Data Protection & Policies

Your privacy and data security are important to us. Please review our policies below.

Privacy Policy Terms & Conditions Data Protection

Privacy Policy

Last Updated: January 2025

1. Information We Collect

When you apply for accommodation at iLm Halal Student Halls, we collect the following information:

  • Personal Information: Name, date of birth, nationality, passport/ID number
  • Contact Information: Email address, phone number, home address
  • Emergency Contact Details: Name, relationship, and contact information
  • Academic Information: University, course of study, student ID, year of study
  • Accommodation Preferences: Check-in dates, contract length, room preferences
  • Health & Lifestyle Information: Dietary requirements, medical conditions, allergies

2. How We Use Your Information

We use your personal information for the following purposes:

  • Processing your accommodation application
  • Communicating with you about your application status
  • Providing accommodation services and support
  • Emergency contact purposes
  • Ensuring a safe and suitable living environment
  • Compliance with legal and regulatory requirements

3. Information Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties except:

  • With your explicit consent
  • To emergency services when necessary for health and safety
  • To comply with legal obligations
  • To trusted service providers who assist in our operations (under strict confidentiality agreements)

4. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, typically:

  • During your tenancy period
  • For 7 years after the end of your tenancy for legal and tax purposes
  • Emergency contact information is retained during your stay only

5. Your Rights

Under GDPR and UK data protection laws, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Erase your data (in certain circumstances)
  • Restrict processing of your data
  • Data portability
  • Object to processing
  • Withdraw consent at any time

6. Contact Us

For any privacy-related questions or to exercise your rights, contact us at:

Email: RoseHouse.ilm@outlook.com

Address: Rose House, 16-18 Constitution Terrace, Dundee DD3 6JE

Terms & Conditions

Last Updated: January 2025

1. Accommodation Agreement

By submitting a booking application, you agree to enter into a tenancy agreement with iLm Halal Student Halls, subject to:

  • Successful completion of the application process
  • Availability of accommodation
  • Payment of required deposits and fees
  • Compliance with our community guidelines

2. Halal Environment Policy

iLm Halal Student Halls maintains a halal environment. All residents must:

  • Respect the halal food preparation areas and policies
  • Ensure all food brought into communal areas meets halal standards
  • Respect the prayer times and spiritual spaces
  • Maintain an alcohol-free environment

3. Community Guidelines

All residents are expected to:

  • Treat all residents, staff, and visitors with respect and dignity
  • Maintain cleanliness in personal and communal areas
  • Follow quiet hours between 10 PM and 8 AM
  • Obtain permission before having overnight guests
  • Report maintenance issues promptly
  • Participate in community meetings when requested

4. Payment Terms

Rent and fees are due as follows:

  • Security deposit due upon booking confirmation
  • First month's rent due before move-in
  • Subsequent payments due monthly in advance
  • Late payment fees may apply after 7 days

5. Cancellation Policy

Booking cancellations are subject to the following terms:

  • Cancellations more than 30 days before move-in: Full refund minus £50 administration fee
  • Cancellations 15-30 days before move-in: 50% refund
  • Cancellations less than 15 days before move-in: No refund
  • Emergency circumstances will be considered on a case-by-case basis

6. Termination

The accommodation agreement may be terminated by either party with appropriate notice as outlined in the full tenancy agreement.

Data Protection Policy

Last Updated: January 2025

1. Data Protection Principles

We are committed to protecting your personal data in accordance with:

  • General Data Protection Regulation (GDPR)
  • UK Data Protection Act 2018
  • Privacy and Electronic Communications Regulations

2. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contract: To fulfill our accommodation services
  • Legal Obligation: To comply with housing and safety regulations
  • Legitimate Interest: To ensure resident safety and community well-being
  • Consent: For marketing communications (with explicit opt-in)

3. Data Security Measures

We implement appropriate technical and organizational measures including:

  • Encrypted data storage and transmission
  • Regular security audits and updates
  • Access controls and user authentication
  • Staff training on data protection
  • Incident response procedures

4. Data Transfers

Your personal data is stored and processed within the UK. Any international transfers will be conducted with appropriate safeguards.

5. Automated Decision Making

We do not use automated decision-making or profiling for accommodation applications. All decisions are made by our staff with human review.

6. Data Breach Procedures

In the event of a data breach, we will:

  • Report to the ICO within 72 hours if required
  • Notify affected individuals without undue delay
  • Take immediate steps to secure the data
  • Investigate and document the incident

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