Privacy notice.
Who we are. Termhouse, [REGISTERED OFFICE ADDRESS]. Contact: hello@termhouse.co.uk.
What we collect. When you use a form on this site we collect what you enter: your name, email address, phone number if given, the house you're interested in, your preferred viewing day and any message.
How we use it. To reply to you and arrange viewings. If you book a trial, we use your details to set it up and stay in touch about it. Our lawful basis is taking steps at your request before entering into a tenancy, and our legitimate interest in answering enquiries.
Landlord and tenant portal. If you have a portal account we also keep your name, email address and phone number; for tenancies, the agreement, who signed it, when and from which IP address; and the rent schedule and which payments have been made. Landlords see the details of their own tenants and tenancies. Tenants see their own tenancy and payments.
Tenant checks and guarantors. Before a tenancy starts, landlords must check each tenant's right to rent, so we keep the share code and date of birth, or the copy of the document, you send, plus proof of student status if asked. Only your landlord and Termhouse can see them. If you name a guarantor, we keep their name, contact details, address and signed guarantee. Right to rent records are kept until a year after the tenancy ends, as the law requires, then deleted.
Who processes it. Our website host, Netlify, stores form submissions and portal data on our behalf. Emails are sent through Resend. If you pay rent by Direct Debit, GoCardless processes your bank details for your landlord; we never see your bank details. See GoCardless's privacy notice at gocardless.com.
How long we keep it. Enquiries that don't lead to a tenancy are deleted within 12 months. Tenancy records, signatures and rent records are kept for 6 years after the tenancy ends, as they may be needed for legal or tax reasons.
Cookies. The public website does not set cookies or use tracking. The portal sets one cookie to keep you signed in; it's needed for the portal to work. Houses you pick to compare are remembered in your own browser only. Maps on house and listing pages load map images from OpenStreetMap, which sees your IP address like any website you visit; no cookies are set.
Your rights. You can ask to see, correct or delete your data by emailing hello@termhouse.co.uk. You can also complain to the Information Commissioner's Office at ico.org.uk.