1. Introduction
Capital Rooms Ltd ("we", "us", "our") respects your privacy. This policy explains how we collect, use, and protect your personal data when you submit an application to rent a room through our platform.
2. What Data Do We Collect?
When you complete an application form, we collect:
- Full name, email address, phone number
- Date of birth
- Current address
- Employment details (profession, salary)
- LinkedIn profile URL (optional)
- Personal information (bio, interests, housemate preferences)
- Rental history (previous addresses, move dates, reasons for leaving)
- Room-specific requirements and conditions
- Rent offer (if different from advertised price)
We collect this data because you provide it voluntarily when completing the application form.
3. Why Do We Use Your Data?
We use your data to:
- Assess your suitability for the room and compatibility with the property
- Conduct referencing checks with our referencing provider (Homeppl)
- Verify your rental history and background information
- Communicate with you about your application status
- Process your rental agreement if your application is accepted
- Comply with legal obligations (e.g., right-to-rent checks)
4. Who Do We Share Your Data With?
Your data may be shared with:
- Homeppl - Our referencing provider, who will conduct credit and rental history checks
- The Property Landlord/Owner - To assess your application for the specific room
- Our Team - Staff who need to process your application
- Legal/Compliance Services - Only if required by law
We do not sell your data to third parties or use it for marketing without your consent.
5. How Long Do We Keep Your Data?
Our Data Retention Policy:
- If Your Application Is Rejected: We delete your data within 30 days of the decision
- If You Withdraw: We delete your data within 30 days of withdrawal
- If Your Application Is Accepted: Your data is retained as part of your tenancy records for the duration of your tenancy, plus 6 years after tenancy ends (for legal and accounting purposes)
You can request deletion at any time by emailing management@capitalrooms.co.uk.
6. Your Rights Under GDPR
You have the right to:
- Access - Request a copy of all data we hold about you
- Rectification - Correct any inaccurate data
- Deletion - Request deletion of your data (the "right to be forgotten")
- Restrict Processing - Limit how we use your data
- Data Portability - Receive your data in a portable format
- Object - Object to specific uses of your data
To exercise any of these rights, email management@capitalrooms.co.uk with "Data Subject Request" in the subject line.
7. Data Security
We take security seriously. Your data is protected by:
- Encrypted transmission (HTTPS)
- Secure database storage
- Limited access (admin staff only)
- Regular security reviews
While we take all reasonable precautions, no online transmission is 100% secure.
9. Legal Basis for Processing
We process your data under the following legal bases:
- Your Consent: You agree to this policy when you submit the application form
- Contractual Necessity: To assess and enter into a rental agreement with you
- Legal Obligation: To comply with right-to-rent and other legal requirements
10. Policy Updates
We may update this policy from time to time. We will notify you of any significant changes by email or through the application portal. Your continued use of our services constitutes acceptance of any changes.
Last Updated: August 2026