Data Protection & House Rules

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. Data Controller & Contact Us

The Data Controller for your personal data under UK Data Protection regulations is Kashlaw Property Services Limited, registered in Scotland (SC723202) at the address below.

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

Email: admin@ilm-studenthalls.com

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

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 rent
• 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 strict quiet hours between 9 PM and 9 AM (21:00 to 09:00)
• Obtain permission before having overnight guests
• Report maintenance issues promptly
• Participate in community meetings when requested

4. Payment Terms

Rent and deposits are due as follows:

• Security deposit due upon booking confirmation
• First month's rent due before move-in
• Subsequent payments due monthly in advance
• Default interest may be charged on late payments in line with statutory limits

5. Cancellation Policy

Booking cancellations are subject to the following terms:

• Cancellations before move-in: Full refund of deposit. We understand plans can change and visas or university placements can be delayed, so we refund security deposits in full for all cancellations made prior to your move-in date.
• Cancellations after move-in: Subject to the terms outlined in your signed tenancy agreement.

6. Termination

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

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

Last Updated: June 2026

This Cookie & Local Storage Policy explains how ILM Halal Student Halls uses cookies, local storage, and similar technologies to recognize you when you visit our website. It explains what these technologies are and why we use them, as well as your rights to control our use of them.

1. What are Cookies and Local Storage?

Cookies are small data files that are placed on your computer or mobile device when you visit a website. Local storage is a standard technology that allows websites to store data locally within your browser. Unlike cookies, local storage data is not automatically sent to the server on every request, making it more secure and efficient for storing user preferences and application state.

2. Why We Use These Technologies

We use first-party cookies and local storage keys for several reasons. Some are required for technical reasons in order for our website to operate (we refer to these as "essential" or "strictly necessary" keys). Others enable us to track and target the interests of our users to enhance the experience on our website (we refer to these as "analytics" keys).

3. Storage Keys We Set

Below is a detailed list of the local storage, session storage, and cookies that may be stored in your browser when using our website:

Key Name	Storage Type	Category	Purpose	Provider	Expiry
ilm_cookie_consent	Local Storage	Essential	Saves your preference for cookie/tracking consent	First Party	Persistent
booking_draft_data	Local Storage	Essential	Saves incomplete booking details so you don't lose progress	First Party	Persistent
ilm_analytics_visitor_id	Local Storage	Analytics	Uniquely identifies your browser for traffic analytics	ILM (Supabase)	Persistent
ilm_analytics_session_id	Session Storage	Analytics	Groups your page views and clicks within a single session	ILM (Supabase)	Session end

4. How Can I Control Cookies?

You have the right to decide whether to accept or reject analytics tracking. You can adjust your preferences at any time by clearing your browser cookies/storage or by clicking "Decline" on our Cookie Consent Banner when visiting the site.