Privacy Policy

This Privacy Policy describes the personal information practices of Scape Group “the Group” (Scape Operations LTD, Scape UK Management LTD, Scape Student LTD, Scape Development Management LTD) with respect to personal information about our customers and visitors to our websites at Scape.com and Bymorro.com (each the Website). Please read this privacy policy carefully as it contains important information on who we are, the types of personal information we collect, why and how we may use this information and with whom we may share it. It also explains your rights in relation to your personal information and how to contact us or the relevant authority in the event you have a complaint.

When we process your personal information, we are subject to the UK General Data Protection Regulation (UK GDPR) and other UK data protection laws.

Scape Group “the Group” (Scape Operations LTD, Scape UK Management LTD, Scape Student LTD, Scape Development Management LTD).

Scape Operations Ltd is a limited company registered in England and Wales under company number 13719075 and with its registered office at Central Square, 29 Wellington Street, Leeds LS1 4DL. VAT number is 356259084.

Scape UK Management Ltd is a limited company registered in England and Wales under company number 12442982 and with its registered office at Lower Ground Floor Gardner House, Hornbeam Park Avenue, Harrogate, North Yorkshire, England, HG2 8NA. VAT number is 360029038.

Scape Student Ltd is a limited company registered in England and Wales under company number 12681556 and have our registered office at Lower Ground Floor Gardner House, Hornbeam Park Avenue, Harrogate, North Yorkshire, England, HG2 8NA. VAT number is 360029038.

Scape Development Management Ltd is a limited company registered in England and Wales under company number 11720754 and have our registered office at Lower Ground Floor Gardner House, Hornbeam Park Avenue, Harrogate, North Yorkshire, England, HG2 8NA. VAT number is 313370243.

Our main trading address is 1 Newman Street, W1T 1PB, London. We are operators of purpose-built student accommodation across the UK, with head offices in Harrogate and London.

This Privacy Policy (together with our Website Terms and Conditions of Use, Cookies Policy and any other documents referred to in it) sets out the basis on which any personal information we may collect from you, or that you provide to us, will be processed.

We are a 'data controller' for the purposes of the UK GDPR. This means we are responsible for, and control the processing of, your personal information.

If you need extra help to view this notice or require it in another format (for example: audio, large print, braille) please contact us at [email protected].

Information about a person from which that person is identifiable is generally referred to throughout this policy as "Personal Information".

This privacy policy only applies to the collection of your Personal Information by us and the use of that information by us and those whom we authorise. It does not cover third party websites to which we provide links, nor does it cover advertisers. They may have their own privacy policies and/or terms and conditions of use.

By accessing and continuing to use the Website or any of our services, you acknowledge that you have read and accepted the terms of this privacy policy. You are encouraged to review it from time to time as we may make changes to it. If we make changes, then the continued use of the Website and any of our services by you means that you accept those changes.

We may collect information from you when you complete any of our forms on the Website or in person or when you correspond with us by phone, email or otherwise in order to:

• register to use the Website

• subscribe to our newsletter

• search for accommodation

• place a booking on the Website

• enter a competition, promotion, or survey

• visit any of our stands, events or fairs

• show interest in our accommodation services

• report a problem with the Website

• supply goods or services

• register for smartphone door entry

• comply with any agreed terms or requests

When you register for the various services provided by the Website, update your registration details or otherwise use or register to use our services, we collect your Personal Information.

Personal Information may include, but is not limited to:

• Your name, address, email address, telephone number, date of birth, username and password, emergency contact details, proof of identification, nationality and residence;

• Information submitted by you to us including, but not limited to, answers to questions on surveys, competition, or registration forms;

• Payment information collected from you, including but not limited to payment card details and bank details; and

• Any other information from which you can be identified and which you may disclose to us at any time.

We may process the following sensitive categories of information provided by you

• Certain disability and other health-related information as necessary to adapt to and respond to services and accommodation requests;

• Health-related information relating to special dietary requirements for events;

• Information about your wellbeing/welfare in order to provide appropriate support that meet residents’ needs;

Any sensitive personal information will be collected with your explicit consent for the said purpose to the extent that you authorise us. We may also have the right to process your sensitive personal information if it is in your (or someone else’s) vital interest, where you are physically or legally incapable of giving consent or the processing is necessary to establish, exercise or defend legal claims. Please note that it may be necessary for us to share your sensitive personal information with your university’s welfare team.

By giving us information on behalf of someone else, you confirm that the other individual has appointed you to act on his/her behalf and has agreed that you can do so. For example, you may need to provide us with contact details of a person whom you wish us to contact in case of an emergency.

If necessary, we will receive information about you from other sources, which we will add to the information we already hold about you in order to enhance your experience with Scape. These sources include:

• On-line payment service providers, so we can update your payment details

• Third party cookies providers, like Google, to assess content and traffic flows to create a more effective Website or provide you with a more personalised experience

• Universities, to ensure our staff are aware of any specific circumstances that may impact on your stay with us

• Booking agents, to process your booking

Under data protection law, we can only use your Personal Information if we have a proper reason, e.g.:

• where you have given consent;

• to comply with our legal and regulatory obligations;

• for the performance of a contract with you or to take steps at your request before entering into a contract; or

• for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests.

