Privacy Policy

1. Introduction

Westgate One (“we”, “us”, “our”) is committed to protecting the privacy and personal data of tenants, prospective tenants, guarantors, contractors, visitors, suppliers, and all individuals whose data we process in connection with the operation of our Purpose-Built Student Accommodation (PBSA) and associated lettings services.

This Privacy Policy explains:

• What personal data we collect
• Why we collect it
• How we use it
• Who we share it with
• How long we keep it
• Your rights under UK GDPR

This Privacy Policy applies to all tenancy-related and property-management-related processing. For information about how we process data on our website, please refer to our separate Website Cookies & Privacy Policy.

2. Who We Are (Data Controller)

Data Controller:

Westgate One
28–30 St Peter’s Street
Canterbury
CT1 2BQ
United Kingdom
Email: hello@westgateone.co.uk
Telephone: 01227 808266

We are registered with the Information Commissioner’s Office (ICO) as a data controller.

3. Categories of Personal Data We Collect

We collect and process the following categories of personal data:

3.1 Prospective Tenants

• Name, contact details
• Date of birth, nationality
• Course/university information (where relevant)
• Enquiry and communication history

3.2 Tenants

• Identification and Right to Rent documentation
• Contact details and emergency contacts
• Tenancy agreements and related documentation
• Payment information and rent-account history
• Maintenance requests and access notes
• CCTV images and building access logs
• Communications sent or received through our property management system

3.3 Guarantors

• Name and contact details
• Identification and financial suitability information
• Guarantor agreements

3.4 Contractors, Suppliers & Letting Agents

• Contact and business details
• Accreditation, insurance and compliance documentation

3.5 Visitors

• CCTV images
• Access logs

4. How and Why We Use Personal Data (Lawful Bases)

We process personal data only where a lawful basis applies under UK GDPR:

4.1 Contractual Necessity

To enter into, manage, and fulfil tenancy agreements, including:

• Processing applications
• Managing rent payments
• Providing maintenance and repairs
• Managing check-in, check-out, and deposit processes

4.2 Legal Obligations

Including:

• Right to Rent checks
• Health & safety compliance
• Fire safety and emergency procedures
• Providing information to local authorities, police, or courts
• Deposit protection requirements

4.3 Legitimate Interests

For the effective and safe operation of Westgate One, including:

• Property management
• Security and access control
• Responding to enquiries
• Preventing fraud or misuse
• Ensuring tenants receive essential communications

4.4 Consent

Only where explicitly required (e.g., optional marketing communications).

Consent is not used for tenancy management.

4.5 Vital Interests

In emergencies involving health or safety.

5. Use of Our Property Management System (Vebra/Alto)

To operate Westgate One safely and effectively, we use the Vebra/Alto Property Management System for all tenancy-related communications and record-keeping.

5.1 Mandatory Use

Use of this system is compulsory for all tenants and applicants.

It is essential for:

• Issuing tenancy documents
• Sending legally required notices
• Managing maintenance and access
• Recording communications
• Ensuring compliance with landlord obligations

Tenants cannot opt out of this system.

5.2 Email Delivery & Read Tracking

Vebra/Alto automatically records:

• Whether an email has been successfully delivered
• Whether an email has been opened/read

This functionality:

• Helps us evidence that important notices have been sent
• Supports legal compliance (e.g., Renters’ Rights Act notice requirements)
• Ensures we can manage safety, access, and tenancy matters effectively

This tracking cannot be disabled, and by entering into a tenancy with Westgate One, tenants acknowledge and accept this processing as necessary for contractual and legal purposes.

6. Who We Share Personal Data With

We share data only where necessary and lawful.

6.1 Operational Partners

• Approved contractors and maintenance providers
• IT and property management system providers
• Utility providers
• Deposit protection schemes
• Letting agents acting on our behalf

6.2 Legal & Regulatory Bodies

• Local authorities
• Police and emergency services
• Courts and legal representatives
• HMRC

6.3 Professional Services

• Insurers
• Accountants
• Legal advisors

We do not sell personal data.

7. International Transfers

Some of our IT providers may store data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, such as:

• UK GDPR-approved Standard Contractual Clauses
• Adequacy decisions

8. Data Retention

We retain personal data only for as long as necessary.

Typical retention periods:

• Tenancy files: 6 years after the end of the tenancy
• CCTV: 30–60 days unless required for investigation
• Maintenance records: 6 years
• Financial records: 6 years
• Application data (unsuccessful): 12 months

Where legal obligations require longer retention, we comply.

9. Your Rights Under UK GDPR

You have the right to:

• Access your data
• Correct inaccurate data
• Request erasure (where applicable)
• Restrict processing
• Object to processing based on legitimate interests
• Data portability
• Withdraw consent (where consent is used)

To exercise your rights, contact: hello@westgateone.co.uk

You also have the right to complain to the ICO: www.ico.org.uk

10. Security Measures

We use appropriate technical and organisational measures, including:

• Secure, access-controlled systems
• Encryption where appropriate
• Staff training and confidentiality obligations
• Regular audits and compliance checks
• Secure disposal of data

11. Updates to This Policy

We may update this Privacy Policy to reflect:

• Changes in law
• Operational changes
• Regulatory guidance

The latest version will always be available upon request or on our website.