Rentr Privacy Policy
Overview – the key information you should be aware of
Who we are
We are Rentr Solutions Ltd (trading as Rentr). If you need it, our company number is 15296765 and our registered office is 727-729 High Road, London N12 0BP. Rentr Solutions Ltd is the controller of your personal information, and is responsible for your personal information. All references in this policy to "Company", "our", "us" or "we" refer to Rentr Solutions Ltd. All references in this policy to "our website", refer to https://www.userentr.com and all references to "our app" refer to the Rentr App.
Our values and what this policy is for
We value your privacy and want to be accountable and fair to you as well as transparent with you in the way that we collect and use your personal information. We also want you to know your rights in relation to your information which you can find here.
In line with these values, this privacy policy tells you what to expect when we collect and use personal information about you. We have tried to make it easy for you to navigate so you can find the information that is most relevant to you and our relationship with you.
We are always looking to improve the information we provide to our customers and contacts so if you have any feedback on this privacy policy, please let us know using our contact details in section 12.
What this policy contains
This privacy policy describes the following important topics relating to your information (you can click on the links to find out more):
- How we obtain your personal information;
- Collection of your personal information and how we use it;
- Our legal basis for using your personal information;
- How and why we share your personal information with others;
- How long we store your personal information;
- Your rights;
- Children;
- Marketing;
- Where we may transfer your personal information;
- Risks and how we keep your personal information secure;
- Links to other websites;
- Changes to this privacy policy; and
- Further questions and how to make a complaint.
Your rights to object
You have various rights in respect of our use of your personal information as set out in section 6. Two of the fundamental rights to be aware of are that:
- You may ask us to stop using your personal information for direct-marketing purposes. If you exercise this right, we will stop using your personal information for this purpose.
- You may ask us to consider any valid objections which you have to our use of your personal information where we process your personal information on the basis of our, or another person's, legitimate interest.
You can find out more information in section 6.
What you need to do and your confirmation to us
Please read this privacy policy carefully to understand how we handle your personal information. By engaging with us in the ways set out in this privacy policy, you confirm that you have read and understood the entirety of this privacy policy, as it applies to you.
The detail – the key information you should be aware of
1. How we obtain your personal information
1.1 You may provide us with your personal information voluntarily. We may also receive information about you from third parties such marketing agencies, market research companies, our suppliers, affiliate partners, contractors and consultants, group companies, data providers, public websites, social media platforms and public agencies, which we refer to as "third party sources" or "suppliers" throughout this policy.
1.2 You may give us personal information about yourself by using the online forms provided on our website, setting up an account with us, using bulletin boards or forums on our website, or by contacting us by phone, email or other means. This includes, for example, where you provide your personal information to us in order to receive information or services from us.
1.3 We may automatically collect certain information when you visit, use, or navigate our services. This information does not reveal specific such as your name or contact information but may include information such as your Internet Protocol (IP) address, browser and device characteristics as well as other technical information.
2. Collection of your personal information and how we use it
Please go to the section or sections below that best describes our relationship with you to find out the information that we collect about you and how we use this information. We refer to this as "personal information" throughout this policy.
2.1 Visitors to our website and our app
What personal information we collect about you
We, or third parties on our behalf, may collect and use any of the following information about you:
- your name including your title;
- your postal address;
- your email address;
- usernames;
- your telephone number;
- job titles;
- contact preferences;
- contact or authentication data;
- information provided when you correspond with us; any updates to information provided to us;
- personal information we collect about you or that we obtain from our third party sources;
- Social media login data and profile information;
- the following information is created and recorded automatically when you visit our website or app:
- Technical information. This includes: the Internet Protocol (IP) address used to connect your computer to the internet address; the website address and country from which you access information; the files requested; browser type and version; browser plug-in types and versions; operating system; and platform; language preferences, country, location and information about how and when you use our services. We use this personal information to administer our website, to measure the efficiency of our systems and to undertake an analysis on the locations from which people access our webpages;
- Information about your visit and your behaviour on our website (for example, the pages that you click on). This may include the website you visit before and after visiting our website (including date and time), time and length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, traffic data, location data, weblogs and other communication data and information provided when requesting further service or downloads.
How we use your personal information
We will collect, use and store the personal information listed above for the following reasons:
- to enable you to access, contact us and use our services via our website;
- to facilitate account creation and authentication and otherwise manage user accounts and keep your account in working order;
- to facilitate the delivery of services;
- to receive enquiries from you through the website about our services;
- to request feedback;
- for improvement and maintenance of our website and app and to provide technical support for our website;
- to ensure the security of our website;
- to recognise you when you return to our website, to store information about your preferences, and to allow us to customise the website according to your individual interests;
- to evaluate your visit to the website and prepare reports or compile statistics to understand the type of people who use our website, how they use our website and to make our website more intuitive. Such details will be anonymised as far as reasonably possible and you will not be identifiable from the information collected;
- to send you marketing and promotional communications, in accordance with your marketing preferences. You can opt-out of any marketing communications via our website at any time.
