Privacy Policy
Stanley Students Limited
Privacy Policy
Version 2025-2026
GDPR Privacy Notice STANLEY STUDENTS LIMITED
Company number 12048424 Trading as Stanley Properties/SSL/STANLEY STUDENTS
Who are we
Stanley Students is an independent lettings and property management agency operating nationally. The Head office is located at 91 Princess Street, Manchester, M1 4HT
Our intentions
This privacy notice sets out how Stanley Students processes your data, for what purpose and with who your data may be shared. Stanley Students intends to only ever process personal data lawfully, fairly and in a transparent manner. Keeping your data safe is important to us and we want to offer you complete transparency on how we will use your data.
Stanley Students will not pass details on to any company wishing to make, unsolicited calls or communication. Any personal data will only be used with legitimate interest, to protect life, to comply with the law, to process a contract or where expressed consent has been given for marketing purposes.
Data collection
Stanley Students will collect your data using various collation methods to include website enquiries, property portal enquiries, e-mail enquiries, telephone enquiries, in branch enquiries, Intouch software, online electronic forms and social media enquiries.
Our Website
Stanley Students website openly uses cookies which collates information such as your IP address, browser type, operating system, referring URLs and information on actions taken or interaction with our digital assets.
Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic to tailor the website to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Monitoring and Training
All calls are recorded for Stanley Students’ internal monitoring and training purposes. The Quality Assurance Department are responsible for carrying out weekly audits to
ensure Applicants’ data is being protected, in addition to reviewing the Company’s adherence to the main principles of GDPR across the Branches. Any breaches are raised with the Branch Managers to feedback and follow-up coaching provided
Time
Stanley Students will only ever keep your personal data for as long as is necessary in line with our data retention policy. Stanley Students reserves the right to retain your information when any lawful basis, particularly legitimate interests prevail.
Other companies
Stanley Students may also collect information from our affiliates and suppliers. This data will only be processed lawfully and fairly in accordance with their privacy policies.
Stanley Students works with various external companies, and sub-agents, to fulfil the expected day to day operations in terms of initial enquiries, residential sales, lettings and property management business.
When employing a third-party company to conduct business on our behalf, or when Stanley Students is employed by a third-party company and/or landlord or vendor to conduct sales, lettings or property management services, we will only share relevant personal information that they would need to perform the services we request or the services they’ve requested from us.
In both instances, they are bound by regulation to protect this information appropriately and not to use it for any other purpose.
Lawful Basis for data processing
| Reasons for data collection | Lawful basis | |
| General Enquiries | When enquiring about a property you will be asked for your Name, contact telephone number, e-mail address and registered address. | Legitimate interests |
| Intouch | When entering your data via our live touch screen software systems to initiate contact and to request further information. | Legitimate interests |
| Market research and surveys | From time to time Stanley Students will contact you to ensure that you have received our committed level of customer service and to ensure vital information has been passed on to you. | Quality Assurance |
| Referencing | Your details will be passed to a third party referencing agency for the purposes of undertaking credit, previous landlord and employment checks. | Contract orLegitimate interest |
| Right to rent check | You will be required to provide official documentation to prove your right to rent in the UK. | Legal obligation |
| Debt collection | Should a Tenant fall in to rent arrears or for any late fee payments, personal details will be passed on to third party legal representatives and or debt collection agencies. | Contract |
| Serving notices | Where necessary your details will be passed on to legal representatives. | Legal obligation |
| Councils | Your personal and occupancy details will be passed on to the local council for the purposes of council tax. | Legal obligation |
| Housing Associations and Councils | Your personal and tenancy details will be passed on to a housing association or local council for the purposes of housing benefit. | Legitimate interests |
| Sale of a property | Up to date rent statements may be sent to third party companies upon the sale of your property. | Legitimate interests |
| Making an offer to prospective Landlords | Your details including, name, occupation and affordability will be shared with prospective Landlords when making an offer on a property. | Legitimate interests |
| Landlords | Your details including name and contact details will be shared with a Landlord upon offering a tenancy. | Contract |
| Utility providers | Your details including name, contact and tenancy details will be shared with energy providers in respect of your occupancy at the rental property. | Contract |
| Deposits | Your details including name, contact and tenancy details will be shared with the relevant deposit protection scheme. | Legal obligation |
| Repairs | Your details including name, contact and tenancy details will be shared with a third-party contractor or developer in respect of repairs. | Legitimate interests |
| Survey Access | Your details including name, contact and tenancy details will be shared with a third-party surveyor to arrange access. | Legitimate interests / Contract |
| Block Management Agents | Your details including name, contact and tenancy details may be shared with block management agents. | Legitimate interests |