We routinely share Personal Information with:

• companies within the Scape group;

• third parties we use to help deliver our services to you;

• other third parties we use to help us run our business, e.g. marketing agencies or website hosts;

• third party payment providers;

• credit reference agencies;

• our insurers and brokers;

• our banks; and

• law enforcement or regulatory agencies, or other third parties as required by, and in accordance with, applicable law or regulation.

We only allow those organisations to handle your Personal Information if we are satisfied they take appropriate measures to protect your personal data. We may also impose contractual obligations on them to ensure they can only use your Personal Information to provide services to us and to you.

We or the third parties mentioned above occasionally also share Personal Information with:

• our and their external auditors, e.g. in relation to the audit of our or their accounts, in which case the recipient of the information will be bound by confidentiality obligations;

• our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations;

• law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;

• other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your Personal Information will be bound by confidentiality obligations.

We will not share your Personal Information with any other third party.

If you have opted-in to marketing communications, you can subsequently elect not to receive marketing communications from Scape by following the opt-out instructions in the marketing communications we send you, send a message through the contact feature on Scape.com or contacting us at the address or email address provided in the contact section at the end of this notice. Please note that if you opt out of receiving marketing communications from us, we may still send communications to you concerning your account(s) with Scape.

Access

• The right to be provided with a copy of your Personal Information.

Rectification

• The right to require us to correct any mistakes in your Personal Information.

Erasure (Right to be Forgotten)

• The right to require us to delete your Personal Information in certain situations.

Restriction of Processing

• The right to require us to restrict processing of your Personal Information in certain circumstances, e.g., if you contest the accuracy of the data.

Data Portability

• The right to receive the Personal Information you provided to us in a structured, commonly used, and machine-readable format.

• The right to transmit that data to a third party in certain situations.

To Object

• The right to object:

  • At any time to your Personal Information being processed for direct marketing (including profiling).

  • In certain other situations to our continued processing of your Personal Information, e.g., processing carried out for the purpose of our legitimate interests—unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise, or defence of legal claims.

Not to Be Subject to Automated Individual Decision-Making

• The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

The Right to Withdraw Consent

• If you have provided us with consent to use your Personal Information, you have the right to withdraw that consent easily at any time.

• You may withdraw consent by contacting us via post or email at the details set out in the contact section below.

• Withdrawing consent will not affect the lawfulness of our use of your Personal Information based on consent before it was withdrawn.

  If you would like to exercise any of those rights, please contact us using the details in the “HOW YOU CAN CONTACT US” section below.

During your stay with us, you will be offered or will utilise services from third party providers who will collect personal information. These services are not operated by Scape and if you use these services you should review the providers’ website privacy policy, terms and conditions, and other policies.  We are not responsible for the policies and practices of third parties.  Any information you submit to those third parties is subject to their privacy policy, terms and conditions, and other policies.

Scape is committed to taking appropriate measures designed to keep your Personal Information secure.  We have in place technical, administrative, and physical procedures designed to protect personal information from accidental, unlawful or unauthorised loss, access, disclosure, use, alteration, or destruction.  While we take efforts to safeguard our information systems, no website, mobile application, computer system, or transmission of data over the Internet or any other public network can be guaranteed to be 100% secure.

Please refer to the Cookie Policy on our website for information on how we use cookies for website traffic management and monitoring.

The periods for which we keep your Personal Information will vary according to the purpose for which we use the Personal Information. Unless there is a specific legal requirement to keep your Personal Information, we will not keep it for longer than necessary for the purposes for which the data was collected or for which it is to be further processed. We have an internal data retention policy that details the duration for which we keep certain categories of Personal Information.

It is sometimes necessary for us to transfer Personal Information to countries outside of the UK (for example, to our service providers). In those cases, we will comply with applicable UK laws designed to ensure the privacy of your Personal Information.

Under applicable UK laws, we can only transfer your Personal Information to a country outside the UK where:

• the UK government has decided the particular country ensures an adequate level of protection of personal data further to Article 45 of the UK GDPR;

• there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, or

• a specific exception applies under relevant data protection law.

 If you would like further information about data transferred outside the UK, please contact please contact us using the details in the “HOW YOU CAN CONTACT US” section below.

We may change this privacy policy from time to time.  If we change the privacy policy, we will post the revised version here and change the “Effective Date” listed at the top.  We encourage you to check here periodically for the most up-to-date version of our privacy policy.

If you wish to contact us or have any questions about this privacy policy or the information we hold about you (including how to exercise your rights under the UK GDPR), please send an email to [email protected] or write to us at The Data Protection Office, Scape Operations Ltd, Lower Ground Floor, Gardner House, Hornbeam Park, HG2 8NA.

You may also have the right to lodge a complaint with the Information Commissioner’s Office, the UK data protection regulator. The ICO’s address is Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF and the ICO's website is at ico.org.uk.