Please see sections 2.6 and 2.7 for more details about how we use your personal information.
A word about cookies
- Some pages on our website use cookies, which are small files placed on your internet browser when you visit our website. We use cookies in order to offer you a more tailored experience in the future, by understanding and remembering your particular browsing preferences.
- Where we use cookies on our website, you may block these at any time. To do so, you can activate the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of our website or to use all the functionality provided through our website.
- For detailed information on the cookies we use and the purposes for which we use them, please refer to our cookies policy.
2.2 Customers
What personal information we collect about you
We, or third parties on our behalf, may collect and use any of the following information about you:
- your name including your title;
- your postal address;
- your email address;
- usernames;
- your telephone number;
- job titles;
- contact preferences;
- contact or authentication data;
- information provided when you correspond with us;
- billing addresses;
- debit and credit card numbers;
- payment data such as your payment instrument number and the security code associated with your payment instrument;
- any updates to information provided to us;
- personal information we collect about you or that we obtain from our third party sources;
- social media log in data and profile information;
- information about our services we provide to you:
- information needed to provide the services to you (including information on joining forms, order details, order history and payment details);
- customer services information; and
- customer relationship management and marketing information;
- information you provide to help us provide you with improved service, for example if we ask you to fill in a survey or questionnaire; and
- when necessary and with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information: financial data, credit worthiness data, student data, National Insurance numbers or other government identifiers.
How we use your personal information
We will collect, use and store the personal information listed above for the following reasons:
- to provide you with our services, including reporting the status of your account to your landlord or property manager with whom you have a tenancy agreement;
- to facilitate deliveries of products and services to you, including payments;
- to deal with any enquiries or issues you have about our services;
- to send you certain communications (including by email or post) about our services such as administrative messages (for example, setting out changes to our terms and conditions and keeping you informed about our fees and charges);
- to carry out statistical analysis and market research on people who may be interested in our services;
- if it is in our legitimate interests for business development and marketing purposes, to contact you (including by telephone or post) with information about our products and services or the products and services of our suppliers which either you request, or which we feel will be of interest to you; and
- If you have consented, to contact you by email with information about our products and services or the products and services of our suppliers which either you request, or which we feel will be of interest to you.
Please see sections 2.6 and 2.7 for more details about how we use your personal information.
Source of personal information.
We may receive some of your personal information from third parties, such as from credit rating agencies where we are required to perform credit checks.
Special categories of data.
We do not collect special categories of data.
Information we need to provide services to you.
We need certain types of personal information so that we can provide services to you and perform contractual and other legal obligations that we have to you. If you do not provide us with such personal information, or if you ask us to delete it, you may no longer be able to access our services.
2.3 Prospective customers to whom we send marketing communications
What personal information we collect about you
We, or third parties on our behalf, may collect and use any of the following information about you:
- your name including your title;
- your postal address;
- your email address;
- your telephone number;
- information about your preferences;
How we use your personal information
- if it is in our legitimate interests for business development and marketing purposes, to contact you (including by telephone or post) with information about our products and services or the products and services of our suppliers which either you request, or which we feel will be of interest to you; and
- If you have consented, to contact you by email with information about our products and services or the products and services of our suppliers which either you request, or which we feel will be of interest to you.
Please see sections 2.6 and 2.7 for more details about how we use your personal information.
Source of personal information.
We may receive some of your personal information from third parties, such as marketing agencies.
2.4 People who contact us with enquiries
What personal information we collect about you
We, or third parties on our behalf, may collect and use any of the following information about you:
- your name including your title;
- your postal address;
- your email address;
- your telephone number;
- information provided when you correspond with us;
- any updates to information provided to us;
How we use your personal information
We will collect, use and store the personal information listed above to deal with any enquiries or issues you have about our products and services, including any questions you may have about how we collect, store and use your personal information, or any requests made by you for a copy of the information we hold about you. If we do not have a contract with you, we may process your personal information for these purposes where it is in our legitimate interests for customer services purposes.
Please see sections 2.6 and 2.7 for more details about how we use your personal information.
2.5 Whatever our relationship with you is, we may also collect, use and store your personal information for the following additional reasons:
- to deal with any enquiries or issues you have about how we collect, store and use your personal information, or any requests made by you for a copy of the information we hold about you. If we do not have a contract with you, we may process your personal information for these purposes where it is in our legitimate interests for customer services purposes;
- for internal corporate reporting, business administration, ensuring adequate insurance coverage for our business, ensuring the security of company facilities, research and development, and to identify and implement business efficiencies. We may process your personal information for these purposes where it is in our legitimate interests to do so;
- to comply with any procedures, laws and regulations which apply to us – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others to comply, as well as where we are legally required to do so; and
- to establish, exercise or defend our legal rights – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others, as well as where we are legally required to do so.
