Privacy Notice (GDPR)

Privacy Notice
Last updated: 6th February 2026

Igloo Accommodation Limited (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are registered in England and Wales under company number 06776206.
Our registered office is: 8-10 Broomhall Road Broomhall, Sheffield, United Kingdom, S10 2DR.
ICO registration number: Z2177240.

Click here to see our Propertymark Client Money Protection (CMP) Certificate

For the purposes of data protection law, we are the “data controller” of your personal data.

  1. The Information We Collect

We may collect and process the following categories of personal data:

Tenants (Prospective and Current)

  • Full name
  • Date of birth
  • Contact details (email, phone number, address)
  • Student status and university details
  • Identification documents (passport, visa, driving licence)
  • Proof of address
  • Financial information including credit reference data (bank details, rent payment history)
  • Employment details (if applicable)
  • Guarantor details
  • References and credit checks
  • CCTV footage (if applicable at managed properties)

Guarantors

  • Full name
  • Contact details
  • Address history
  • Financial and employment information including credit reference data
  • Identification documents

Landlords

  • Full name and contact details
  • Property ownership information
  • Bank details for rent payments
  • Identification documents (for compliance purposes)

Website Users

  • IP address
  • Browser type
  • Cookies and usage data
  1. How We Collect Your Data

We collect personal data:

  • Directly from you when you complete application forms, sign tenancy agreements, or contact us
  • From third-party referencing agencies
  • From universities or student verification services
  • From landlords
  • Via our website (through forms and cookies)
  1. How We Use Your Personal Data

We process your data for the following purposes:

  • To arrange and manage property viewings
  • To process tenancy applications
  • To conduct referencing and credit checks
  • To prepare tenancy agreements
  • To collect and manage rent payments
  • To comply with Right to Rent checks
  • To manage maintenance and property issues
  • To communicate with tenants, guarantors and landlords
  • To comply with legal and regulatory obligations
  • To prevent fraud and ensure property security
  1. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Contractual necessity – to perform a tenancy agreement or take steps prior to entering into one
  • Legal obligation – to comply with Right to Rent, anti-money laundering, and other legal requirements
  • Legitimate interests – to operate and improve our business and services
  • Consent – where required (e.g. certain marketing communications)
  1. Sharing Your Information

We may share your personal data with:

  • Landlords
  • Referencing and credit check agencies
  • Deposit protection schemes
  • Maintenance contractors
  • Utility providers (where applicable)
  • Local authorities or government bodies where legally required
  • Professional advisers (accountants, legal advisers, debt recovery)
  • IT service providers and property management software providers

We ensure all third parties respect the security of your data and process it in accordance with the law.

  1. Data Retention

We retain personal data only for as long as necessary, including:

  • Tenancy records: up to 6 years after the tenancy ends
  • Financial records: 6 years for tax purposes
  • Right to Rent documentation: in line with Home Office guidance
  • CCTV footage: typically 30 days (unless required for investigation)
  1. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Secure digital storage systems
  • Password-protected systems
  • Restricted staff access
  • Secure disposal of paper records
  1. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request erasure (where applicable)
  • Restrict processing
  • Object to processing
  • Data portability
  • Withdraw consent (where processing is based on consent)

To exercise your rights, please contact us at:
Email: info@iglooaccommodation.co.uk
Phone: 0114 266 0990

  1. Complaints

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://www.ico.org.uk

We would, however, appreciate the chance to deal with your concerns first.

  1. Cookies

Our website uses cookies to improve user experience. You can manage cookie preferences through your browser settings. For more details, please see our Cookie Policy.

  1. Changes to This Privacy Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.

 

Disclaimer

The information on this web site has been compiled to provide you with information on Igloo Accommodation Limited and its activities.

While we have made all reasonable efforts to provide accurate information we do not warrant or represent its accuracy and we reserve the right to make changes to it at any time without notice.

Igloo Accommodation Limited accepts no responsibility or liability for any losses or damages of any kind arising out of the use of any information contained on the website, to the extent permitted by law.

The information and images on this website are copyright of or licensed to Igloo Accommodation Limited.  Information and images on this website can not be reproduced without Igloo Accommodation Limited express consent.