Privacy Policy

Scholar & Stone is a property management company based in Sheffield, South Yorkshire. We act as the data controller for personal information collected through this website and in the course of providing our property management services.

If you have any questions about this policy or how we handle your data, please contact us. [email protected]

We may collect and process the following categories of personal data:

• Identity data — your name, student status, and group size when you submit an enquiry.
• Contact data — your email address and mobile phone number.
• Usage data — information about how you use our website, including pages visited, time spent, and referring URLs, collected via analytics cookies (only with your consent).
• Technical data — your IP address, browser type and version, device type, and operating system.
• Communications data — records of correspondence when you contact us by email, phone, or through our website forms.
• Viewing availability data — preferred viewing dates and times you provide when requesting a property viewing.

We do not collect any special category data (such as health information, ethnicity, or financial account details) through this website.

We collect personal data through the following means:

• Direct interactions — when you complete an enquiry form, contact us by email or phone, or request a property viewing.
• Automated technologies — as you interact with our website, we may automatically collect technical and usage data via cookies and similar technologies, subject to your consent.
• Third parties — we may receive data from property listing platforms such as Rightmove, or from referral partners such as Unihomes Sheffield.

We use your personal data for the following purposes and on the following legal bases:

Our website uses cookies — small text files stored on your device — to improve your browsing experience and to help us understand how visitors use our site. We use the following categories of cookies:

• Strictly necessary cookies — essential for the website to function. These cannot be disabled.
• Analytics cookies — help us understand how visitors interact with our website by collecting and reporting information anonymously. These are only set with your consent.
• Preference cookies — remember choices you make (such as your cookie consent decision) to improve your experience.

When you first visit our website, you will be shown a cookie consent banner. You may accept or decline non-essential cookies at any time. Your preference is stored locally on your device.

You can also control cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

We may share your personal data with the following categories of third parties:

• Email service providers — to deliver enquiry confirmations and communications on our behalf.
• Property listing platforms — such as Rightmove, where we advertise properties.
• Analytics providers — to help us understand website usage (subject to your consent).
• Regulatory bodies — such as The Property Ombudsman, ClientMoney Protect, and the Deposit Protection Service, where required by law or our accreditation obligations.
• Professional advisers — including solicitors, accountants, and insurers where necessary.
• Law enforcement or regulatory authorities — where required by law.

We do not sell your personal data to third parties.

Where we use third-party service providers, we require them to process your data only on our instructions and in accordance with applicable data protection law.

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Enquiry data is typically retained for up to 12 months. Data relating to tenancy agreements or landlord contracts is retained for the duration of the relationship and for up to 6 years thereafter, in line with our legal obligations.

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to ask us to correct inaccurate or incomplete data.
• Right to erasure — to request that we delete your data in certain circumstances.
• Right to restrict processing — to ask us to limit how we use your data.
• Right to data portability — to receive your data in a structured, machine-readable format.
• Right to object — to object to processing based on legitimate interests or for direct marketing.
• Rights related to automated decision-making — we do not carry out solely automated decision-making that produces legal or similarly significant effects.

To exercise any of these rights, please contact us. We will respond within one month. You will not be charged a fee for exercising your rights unless your request is clearly unfounded or excessive. [email protected]

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

We have put in place appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used, accessed, altered, or disclosed without authorisation. Access to your personal data is restricted to those who have a business need to know. We have procedures in place to deal with any suspected data breach and will notify you and any applicable regulator where we are legally required to do so.

We do not routinely transfer your personal data outside the United Kingdom. Where any transfer does occur, we ensure that appropriate safeguards are in place in accordance with UK GDPR requirements.

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically. Where changes are material, we will take reasonable steps to notify you.