2.6 Further processing
Before using your personal information for any purposes which fall outside those set out in this section 2, we will undertake an analysis to establish if our new use of your personal information is compatible with the purposes set out in this section 2. Please contact us using the details in section 12 if you want further information on the analysis we will undertake.
3. Legal basis for use of your personal information
3.1 The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
- Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you;
- Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter;
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. You can ask us for information on this balancing test by using the contact details at section 12. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). Our legitimate interests are:
- run, grow and develop our business;
- operate our website and our app;
- to prevent fraud and enable us to give you the best and most secure customer experience;
- carry out marketing, market research and business development; and
- for internal group administrative purposes.
- Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
3.2 Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose/Use | Type of data | Legal basis |
|---|---|---|
| To register you as a new customer |
| Performance of a contract with you |
| To process and deliver your service including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us |
| (a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us) |
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Dealing with your requests, complaints and queries |
| (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you) |
4. How and why we share your personal information with others
4.1 We may share your personal information with our group companies and the following third parties, where relevant:
- our payment service providers, landlords, letting agents, to facilitate payments for our services;
- credit reference agencies;
- our suppliers, business partners and sub-contractors;
- analytics and search engine providers that assist us in the improvement and optimisation of our website;
- affiliate partners;
- technical subcontractors;
- our legal and other professional advisers, including our auditors;
- fraud prevention agencies, other companies and organisations to prevent or detect fraud and other crimes;
- the Financial Conduct Authority, the Information Commissioner's Office and other regulators and authorities who require reporting of processing activities or disclosure of personal information in certain circumstances;
- the police, HMRC and any other law enforcement agency, court, regulator, government authority or other third party where we believe this is necessary to comply with a legal or regulatory obligation, to protect the rights, property or safety of Rentr, our customers or others;
- credit reference agencies, debt collection agencies and other third parties as necessary to enforce and recover debt.
4.2 We may also share personal information with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal information in the same way as set out in this privacy policy.
4.3 We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.
5. How long we store your personal information
5.1 We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
5.2 To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
5.3 In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
6. Your rights
6.1 You have certain rights in relation to your personal information. If you would like further information in relation to these or would like to exercise any of them, please contact us at any time. You have the right to request that we:
- provide you with a copy of your personal information that we hold (the right of access);
- update your personal information where it is out of date or incorrect (the right of rectification);
- delete personal information that we hold about you (the right to erasure or right to be forgotten);
- restrict the way in which we process your personal information (the right to restriction);
- transfer your personal information to a third party (the right to data portability); and
- stop processing your personal information for direct marketing purposes (the right to object);
- stop any consent-based processing of your personal information after you withdraw that consent.
7. Children
7.1 Our services are not directed at people under the age of 18 ("child" or "children").
7.2 We do not knowingly collect personal information from children under 18.
8. Marketing
8.1 We may collect and use your personal information for undertaking marketing by email, telephone and post.
8.2 We may send you certain marketing communications (including electronic marketing communications to existing customers) if it is in our legitimate interests to do so for marketing and business development purposes.
8.3 However, we will always obtain your consent to direct marketing communications where we are required to do so by law.
8.4 If you wish to stop receiving marketing communications, you can contact us by email at support@userentr.com.
9. Where we may transfer your personal information
9.1 We may transfer your personal information outside the UK.
9.2 Whenever we transfer your personal information out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information by the UK.
- Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal information the same protection it has in UK.
9.3 Please contact us if you want further information on the specific mechanism used by us when transferring your personal information out of the UK.
10. Risks and how we keep your personal information secure
10.1 The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted via our website or app and any transmission is at your own risk.
10.2 We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
10.3 We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
11. Links to other websites
11.1 Our website or app may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
12. Changes to this privacy policy
12.1 We may update this privacy policy from time to time and will post any changes on our website so that you are always aware of what information we collect, how we use it, and under what circumstances we disclose it. If we make any significant changes to this policy, we will use reasonable endeavours to provide notification by email, post or otherwise.
13. Further questions and how to make a complaint
13.1 If you have any queries about how we collect, store or use your personal information, please contact us at: support@userentr.com.
13.2 We hope that we can resolve any query or concern you raise about our use of your information. However, if you feel that we have not addressed your complaint or concern adequately you have the right to complain to your local data protection authority. In the UK, that's the Information Commissioner's Office (ICO) (ico.org.uk).