Privacy Notice

Edit Privacy Preferences

“Victoria Hall Management Limited” and “Victoria Hall Management (UK) Limited” trading as “Host” believe that an individual’s right to privacy of their personal information is fundamental in today’s modern world. We are committed to ensuring that;

  • The information we collect is relevant to enabling us to deliver and improve the award-winning services that we provide and for which we are known.
  • The information we collect is stored accurately, securely and with your privacy being paramount.
  • The information we collect will only be shared with selected third parties where it assists us in delivering our services or where we are required to share such information by law.

Our privacy notice explains in further detail what types of personal information we collect from you and how we will use it. We have provided this information in a summary format below. If you would like to learn more please click on “Learn more”.

Who we are

Host is the student-facing brand for Victoria Hall Management Limited (“VHML”) and Victoria Hall Management (UK) Limited (“VHM(UK)L”). VHML and VHM(UK)L manage a number of properties on behalf of a number of different owners. We manage the data in “joint-controllership” with such owners.

The joint-controller (building owner) will be defined in an Assured Shorthold Tenancy Agreement, a Licence to Occupy and/or any other similar documentation upon booking accommodation with Host. This information can be found under “Data Protection”.

 

Personal information we collect

Host collects personal information to operate the properties that it manages effectively and to give our customers the best possible service. You provide personal information to us in a number of different ways – for example when you create an account/an application on our booking portal, directly to our reception staff, and when visiting our website (using online identifier technologies like cookies). We sometimes obtain data from third parties, for example, but not limited to, educational establishments, agents and through the transfer of ownership and/or management of a property to Host.

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How we use your personal information

Host collects personal information to operate its business and to provide its customers with the award-winning services for which it is known. This can include using information to continually improve and personalise our products. We will use personal information to communicate with you regarding our accommodation services, employment applications, and to promote related Host services. We also collect personal information in order to comply with legal obligations, for the purposes of entering into a contract with you and the subsequent performance of that contract and where we have assessed that it is in our legitimate interests to do so.

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Reasons we share your personal information

It is important and necessary from time to time for Host to share your personal information. We will only do this with your consent or as necessary to provide the service that you have requested or authorised. We share information with vendors; when required by applicable law or in response to legal proceedings; to protect our customers; to maintain security and to protect Host’s intellectual property rights.

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How we keep your information secure

Host has a regimented approach to privacy and information security. We have developed internal measures to ensure personal information is processed on an “as needed basis”. We endeavour to have in place appropriate technical and organisational measures to protect your information. When sharing your information with third parties we will ensure that these parties conform to our information security standards, as highlighted in the “Reasons we share your personal information” section. We carry out regular personal information audits on all of the properties we mange including the staff and third-parties.

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

 

How long we keep your personal information for

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and to comply with any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and having regard to any applicable legal requirements.

By law we have to keep basic information about our customers including Contact, Identity, Financial, Contractual and Transaction Data for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see “Other important information” below for further information.

Also in some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

 

Your Host Online Portal Account

We believe that access to, and amendment of, your personal information is important. All customers with an account with Host can amend some of their privacy settings and check that the personal information we have on file is correct. You can find this facility under “Privacy” on the Host Online Portal.

 

Other important information

In this section you will find important additional information regarding your rights under applicable Data Protection law and useful contact information.

Learn more