SAR Court Ltd – Privacy Notice

1. Introduction

SAR Court Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner. This Privacy Notice explains what personal information we collect, how we use it, the legal bases we rely on, and your rights under UK data protection law.

If you have any questions, please contact us at:

Email: please use the email address provided or the contact form on this website
Telephone: +44 01227 501222
Address: SAR Court, Woodland Way, Canterbury, Kent, CT2 7XE

We may update this Privacy Notice periodically. When we make significant changes, we will notify you.

2. Who We Are – Data Controller

SAR Court Ltd is the data controller, which means we determine how and why personal data is processed. We manage and operate purpose‑built student accommodation and process personal data to provide safe, secure, and compliant accommodation services.

3. What Personal Data We Collect

3.1 Information you provide to us

Identity information (name, title, date of birth, nationality)
Contact details (postal address, email, telephone number)
Identification documents
Tenancy information (tenancy agreements, guarantor details, rent payments, deposit records, renewal details)
Background and verification information (previous landlords, employers, references, credit checks)
Emergency contacts or next of kin
Correspondence across all formats (letters, email, texts, complaints)
University information (course, year of study, student ID)
Your living preferences (where provided)

3.2 Special category data

We may collect health‑related data only where necessary, such as:

Disability or mobility information
PEEP (Personal Emergency Evacuation Plan) requirements
Welfare or medical concerns in emergency scenarios

Special category data is processed with enhanced protection and only where legally permitted.

3.3 Information collected via premises

CCTV footage (internal and external)
Electronic access logs (building entry and bedroom door access)

3.4 Information collected automatically via our website

IP address
Browser and device information
Pages visited and browsing activity
Information submitted through website forms

3.5 Information received from third parties

Credit reference agencies
Universities or local authorities
Other tenants or residents
Guarantors
Letting agents or property portals
Police or law enforcement (where lawful and necessary)

4. How We Use Your Personal Data

To verify your identity and assess your suitability for a tenancy
To create, manage, and enforce tenancy agreements
To process rent payments and manage arrears
To carry out right‑to‑rent checks and comply with legal requirements
To maintain property safety, security, and access control
To arrange repairs, maintenance, inspections, inventories
To respond to queries, complaints, and service requests
To recover debts or pursue legal claims
To maintain accurate internal records
To manage emergencies or health‑related incidents
To communicate essential updates about the property
To improve our services and website
With your consent, to send marketing communications

5. Lawful Bases for Processing

5.1 Contract

Processing necessary data to enter into or perform a tenancy agreement, including referencing, payments, maintenance, and communications.

5.2 Legal Obligation

Processing required to comply with laws, including:

Right‑to‑rent checks
Council Tax reporting
Public health obligations
Law enforcement requests
Health and safety compliance

5.3 Legitimate Interests

Processing necessary for our operational needs, including:

Security (CCTV, access systems)
Arrears recovery
Responding to complaints
Preventing anti‑social behaviour
Ensuring building safety and welfare
Business continuity

We always balance our interests with your rights and freedoms.

5.4 Consent

We rely on your consent only when required, such as:

Marketing communications
Sharing sensitive health or wellbeing information where no other lawful basis applies

You can withdraw consent at any time.

6. Sharing Your Personal Data

We may share your information with:

Tenancy portal service providers
Security contractors (e.g., out‑of‑hours response)
Parcel and delivery management systems
Local authorities (Council Tax, Electoral Roll)
Universities or colleges (in serious welfare concerns or emergencies)
Guarantors (for rent arrears or tenancy breaches)
Legal advisers, courts, and debt recovery agencies
Law enforcement or regulatory bodies
New landlords in the event of property sale or transfer
Public health authorities during outbreaks or public health events

We only share data when necessary, proportionate, and legally justified.

7. Welfare and Emergency Situations

If we believe there is a serious and immediate risk to your health or wellbeing, we may share relevant information with your University/College or emergency services. Where possible, we will seek your consent first — but in emergencies we may act without consent to protect life and safety.

8. Marketing Communications

We may send you information about our services unless you opt out.

Replying “unsubscribe” to any email
Emailing: please use the contact details in section 1 of this document.

We never sell or share your data with outside organisations for their own marketing.

9. Security of Your Data

Password‑protected systems
Restricted access controls
Secure physical storage
CCTV security
Staff training in data protection

No data transmission is fully secure, but we take all reasonable steps to keep your information safe.

10. Your Data Protection Rights

Right of access – request a copy of your data
Right to rectification – correct inaccurate or incomplete information
Right to erasure – request deletion (in certain circumstances)
Right to restrict processing – limit how your data is used
Right to object – particularly regarding legitimate interests or marketing
Right to data portability – receive your data in a transferable format
Right to withdraw consent – where consent is the lawful basis

To exercise any right, contact us using the contact details in section 1 of this document.

You may also complain to the Information Commissioner’s Office (ICO) if you believe your rights have been breached.

11. Data Retention Policy

We retain personal data only for as long as necessary for the purposes for which it was collected, or to meet our legal and regulatory obligations.

11.1 Tenancy and Contract Information

Kept for the duration of the tenancy plus a reasonable retention period to manage disputes or legal claims, meet financial and accounting obligations, and support legitimate business needs.

11.2 Identity Verification & Right‑to‑Rent Records

Held in line with statutory retention periods set by UK legislation.

11.3 Financial Records

Kept according to HMRC requirements.

11.4 CCTV Footage & Access Logs

Retained for a short duration unless required for investigation or legal purposes.

11.5 Health & Safety / Emergency Information

Kept only for as long as required to meet safety obligations.

11.6 Website & Digital Records

Retained only for service delivery, analytics, and security.

11.7 Marketing Information

Kept until you withdraw consent or opt out.

11.8 Secure Disposal

When data is no longer required, it is securely deleted, anonymised, or disposed of using appropriate safeguards.

12. External Websites

Our website may include links to third‑party sites. We are not responsible for their privacy practices and encourage you to read their privacy notices.

13. Social Media

We will only share photographs or personal details on social media with your explicit permission.