| Other agents | Your details including name, contact and tenancy details may be shared with other agents whereby the other agent has, is or will manage a property relating to your tenancy. | Legitimate interests |
| Financial institutions | Your details including name, contact and tenancy details may be shared with banks or financial institution in respect of rent payments. | Legitimate interests |
| References | Your details including name and tenancy to include condition and rental payments will be passed on to other agents and landlords for the purposes of referencing. | Legitimate interests |
| Eviction | Your details including name, contact and tenancy details may be shared with legal representative and enforcement officers in respect of eviction proceedings. | Legal obligation / Contract |
| Anti-Money Laundering | You will be required under specific regulations to provide documentation which may be verified by a third party if required. | Legal obligation |
| Protecting life | Your personal details may be provided to any authority requesting the information should it be necessary to protect life | Vital interests |
| Sub-agents | When Stanley Students has no geographical presence in an area a carefully selected sub-agent will be appointed. | Legitimate interests |
| Inventory software providers | Stanley Students utilises a trusted software provider to perform tenancy inventories. Tenants’ names are linked to property addresses for the purposes of identification. | Legitimate interests |
| Conveyancers | When entering in to a property transaction Vendors and Buyers details will be exchanged with the appointed conveyancers. | Contract |
| Electronic signatures | Stanley Students uses a trusted electronic signature platform that collates various personal data. | Contract |
| Website | When registering your interest your personal details will be sent to the relevant branch office to be stored and for contact to be made. | Legitimate interests |
| Cookies | Stanley Students only use this cookies for traffic log purposes and does not contain any personal data. This information statistically analysed and then the data is removed from the system. | Legitimate interests |
Stanley Studentss Data Retention Policy
Stanley Students LTD are committed to protecting and respecting your privacy, it is due to recognising this responsibility that we are registered under the UK Data Protection Act 2018 – ZB903431 , for further information please visit www.ico.org.uk.
Introduction
- While carrying out our various functions, an accumulation of data is taken from both individuals, and external organisations. These documents and records are stored in several formats, examples of which include, (but are not limited to) communications such as letters, emails, call recordings; financial information including invoices, statements and reports; legal documents such as contracts, leases and deeds; and information relating to landlords, vendors, applicants, purchasers, tenants and other individuals expressing interest in property.
- For the purposes of this policy, the terms ‘document’, ‘data’ and ‘records’ include information in both hard copy, and electronic form.
- In certain circumstances, it may be necessary to retain specific documents to fulfil our statutory and regulatory requirements, or to meet justifiable operational needs. Document retention will also be required to evidence events or agreements in the case of disputes, and to preserve information which has historic value. This policy has been written with consideration of the needs of both; Stanley Students, and data subjects alike, it strikes a careful balance between our legal obligations, maintaining operational efficiency, in addition to setting retention periods that are appropriated to the data’s purpose.
- The retention of all documents and records would be impractical, therefore the disposal of data forms an important aspect of this policy. All data is disposed of responsibly and done to ensure that Stanley Students can maintain sufficient electronic, and office storage space. Stanley Students also operate a “paper light” approach to hard copy documents, this means where possible records are retained electronically as opposed to hard copies.
Stanley Students is keen to be proactive in their approach by providing data subjects full transparency on how their data will be retained, and ultimately disposed.
This Data Retention Policy should be read in combination with our Privacy Policy. It takes account of the context within which Stanley Students operates, including the legal and regulatory environment, for example compliance with the fifth data protection principle, the expectations of stakeholders, and Stanley Students’ ongoing legal obligations.
It is intended primarily as a resource to inform you about how data is held, processed, archived, and destroyed to enable disposal activity to be carried out in a consistently controlled manner.
A table containing the intended retention period is given for each relevant data category. The retention period applies to all records in that category default, and will be adhered to wherever possible, although it is recognised by Stanley Students that there may be exceptional circumstances which require documents to be kept for either shorter, or longer periods.
In addition, it should be noted that, in line with GDPR and Stanley Students’ obligation to implement appropriate physical and technical security measures, the data and information held by Stanley Students electronically is periodically backed up.
These backup copies are maintained indefinitely and in accordance with Stanley Students’ IT Security Policy to ensure the consistency and stable framework upon which Stanley Students operates its business.
On this basis these backup copies are unaffected by the retention periods for each relevant data category which form part of this policy. The data set which forms part of each backup copy will be unaffected by the retention periods and action taken in line with the retention periods as referred to below.
Retention periods also apply to all formats of records, i.e. paper and electronic, unless specifically stated otherwise.
The primary factors that inform decisions on retention are:
- Business need.
- Services provided to our customers.
