YourTRIBE Privacy Notice

YourTRIBE respects your privacy and is committed to protecting your personal data in accordance with current UK legislation. This privacy notice will inform you as to how we look after your personal data, your privacy rights and how the law protects you.

For these purposes, YourTRIBE is a ‘data controller’ meaning that we decide how and why the personal data we collect is used. There will be third party data processors as set out in this notice. YourTRIBE is part of the AITCH Group of companies.

Disclosure

We may have to share your personal data with the parties set out below for the purposes set out section 3 of this notice. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Third Parties

Property Management company “Project Student” of whom YourTRIBE engage and collaborate with to provide property management services.
Marketing Company “WAU Agency” of whom YourTRIBE have engage and collaborate with to provide marketing agency services.
Service providers acting as processors based in the European Union who provide IT and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in Europe who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Service providers acting as processors who provide marketing agency services, some of these are based outside of the EEA. We only use such marketing agents when we believe that the data will be used to improve the services provided to our customers in that territory and when the distributor’s use of such data is in accordance with the privacy principles set out in this policy.

We have appointed a data protection manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data protection manager using the details set out below.

This Privacy Notice explains:

How we collect personal information.
The information we collect about you.
How we use the information which we collect.
How we protect your information.
Your rights to manage your information
Retention timeframes
How to make a complaint
How to contact us

1. HOW WE COLLECT PERSONAL INFORMATION

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise, for example to:

apply for our products or services;
create an account on our website; request marketing to be sent to you;
enter a competition, promotion or survey; or
give us feedback or contact us.
Submit details via Live Chat functionality on our website.
Book a YourTRIBE room via Concurrent. Concurrent will share your data with Your TRIBE when booking your room online through them.
Information obtained through visiting our premises and providing us with your details.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources including as set out below:
Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
Identity and Contact Data from data brokers or aggregators.
Identity and Contact Data from publicly availably sources.
When you visit our website, we may automatically collect data about your device, browsing actions and patterns. This is collected using cookies and similar technologies.
Operating platforms, such as Concurrent.
Online event registration systems, such as Eventbrite.
Technical data from analytics providers or advertising networks.
Such providers/registration systems will collect personal information directly from you and you should read their privacy policies carefully. We take no responsibility for their handling of your data.

2. THE INFORMATION WE COLLECT

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you, including:

Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender and photographs.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Analytical Date Information about your visit, including the full Uniform Resource Locators, clickstream to, through and from our site (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs) and methods used to browse away from the page.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
CCTV data video recordings and still pictures which feature you if you are in the field of vision of any of our CCTV system. This personal information may include your activities, your face, car registration details and other visual information about you which is recorded on our CCTV system.

We may combine the information you provide to us with the information we collect from you.

3. HOW WE USE IT

For the Provision of our Services

We use the information we gather to provide you with the services you have requested. Depending on which service you receive we may need to share your personal information with our subcontractors who are involved in the provision of our services such as contractors, payment providers and debt collection agencies. We need to process your personal information in this way to enter into and perform our obligations under the contract we have with you.

For Marketing, Advertising and Other Communications

If you have opted in via our website or over the telephone to receive marketing communications from us, we will handle your personal information to provide you with marketing communications in line with any preferences you have told us about. When we send you marketing emails, we rely on your consent to contact you for marketing purposes. You are not under any obligation to provide us with your personal data for marketing purposes. If you opt in to communication you can opt out at any time.
We will also, on occasion, use the information you provide us to target our digital and social media advertising effectively. This could include securely providing contact details such as your name and email address to digital advertising networks or social media companies such as Meta or Google. We may use your information to enable us to display adverts to you, or to prospective customers who have similar characteristics to you. Any information we share with social media companies will be shared in an encrypted format and will not be used for their own purposes.
If you would prefer we didn’t use your information to provide you with marketing materials in any of the ways listed above, then you have the right to tell us to stop and can do so by contacting us.
You may still see adverts relating to YourTRIBE, even after you have asked us not to use your information for targeted digital advertising. The social media site or advertising network may select you based on information they hold, such as your age and location, or websites you have visited, without using information that has been provided by us. You can control the kind of advertising which you see through the relevant social media sites directly.

If our Business is sold

We will transfer your personal information to a third party:

If we sell or buy any business or assets, we will provide your personal information to the seller or buyer (but only to the extent we need to, and always in accordance with data protection legislation); or If Your TRIBE or the majority of its assets are acquired by somebody else, in which case the personal information held by Your TRIBE will be transferred to the buyer.

