Thank you for visiting www.oxfordshortlets.co.uk (the “Website”). Oxford Property Solutions Limited (“we” or “us”) welcome the opportunity to interact with you via the Internet. As modern information and communication technology play a fundamental role in the activities of this organisation we are committed to protecting and safeguarding your security. This Privacy Statement is in place to inform you of the types of information that we may collect about you when you use the Website, how we use the information collected and who we may disclose this information to.

PROVIDING VISITORS WITH ANONYMOUS ACCESS 

In general, you can access and browse the Website without disclosing your Personal Data unless you choose to do so. “Personal Data” refers to information that lets us know specifically who you are – it is information that identifies you (e.g. name, address, email address).

COOKIES 

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the website. This Website makes use of cookies to monitor visitor sessions. They help us identify which pages on the Website are the most popular and what type of journey a visitor has through the Website. No Personal Data is stored in the cookie that is issued by the Website. The value stored in the cookie is an anonymous identifier, which is not linked to any other personal information you may give us during your visit. We may also collect technical data about the type of internet browser and computer operating system that you use, and also which pages on the Website you visit and interact with. This information does not identify you as an individual and is used only for tracking website use so that we can improve your experience on the Website. We might place a “cookie” on your hard drive that will help us to identify you when you return to the Website and allow us to tailor content to your personal preferences. If you do not wish to receive these cookies you can disable them in your browser, through doing so may affect the functionality of the Website. Most web browsers allow some control of cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org

DATA COLLECTION 

In addition to the information collected by cookies, we collect the Personal Data that you may provide while using the Website and our services. For example Personal Data may be collected from various enquiry forms on our Website or when you create a user account on the Website to proceed with an enquiry. The Personal Data collected from the submission of the above enquiry forms is used to process your enquiry to the best of our abilities. We then retain the Personal Data for use in the event that you wish to proceed with a booking. We will only keep Personal Data about you for as long as we need to. If we wish to use your Personal Data for any new purposes, we offer you the means to consent to those new purposes:

• by sending an email to admin@oxfordshortlets.co.uk, or

• by contacting us by phone on 01865 311696.

We do not collect information about our visitors from other sources, such as public records or bodies, or private organisations.

MARKETING

When you give us your Personal Data, you will be offered the opportunity to sign up to our marketing communications. You can subscribe to or unsubscribe from our marketing communications at any time by sending an email to admin@oxfordshortlets.co.uk.

CHILDREN’S PRIVACY

We do not knowingly or intentionally collect Personal Data from children on our Website. We do not take specific steps to protect the privacy of children who disclose their Personal Data to us via our Website.

DISCLOSURE

Although personal Data may be disclosed to our other divisions we do not disclose or sell your Personal Data to other organisations. We may however, in the course of providing services to you (namely to provision of serviced accommodation) be obliged to provide your Personal Data to relevant landlords or our network partner providers each of whom is contractually obliged to comply with their obligations under the Data Protection Act 1998 and keep your Personal Data confidential. In addition, we may need to share your Personal Data, only if necessary, with third party consultants, contractors or other service providers who may access your Personal Data when providing services (including but not limited to IT support services) to us. Except as specified in this Privacy Statement, we do not sell, trade, rent or otherwise retransmit any Personal Data we collect via the Website unless we have your permission. From time to time, we may be required to provide Personal Data in response to court order, subpoena, or government investigation. We also reserve the right to report to the government, law enforcement agencies and regulatory bodies any activities that we in good faith believe to be unlawful. We may release Personal Data when we believe that such release is reasonably necessary to protect the rights, property, and safety of others and ourselves.

CONFIDENTIALITY

All our employees who have access to, and are associated with the processing of Personal Data, are obliged to respect the confidentiality of our visitors’ Personal Data.

ACCESS TO PERSONAL DATA WE MAY HOLD ABOUT YOU

You can ask us what Personal Data we hold about you by contacting us by email at admin@oxfordshortlets.co.uk. You may challenge the accuracy or completeness of the Personal Data that we hold about you and where appropriate you may have the Personal Data rectified, amended or completed.

LINKS TO OTHER WEBSITES

Links to third-party Websites may be provided on the Website solely for your information and convenience, or to provide additional information for various other related goods and services. If you use these links, you will leave the Website. This Privacy Statement does not cover the information practices of those websites linked to our Website, nor do we control their content or privacy policies. We suggest that you carefully review the privacy policies of each website you visit.

SECURITY

We take the security of your Personal Data very seriously, and have controls and processes to minimise the risk of a data breach occurring, though you must take responsibility when visiting other websites, even if following a link to them from the Website. In the event that a breach does occur, we will take appropriate steps to notify you if you are, or could be, affected and will make all efforts to minimise the impact.

CHANGES TO THIS STATEMENT

Any updates or changes to the terms of this Privacy Statement will be posted on the Website and the date of the newest version posted below. Please check back frequently, especially before you submit any Personal Data on the Website, to see if this Privacy Statement has changed. By using the Website, you acknowledge acceptance of the Privacy Statement in effect at the time of use. If you do not agree with this Privacy Statement, you must not use the Website or submit Personal Data to us through or in connection with the Website. This Privacy Statement was last updated on 06 May 2015.

CONTACT US

If you have any queries or require any further information in relation to this Privacy Statement please feel free to send an email to admin@oxfordshortlets.co.uk outlining your query. We will make every reasonable effort to address your queries and rectify any problems that you may bring to our attention.