Privacy Policy
Effective Date: 17th November 2025
Last Updated: 17th November 2025
StudentFM (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.studentfm.co.uk, contact us, or use any of our communication channels and services.
1. Who We Are
StudentFM provides purpose-built student accommodation across the UK. We act as the data controller for personal information collected through our website and communication platforms.
If you have any questions about this policy or how we handle your data, please contact us:
Email: headoffice@studentfm.co.uk
2. Information We Collect
We may collect and process the following types of information:
- Personal details: name, email address, phone number, date of birth, nationality.
- Accommodation preferences: property interests, move-in dates, location preferences.
- Communication data: messages or inquiries sent through our website, chat, phone, WhatsApp, or email.
- Technical data: IP address, browser type, device identifiers, and website usage data.
- Payment or booking data: where relevant to tenancy agreements or accommodation bookings.
3. How We Use Your Information
We process your information to:
- Respond to your enquiries and manage bookings.
- Provide and personalise our services.
- Communicate updates, offers, or service information (where consent is given).
- Maintain our website and improve user experience.
- Comply with legal and regulatory requirements.
4. AI and Automated Technology
StudentFM uses AI-assisted technology, provided by VerbaFlo, to support communications across some of our digital channels — including webchat, WhatsApp, and phone interactions.
- Purpose: AI may be used to assist with queries, provide faster responses, and improve service efficiency.
- Transparency: AI responses are always monitored and overseen by our team.
- Human Oversight: You can request to speak directly with a human representative at any time.
- Data Handling: Any information shared through AI-supported channels is processed securely and in line with this Privacy Policy.
- Recording and Quality Assurance: Some calls may be recorded and analysed (including via AI tools) for quality, training, and compliance purposes.
AI Disclosures per Channel:
- Webchat: You’ll be asked to confirm before chatting that automated technology may be used.
- Phone Calls: You’ll hear a brief pre-call notice if a call is recorded or AI-assisted.
- WhatsApp: A short in-chat message will confirm if AI technology is being used.
5. Legal Basis for Processing
We process personal data under the following lawful bases:
- Consent – where you provide explicit consent (e.g. marketing communications).
- Contract – where processing is necessary for a tenancy, booking, or service request.
- Legitimate Interests – to improve services and ensure efficient communication.
- Legal Obligation – to comply with applicable laws and regulations.
6. Data Sharing
We may share your data with trusted third-party partners and service providers who support our operations (e.g. booking platforms, communication tools, maintenance services). These partners are contractually required to safeguard your data and use it only for agreed purposes.
We do not sell or rent your personal information.
7. Data Retention
Your data will be retained only for as long as necessary for the purposes outlined in this policy, or as required by law.
8. Data Security
We use appropriate technical and organisational measures to protect your data from unauthorised access, loss, misuse, or disclosure.
9. Your Rights
Under UK data protection law, you have the right to:
- Access the personal data we hold about you.
- Request correction or deletion of your data.
- Object to or restrict certain types of processing.
- Withdraw consent where processing is based on consent.
- Lodge a complaint with the Information Commissioner’s Office (ICO).
To exercise any of these rights, please contact headoffice@studentfm.co.uk
10. International Data Transfers
If data is transferred outside the UK or EEA, we ensure appropriate safeguards (such as standard contractual clauses) are in place to protect your information.
11. Updates to This Policy
We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes. The updated version will always be posted on our website with a revised “Effective Date.”
Contact Us
If you have any questions about this Privacy Policy or how we use your data, please contact us at:
📧 headoffice@studentfm.co.uk
