Privacy notice

Who we are

This privacy notice is for The Shared Homes Company (Hampshire) Limited (company number 14443444), registered office 18 Wayte Street, Portsmouth, Hampshire, PO6 3BS. We are the data controller for the personal information described below. We're registered with the Information Commissioner's Office, registration number ZB507901.

If anything here is unclear, email hello@shared-home.co.uk or call 02392 326688 and ask for Daryn.

What we collect

We collect the details you put in an enquiry form. To compare our two website journeys, we also count a small set of actions such as pressing Knock, choosing a door, opening a listing and completing an enquiry. These event messages contain only the action name and site version, not your name, email, room choice or a visitor identifier. They do not use analytics cookies or follow you between sites. Our hosting provider may process standard technical request data when serving the site and receiving these events.

The two enquiry forms on this site (one for landlords, one for tenants) ask for:

• Your name, email address and phone number
• A short message, and answers to a few short qualifying questions specific to the form — for example a property postcode and room count on the landlord form, or a selected property, preferred area and move-in date on the tenant form

If you go on to become a tenant or a landlord client, we hold the further information needed to manage the tenancy or the property — right-to-rent checks, tenancy or management agreements, rent and deposit records, maintenance history and correspondence — in our property management system. That is a separate, more detailed relationship with its own paperwork, and this notice covers the website; you'll be given fuller information at that point.

Why we collect it

We use enquiry information to reply to you, which is either a step you've asked us to take before entering into a contract (finding you a room, or discussing managing your property) or our legitimate interest in responding to someone who has asked us a business question. The limited journey counts help us see which route works better; they are not used for profiling or advertising. We don't use enquiry details for marketing unless you separately ask us to keep in touch, and we don't sell or rent out personal information to anyone.

Who we share it with

Our website host, Netlify, processes enquiry submissions and the limited journey events described above. If your enquiry becomes a live tenancy or management instruction, the details are recorded in COHO, the property management software we use. These providers may process technical information under their own hosting and data-processing arrangements. Please contact us for details of the applicable arrangements; we do not sell your information.

How long we keep it

An enquiry that doesn't go anywhere is kept for up to 24 months in case you get back in touch, then deleted. Where an enquiry becomes a tenancy or a management instruction, the associated records are kept for as long as UK tax and property law requires after the relationship ends — typically six years, sometimes longer for specific compliance records such as fire risk assessments and gas/electrical certificates.

Your rights

Under UK GDPR you can ask us to:

• Confirm what personal information we hold about you, and get a copy of it
• Correct anything that's inaccurate or incomplete
• Delete it, where we're not required to keep it for a legal reason
• Restrict or object to how we use it
• Provide it to you in a portable format

Email hello@shared-home.co.uk to use any of these. If you're not satisfied with our response, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

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