Privacy Policy

Coeden Helyg Terms of Service and Privacy Policy

1. Terms

By accessing the website at https://coeden-helyg.com, you are agreeing to be bound by these terms of service, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws. If you do not agree with any of these terms, you are prohibited from using or accessing this site. The materials contained in this website are protected by applicable copyright and trademark law.

2. Use License

  1. Permission is granted to temporarily download one copy of the materials (information or software) on Coeden Helyg's website for personal, non-commercial transitory viewing only. This is the grant of a license, not a transfer of title, and under this license you may not:
    1. modify or copy the materials;
    2. use the materials for any commercial purpose, or for any public display (commercial or non-commercial);
    3. attempt to decompile or reverse engineer any software contained on Coeden Helyg's website;
    4. remove any copyright or other proprietary notations from the materials; or
    5. transfer the materials to another person or "mirror" the materials on any other server.
  2. This license shall automatically terminate if you violate any of these restrictions and may be terminated by Coeden Helyg at any time. Upon terminating your viewing of these materials or upon the termination of this license, you must destroy any downloaded materials in your possession whether in electronic or printed format.

3. Disclaimer

  1. The materials on Coeden Helyg's website are provided on an 'as is' basis. Coeden Helyg makes no warranties, expressed or implied, and hereby disclaims and negates all other warranties including, without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights.
  2. Further, Coeden Helyg does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its website or otherwise relating to such materials or on any sites linked to this site.

4. Limitations

In no event shall Coeden Helyg or its suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption) arising out of the use or inability to use the materials on Coeden Helyg's website, even if Coeden Helyg or a Coeden Helyg authorized representative has been notified orally or in writing of the possibility of such damage. Because some jurisdictions do not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.

5. Accuracy of materials

The materials appearing on Coeden Helyg's website could include technical, typographical, or photographic errors. Coeden Helyg does not warrant that any of the materials on its website are accurate, complete or current. Coeden Helyg may make changes to the materials contained on its website at any time without notice. However Coeden Helyg does not make any commitment to update the materials.

6. Links

Coeden Helyg has not reviewed all of the sites linked to its website and is not responsible for the contents of any such linked site. The inclusion of any link does not imply endorsement by Coeden Helyg of the site. Use of any such linked website is at the user's own risk.

7. Modifications

Coeden Helyg may revise these terms of service for its website at any time without notice. By using this website you are agreeing to be bound by the then current version of these terms of service.

8. Governing Law

These terms and conditions are governed by and construed in accordance with the laws of UK and you irrevocably submit to the exclusive jurisdiction of the courts in that State or location.


Fair Processing Notice (GDPR)

This notice explains what information we at Coeden Helyg collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we at Coeden Helyg will handle your information. 


Who are Coeden Helyg?

Coeden Helyg take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted. 

We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA396348 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is Adam Reid.

Any questions relating to this notice and our privacy practices should be sent to office@coeden-helyg.com


How Coeden Helyg collect information from you and what information we collect

We collect information about you from:

  • From your application for accommodation

We collect the following information about you:

  • Tenant name, e-mail address, telephone number Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying.
  • Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
  • Property address; term, rent, deposit, utility and service responsibilities;
  • The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
  • Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
  • Any welfare benefits that you may be eligible for, or are currently on.


Why Coeden Helyg need this information about you and how it will be used
  • We need your information and will use your information:
  • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
  • to enable us to supply you with the services and information which you have requested;
  • to help you to manage your tenancy;
  • to carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
  • to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
  • to contact you in order to send you details of any changes to our or supplies which may affect you; and
  • for all other purposes consistent with the proper performance of our operations and business.

 

Sharing of Your Information

The information you provide to Coeden Helyg will be treated by us as confidential and will be processed only by any of third party, acting on my behalf, within the UK.  We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

  • If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
  • To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
  • If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
  • If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
  • In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.


Transfers outside the UK and Europe

Your information will generally be stored within the UK but we may transfer your information outside the UK where the provisioning of cloud services are deemed necessary for data backup and remote working. Currently we adopt Google’s Cloud Plarform services for all our cloud services.

Where information is transferred outside the UK, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

Google who operates global infrastructure designed to provide state-of-the-art security through the entire information processing lifecycle. This infrastructure is built to provide secure deployment of services, secure storage of data with end-user privacy safeguards, secure communications between services, secure and private communication with customers over the Internet, and safe operation by administrators.G Suite and Google Cloud Platform run on this infrastructure.

A detailed discussion of Googles Infrastructure Security can be found in the Google Infrastructure Security Design Overview Whitepaper


Security

When you give us information we take steps to make sure that your personal information is kept secure and safe by utilising the following

  • 2-step verification greatly reduces the risk of unauthorized access by asking users for additional proof of identity when signing in.
  • Suspicious Login Monitoring helps detect suspicious logins using robust machine learning capabilities.
  • Enhanced email security requires email messages to be signed and encrypted using Secure/Multipurpose Internet Mail Extensions (S/MIME).
  • Data loss prevention protects sensitive information within Gmail and Drive from unauthorized sharing.
  • Information rights management in Drive allows you to disable downloading, printing, and copying of files from the advanced sharing menu, and to set expiration dates on file access.
  • Mobile device management offers continuous system monitoring and alerts in case of suspicious device activity.

To learn more, please visit https://gsuite.google.com/security/


How long we will keep your information

Coeden Helyg review data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information for minimum durations), or as set out in any relevant contracts we have with you. 

Your Rights

You have the right at any time to:

  • ask for a copy of the information about you held by Coeden Helyg in our records;
  • require Coeden Helyg to correct any inaccuracies in your information;
  • make a request to Coeden Helyg to delete what personal data of yours we hold (unless required by law); and
  • object to receiving any marketing communications from us

If you would like to exercise any of your rights above please contact us at office@coeden-helyg.com

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.  The Information Commissioner’s contact details are noted below:

 

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

 

Scotland:

The Information Commissioner’s Office – Scotland

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

 

Wales:

Information Commissioner's Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400

Email: wales@ico.org.uk

 

Northern Ireland:

Information Commissioner's Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757

Email: ni@ico.org.uk

 

The accuracy of your information is important to Coeden Helyg - please help us keep our records updated by informing us of any changes to your email address and other contact details.

 



Privacy Policy

Your privacy is important to us.

It is Coeden Helyg's policy to respect your privacy regarding any information we may collect while operating our website. Accordingly, we have developed this privacy policy in order for you to understand how we collect, use, communicate, disclose and otherwise make use of personal information. We have outlined our privacy policy below.

  • We will collect personal information by lawful and fair means and, where appropriate, with the knowledge or consent of the individual concerned.
  • Before or at the time of collecting personal information, we will identify the purposes for which information is being collected.
  • We will collect and use personal information solely for fulfilling those purposes specified by us and for other ancillary purposes, unless we obtain the consent of the individual concerned or as required by law.
  • Personal data should be relevant to the purposes for which it is to be used, and, to the extent necessary for those purposes, should be accurate, complete, and up-to-date.
  • We will protect personal information by using reasonable security safeguards against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
  • We will make readily available to customers information about our policies and practices relating to the management of personal information.
  • We will only retain personal information for as long as necessary for the fulfilment of those purposes.

We are committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained. Coeden Helyg may change this privacy policy from time to time at Coeden Helyg's sole discretion.