however at times we may have overseas employees and contractors who will have access to your data – when this happens we will make sure that they are contractually obligated to follow the policies and procedures set out in this document.

Your legal rights

Under data protection laws you have the right to protect and look after your personal data. You have the right to:

• ask us for the personal data that we hold and process about you (this is commonly known as a data subject access request). You have rights to the following information:
  • the purpose(s) for which we are processing your information;
  • the categories of personal information we hold about you
  • the recipients or categories of recipient to whom the personal data have been or will be disclosed;
  • the period for which we will store your information, or the criteria used to determine that period;
• prevent the use of your personal data for marketing purposes by informing a London Shared telephone operator or by emailing info@londonshared.co.uk
  Please note that even if you refuse marketing, we will still contact you to discuss the services you have asked us to provide to you or to tell you about changes to our terms and conditions.;
• ask that any inaccurate information we hold about you is corrected;
• ask that we delete the personal data we hold about you in certain situations;
• ask that we stop using your personal data for certain purposes;
• ask that we do not make decisions about you using completely automated means; and/or
• ask that personal data we hold about you is given to you, or where technically feasible a third party chosen by you, in a commonly used, machine-readable format.

The rights listed above may apply in certain circumstances, and so we may not always be able to comply with your request to exercise these rights. We will usually respond to a request from you to exercise your rights within 1 month of receipt, but it might take longer if your request is particularly complex or if you have made a number of requests. Please be aware that we may need to process your personal data and/or request specific information from you to help us comply with your request. You will not usually have to pay a fee to exercise these rights, but we reserve the right to if your request is clearly unfounded, repetitive or excessive, alternatively we may refuse to comply with your request.

How to complain

We hope that we can resolve any query or concern you may raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details are shown below:

10 Enterprise Way, London, SW18 1FZ
info@londonshared.co.uk
020 7610 9004