We process your personal information for this purpose because we have a legitimate interest to ensure our business can be continued by the buyer. If you object to our use of your personal information in this way, the relevant seller or buyer of our business may not be able to provide services to you. In some circumstances, we may also need to share your personal information if we are under a duty to disclose or share it to comply with a legal obligation.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a new customer	(a) Identity (b) Contact	Processing which is necessary for the performance of a contract to which you are party or to take steps at your request before entering into such a contract
If applicable, to process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us	(a) Identity (b) Contact (c) Financial (d) Transaction	(a) Processing which is necessary for the performance of a contract to which you are party or to take steps at your request before entering into such a contract (b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey	(a) Identity (b) Contact (c) Profile (d) Marketing and Communications	(a) Processing which is necessary for the performance of a contract to which you are party or to take steps at your request before entering into such a contract (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact (c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To create and deliver relevant digital marketing content (including website and social media) and advertisements and measure or understand the effectiveness of the advertising we serve	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to keep our website and social media updated and relevant, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	(a) Technical (b) Usage	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you	(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile	Necessary for our legitimate interests (to develop our products/services and grow our business)
To keep our properties and residents safe	CCTV (identity) (a) Identity (b) Contact	Necessary for our legitimate interests 1. To control access to the building and to ensure the security of the building, the safety of staff and visitors, as well as property and information located or stored on the premises; 2. To prevent, deter, and if necessary, investigate unauthorised physical access, including unauthorised access to secure premises and protected rooms, IT infrastructure, or operational information; 3. To prevent, detect and investigate a theft of equipment or assets, visitors or staff or threats to the safety of personnel working at the office (e.g. fire, physical assault); 4. To deal with any queries, complaints or enquiries and retaining records; 5. To evidence in any civil or criminal legal proceedings, to assist in investigations.

Change of purpose

We will only use your personal data for the purposes for which we collected it. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law

4. HOW WE PROTECT YOUR INFORMATION

Security Measures

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. You must not share your password with anyone.

International Transfers

We will not transfer your personal data outside the European Economic Area (EEA).

Some of our external third parties are based outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

5. YOUR RIGHTS TO MANAGE YOUR INFORMATION

You have certain rights in respect of the management of the personal data we hold about you. You can exercise any of these rights by contacting us. The easiest way to get in touch is likely to be by emailing us at hello@yourtribe.com.

The Right of Access. You are entitled to receive confirmation as to whether your personal information is being processed by us, as well as various other information relating to our use of your personal information. You also have the right to access your personal information which we are handling. Please note:

No fee usually required. You will not normally have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to help clarify the scope of your request.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

The Right of Rectification. You have the right to require us to rectify any inaccurate personal information we hold about you. You also have the right to have incomplete personal information we hold about you completed, by providing a supplementary statement to us.
The Right to Data Portability. You have the right to receive the personal information we hold about you in a structured, standard machine-readable format and to send this to another organisation controlling your personal information.
The Right of Erasure. You have the right to require us to erase your personal information which we are handling in the following circumstances:

we no longer need to use your personal information for the reasons we told you we collected it for
where we needed your consent to use your personal information and you have withdrawn your consent
You object to our use of your personal information and we have no compelling reason to carry on handling your personal information
Our handling of your personal information has broken the law
We must erase your personal information to comply with a law we are subject to.

The Right to Object. You have the right to object to us handling your personal information when:

We are handling your personal information based on our legitimate interests (as described in section 3 above). If you ask us to stop handling your personal information in this way, we will stop unless we can show you that we have compelling grounds as to why our use of your personal information should continue.
For marketing purposes. If you ask us to stop handling your personal information on this basis, we will stop.

Cookies

6. HOW LONG WE RETAIN YOUR DATA FOR

Where you have contracted with us for our services, we will retain your data as long as is required to comply with our regulatory and statutory obligations to ensure that we are able to assist you should you have any questions, feedback or issues in connection with any services we have provided to you.

Where we have used your personal information to contact you for marketing communications we will contact you:

At least every 36 months to ensure you are happy to continue receiving communications from us.
If you tell us that you no longer wish to receive marketing communications from us, we promise to stop sending them to you.

Where we have processed your data for any other reason (such as where you have contacted us with an initial enquiry) we will retain your data for up to 12 months.

7. HOW TO MAKE A COMPLAINT

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk/concerns).

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

8. HOW TO CONTACT YOURTRIBE

To contact us about anything to do with your personal data and data protection (including to make a data subject access request) our full details are:

Full name of legal entity: Tribe Student Housing Limited

Name or title: Chelsea Reynolds
Email address: creynolds@aitchgroup.com
Postal Address: Kirkdale House, 7 Kirkdale Road, Leytonstone, London, E11 1HP

9. GLOSSARY

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

This privacy policy was last updated on 16th November 2023. If we change our Privacy Policy, we will post the changes on this page and may place notices on other pages of the website.