Privacy Policy

 

Mys Living Privacy Policy

Contents

 

1. Introduction & Scope
2. Who We Are
3. The Data We Collect
4. How We Collect Your Data
5. Why We Use Your Data
6. Who We Share Your Data With
7. International Transfers
8. How Long We Keep Your Data
9. Data Security
10. Your Rights
11. Cookies
12. Changes to This Policy & Contact Information

 

 

 

Privacy Policy

 

1. Introduction and Scope

At Mys Living (Mys Property Management Limited) and Mys Asset Management Limited, we respect your privacy and are committed to protecting your personal information.

This Privacy Policy explains:

• what types of personal data we collect,
• how we use it,
• who we share it with, and
• the rights you have in relation to your data

It applies to everyone who interacts with us, including:

• students and residents living in our properties,
• guarantors, parents, or emergency contacts,
• landlords and investors,
• visitors to our websites, and
• anyone else who engages with our services.

This policy applies to both sides of our business:

• Mys Living (Mys Property Management)
• Mys Asset Management

By using our services, websites, or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

 

2. Who We Are

For the purposes of data protection law, the organisations responsible for your personal data (the “controllers”) are:

• Mys living (Mys Property Management) – responsible for personal data connected to our purpose-built student accommodation, including residents, applicants, and gurantors.
• Mys Asset Management – responsible for personal data connected to our property and investment management services, including landlords, investors, and business partners.

In some cases, we may act as joint controllers, for example where both parts of the business work together to provide you with a service.

If you have any questions about this Privacy Policy, your personal data, or your privacy rights, you can contact us at:

Email: [email protected]

Address: 3 Alva Street, Edinburgh, EH2 4PH

You also have the right to raise concerns with the Information Commissioner’s Office (ICO), the UK regulator for data protection matters. However, we encourage you to contact us first so we can resolve any issues directly.

 

3. The Data We Collect

The information we collect about you will depend on how you interact with us, for example whether you are a resident, guarantor, landlord, investor, or simply visiting our website. In general, we may collect and use the following types of personal data:

• Identity details – such as your name, date of birth, nationality, and identification documents (for example, passport, visa, or student ID)
• Contact Details – including your home and term-time address, email address, telephone number, and emergency contact information
• Financial information – such as bank account details, payment records, guarantor information, and investment or ownership records
• Contact and service information – including tenancy agreements, application forms, maintenance requests, communications with us, and records of services provided
• Technical and usage information – such as your IP address, device type, browser information, and how you use our website
• Marketing and communication preferences – details of how you wish to receive updates or information from us
• Special category data – in limited cases, for example medical information you provide so we can meet accessibility or health-related needs. We only collect this type of information where it is relevant and lawful to do so, and may ask for you consent

 

4. How We Collect Your Data

We collect personal data in different ways depending on how you interact with us. This may include:

• Directly from you – when you complete an application, sign a contract, make a payment, request a service, or communicate with us by email, phone, or in person.
• From third parties – such as guarantors, universities, accommodation booking agents, letting agents, credit reference agencies, contractors, or business partners who provide services on our behalf.
• Automatically – when you use our websites or digital services, through technologies like cookies, analytics tools, and server logs.
• From publicly available sources – such as company registers or professional networking platforms, where relevant for business relationships.

5. Why We Use Your Data

We only use personal data when there is a lawful reason to do so under data protection law. The main reasons we may process your data include:

• To fulfil a contract – for example, managing your tenancy, processing rent payments, or providing investment services.
• To comply with legal obligations – such as tax, health and safety, or regulatory reporting requirements.
• For our legitimate interests – including improving our services, maintaining security, preventing fraud, and managing our business operations.
• With your consent – for example, to send you marketing communications, or where we process special category data for accessibility or health-related purposes.

We will always use personal data in a way that is fair, transparent, and necessary for the purpose, and we will not use it for unrelated purposes without informing you.

 

6. Who We Share Your Data With

We may share your personal data with third parties in order to provide our services effectively and comply with legal obligations. This may include:

• Service providers and contractors – such as maintenance teams, IT and software providers, cleaning services, and other partners who support our operations.
• Group companies or affiliates – where necessary for joint services or administrative purposes
• Regulatory or legal authorities – including tax authorities, law enforcement, or other government bodies when required by law.
• Third-party platforms – for example, payment processors, cloud storage providers, or analytics tools used to manage our services.
• Prospective purchasers or business partners – in the event of a sale, merger, or restricting of our business.

When we share your data, we ensure that appropriate safeguards are in place to protect it, and we require third parties to comply with applicable data protection laws.

7. International Transfers

Some of the third parties we work with may be located outside the United Kingdom or European Economic Area (EEA). When we transfer your personal data internationally, we ensure it is protected by appropriate safeguards, such as:

• Standard contractual clasuses approved by the UK or EU authorities,
• Adequacy decisions confirming that the destination country provides an adequate level of data protection, or
• Other lawful mechanisms permitted under data protection law.

We take all reasonable steps to ensure that your data remains secure and is treated in accordance with this Privacy Policy, even when transferred abroad.

 

8. How Long We Keep Your Data

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or to comply with legal, regulatory, or contractual obligations.

The retention period may vary depending on the type of data and the relationship you have with us. For example:

• Tenancy or resident records – kept for the duration of your tenancy and a reasonable period afterwards for legal, financial, or administrative purposes.
• Investor, landlord, or business records – retained for the duration of our relationship and for any required regulatory or accounting periods.
• Website and marketing data – retained according to your preferences, or for a limited period to analyse and improve our services.

Once data is no longer required, it will be securely deleted or anonymised.

 

 

 

9. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, loss, misuse, or disclosure. These measures include:

• Controlled access to personal data within our organisation,
• Encryption of sensitive information where appropriate,
• Secure storage of both digital and physical records,
• Regular monitoring and review of our systems and processes,
• Procedures to detect, report, and respond to data breaches in accordance with legal requirements.

While we take every reasonable step to protect your data, no method of transmission or storage is completely secure. By providing your personal data to us, you acknowledge and accept this inherent risk.

 

10. Your Rights

Under UK data protection law, you have certain rights in relation to your personal data. Depending on your situation, these may include:

• Access – the right to request a copy of the personal data we hold about you.
• Correction – the right to have inaccurate or incomplete data corrected.
• Erasure – the right to request deletion of your personal data, where applicable.
• Restriction – the right to request that processing of your data is limited in certain circumstances.
• Objection – the right to object to the processing of your data, including for direct marketing purposes.
• Data portability – the right to receive your data in a structured, commonly used format, or to transfer it to another controller, where applicable.
• Withdraw consent – if processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, or for questions about your personal data, please contact us at:

Email: [email protected]
Address: 25 Frederick Street, Edinburgh, EH2 2NE

If you are not satisfied with our response, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

11. Cookies

We use cookies and similar technologies on our websites. For detailed information about the cookies we use, how we use them, and how you can manage your preferences, please see our Cookies Policy.

12. Changes to This Policy and Contact Information

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make significant changes, we will update the “Last updated” date at the top of this policy and, where appropriate, notify you directly.

If you have any questions, concerns, or requests regarding your personal data, you can contact us at:

Email: [email protected]
Address: 25 Frederick Street, Edinburgh, EH2 2NE

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO) if you believe your rights under data protection law have been infringed.