- Provision of professional estate agency and associated activities.
- Our experience of when retention of information and data is likely to be beneficial to the data subject as relevant to the specific services, they seek from Stanley Students, including estate agency services.
- Legislative and regulatory requirements.
- Informed and express consent of the data subject.
In our experience, data subjects are often keen to consent to Stanley Students maintaining data and information beyond the periods referred to as part of this policy. The reason and justification for these extended periods of retention, by way of example, can include:
- Provision of extended record keeping services.
- Removing an administrative burden from data subjects.
- Enabling an ease of operation between Stanley Students and the data subject.
- Maintaining an ongoing business relationship, which may be limited to matters such as a data subject’s ongoing interest in the property market, beyond the periods maintained as part of the policy.
Data Retention Schedule – (Summary)
It is Stanley Students’ policy to retain all information only for as long as specified in the Data Retention Schedule.
This rule is just a target period for retention, if there is no longer a requirement to keep the personal data for its entirety then it may be disposed of securely before.
Stanley Students will aim to assess and update data held in accordance with this policy on an annual basis, therefore a certain amount of data can periodically be archived, or anonymised.
This section gives a guide to the categories which have legislation determining the length of time for which personal data within that category should be retained.
| Category | Examples & Retention Period |
| Complaints | • Correspondence with complainants, Property Redress SchemeCurrent year plus 6 years |
| Contractual arrangements | • Supplier agreements, service level agreements, assured shorthold tenanciesLegal contractsTender documentationLife of contract plus 6 years |
| Governance papers | • Articles, Instruments, and company administration recordsAgendas and minutes of meetingsCurrent year plus 6 years |
| Data subject access requests (“SARs”) | • Correspondence regarding SARs (including but not limited to; requests for a copy of an individual’s personal data, and requests for personal data to be erased)Current year plus six years |
| Know Your Client and Money Laundering Information | • Copies of Passports and Proof of AddressMinimum of 5 years from the end of the business relationship (unless other criteria exists as per relevant legislation) |
| Estate Agency Relevant Information | • Details of offers to purchase, deposit information, Memorandum of salesCurrent year plus 6 years |
Update your data
Whether you’re a Landlord or a Tenant you can update your data 24/7. Simply contact administration office of Stanley Students, one of our staff will assistant you to update your data.
Right of Access
You have the right to request what data Stanley Students holds about you and the lawfulness of processing your data. This is commonly referred to as a Subject Access Request (SAR).
Restriction on data
Anyone engaging with Stanley Students can request that the processing of their data be restricted if there is no lawful basis for processing your data. In order to do so you must state what data you would like restricting and why.
Erasure of Data
You have the right to request that your personal data be deleted if any of the following rules apply:
- The personal data is no longer necessary in relation to the purposes for which they were collected.
- If you withdraw consent where there is no other lawful basis for retaining your data.
- If the personal data is found to have been unlawfully processed.
- For compliance with a legal obligation in Union or Member State law to which Stanley Students is subject.
Data Portability
Stanley Students will provide data in a way that is accessible and machine-readable. You may also request the right for your data to be transferred to another organisation. Stanley Students will honour the request if technically feasible.
Stanley Students will only engage with controllers and processors located in the European Economic Area (the EEA).
Objections to the use of Data
If you object to the use of your data, you must identify the exact data that you wish to be protected and why.
Requesting your data
All data requests can be made verbally or in writing to Stanley Students’ Data Protection Officer.
Stanley Students will take reasonable measures to verify your identity.
Stanley Students will respond at the earliest opportunity and in accordance with the Information Commissioner’s Office guidelines.
A reasonable fee may be charged should a request be manifestly unfounded or excessive, particularly if the request is repetitive.
In the event that Stanley Students can demonstrate the lawful basis for processing the data and only if Stanley Students should need to, Stanley Students can continue to process the data despite objection.
If your request is rejected and you believe it be unfounded, then you can refer the matter to the Information Commissioner’s Office.
Stanley Students’ Data Protection Contact
Administration Office
admin@stanelystudents.com
91 Princess Street
Manchester
M1 4HT
Information Commissioner’s Office
https://ico.org.uk/make-a-complaint/
https://ico.org.uk/global/contact-us/
Tel: 0303 123 1113
Data Breaches
A ‘personal data breach’ means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed.
Stanley Students’ Data Protection Office will notify the ICO of a breach without undue delay with a written explanation for the reasons behind data breach. This will be no later than 72 hours after discovery by Stanley Students’ Data Protection Office.
If the breach is likely to result in a high risk to the rights and freedoms of individuals, then Stanley Students’ Data Protection Office will inform those concerned directly and without undue delay.
Stanley Properties 