Privacy Policy
BAYT LIMITED, trading as Bayt, uses personal information to run student accommodation enquiries, viewings, applications, tenancies, repairs, and support.
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1. Who we are
BAYT LIMITED, trading as Bayt, is the data controller for the personal information described in this policy. Our office and contact address is 42 North Road, Lancaster, LA1 1NY, United Kingdom, with visits by appointment only. You can contact us by email at info@baytpm.co.uk, by phone on 01524 888 151, or through the contact forms on baytpm.co.uk.
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2. Who this policy covers
This policy applies to website visitors, prospective tenants, students, tenants, guarantors, parents, landlords, contractors, suppliers, and anyone else who contacts Bayt online, by phone, by email, by WhatsApp, or in person.
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3. Information you give us
We may collect names, email addresses, phone numbers, postal addresses, contact preferences, property enquiry details, viewing preferences, repair request details, messages you send us, and any information you choose to include when you ask about a property or contact the team.
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4. Tenancy, guarantor, and property information
Where an enquiry progresses, we may collect information needed to arrange viewings, process applications, prepare or manage tenancies, manage deposits, coordinate repairs, or deal with tenancy administration. This can include tenancy details, property address, rent and deposit information, guarantor details, referencing information, identity checks, employment or study details, next of kin details, payment records, and records needed for legal, safety, accounting, or dispute purposes.
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5. Website and technical information
When you use the website, we may collect technical information such as IP address, browser and device details, operating system, referring URLs, approximate location, pages viewed, time of visit, security logs, and cookie or similar technology data. This helps us keep the website secure, prevent spam, understand how the site is used, and improve the service.
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6. How we collect information
We collect information directly from you when you complete a form, enquire about accommodation, book a viewing, apply for a tenancy, report a repair, or contact us. We also collect limited technical information automatically through the website and may receive relevant information from third parties such as nominated guarantors, referencing providers, landlords, contractors, deposit schemes, professional advisers, or public authorities where appropriate.
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7. How we use information
We use personal information to respond to enquiries, arrange viewings, process applications, manage tenancies, protect deposits, coordinate repairs and maintenance, keep properties safe and compliant, manage accounts and records, prevent fraud and spam, respond to legal or regulatory requirements, improve the website, and communicate with you about the service you requested.
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8. Our lawful bases
Under UK GDPR we rely on performance of a contract where processing is needed for a viewing, application, tenancy, repair, or related service; legitimate interests where we run and improve our business, respond to enquiries, maintain records, and protect the website; legal obligation where property, tax, safety, accounting, or regulatory law requires it; consent where you have a real choice, such as optional cookies or optional marketing; and vital interests in an emergency where somebody may be at risk.
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9. Cookies, reCAPTCHA, and Google services
The website uses essential cookies and may use analytics, maps, security, and spam-prevention services. Google reCAPTCHA helps protect forms from spam. Google Maps Platform APIs may process map interaction data, place searches, directions, approximate location signals, IP address, and device information when maps or location-specific features are used. You can control cookies through your browser and any cookie tools shown on the website.
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10. Who we share information with
Where necessary, we may share information with landlords, property owners, maintenance contractors, referencing providers, guarantors where relevant, deposit protection schemes such as TDS, payment or accounting providers, website hosting and security providers, email and communications providers, Google service providers, professional advisers, insurers, debt recovery or tracing agents where lawful, local authorities, courts, regulators, and other public bodies. We do not sell personal information.
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11. International transfers
Bayt is based in the United Kingdom. Some website, hosting, email, analytics, security, mapping, or software providers may process information in the United Kingdom, the European Economic Area, the United States, or other countries. Where personal information is transferred internationally, we rely on appropriate safeguards where required by law.
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12. How long we keep information
We keep personal information only for as long as needed for the purpose it was collected, including tenancy administration, legal and accounting obligations, property safety, dispute handling, fraud prevention, and support history. Some tenancy, guarantor, payment, accounting, and legal records may be kept for up to seven years after the relevant matter ends unless a longer period is required or permitted by law. Enquiries that do not progress are kept for a shorter period and then deleted or anonymised when no longer needed.
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13. How we protect information
We use appropriate technical and organisational measures to protect personal information, including HTTPS, access controls, secure hosting, malware and spam protection, staff confidentiality, and limits on who can access information. No online service can be guaranteed to be completely secure, so please contact us promptly if you believe information you sent to us may be at risk.
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14. Children and minors
The website and services are intended for people aged 18 or over, or for people using the service with a parent, guardian, guarantor, or other responsible adult where appropriate. We do not knowingly collect personal information from children under 18 without appropriate involvement. If you believe a child has provided personal information to us, contact info@baytpm.co.uk.
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15. Your rights
Depending on the law that applies, you may have rights to access, correct, delete, restrict, or object to the use of your personal information, to data portability, and to withdraw consent where we rely on consent. To exercise a privacy right, email info@baytpm.co.uk with "Privacy request" in the subject line and enough detail for us to identify the relevant record.
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16. Complaints and contact
If you have a concern about how Bayt handles personal information, please contact us first at info@baytpm.co.uk so we can help. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We may update this policy from time to time and will change the date when it is materially updated.