Privacy policy
Last updated: 2 April 2026 · Controller: Letstern Limited (United Kingdom)
This policy explains how Student Housing Portal (“we”, “us”) collects, uses, stores, and shares personal data when you use our website and services. We process data in line with the UK GDPR, the Data Protection Act 2018, and the EU GDPR where it applies.
1. Who we are
Letstern Limited operates Student Housing Portal. For data protection enquiries, use the contact details shown on our site or submit a request via Your data rights.
2. What we collect
- Account data: name, email, phone (optional), role (student, landlord, ambassador), password (stored hashed), profile image URL if you upload one.
- Transactional data: property applications, viewing requests, bookings, payments metadata (e.g. Stripe identifiers), messages between users, notifications.
- Technical data: IP address, browser type, cookies and similar technologies as described in our Cookie policy.
- Verification: documents you submit for landlord or listing verification.
3. Why we use your data (lawful bases)
- Contract: to provide the marketplace, process applications and bookings, and take payments.
- Legitimate interests: fraud prevention, security, analytics where allowed, and improving the service—balanced against your rights.
- Legal obligation: where we must retain records for tax, accounting, or regulatory reasons.
- Consent: where we rely on consent (e.g. non-essential cookies or certain marketing), you may withdraw it at any time.
4. Sharing
We share data with service providers who help us run the platform (e.g. hosting, email, payments). They may only process data on our instructions. We may disclose data if required by law or to protect rights and safety.
5. International transfers
If data is processed outside the UK/EEA, we use appropriate safeguards such as standard contractual clauses or adequacy decisions, where required.
6. Retention
We keep data only as long as needed for the purposes above, including legal, tax, and dispute resolution. When no longer needed, we delete or anonymise it.
7. Your rights
You have rights including access, rectification, erasure, restriction, objection, and data portability, subject to exceptions. See Your data rights to submit a request. You may complain to the ICO (UK) or your local supervisory authority.
8. Security
We use technical and organisational measures to protect personal data. No online service is completely secure; please use a strong, unique password.
9. Children
Our services are aimed at adults and students. If you believe we hold data about a child without appropriate authority, contact us.
10. Changes
We may update this policy and will post the new version here with an updated date.