COOKIE POLICY

Cookie Policy of www.iconinc.co.uk

This document informs Users about the technologies that help this Website to achieve the purposes described below. Such technologies allow the Owner to access and store information (for example by using a Cookie) or use resources (for example by running a script) on a User’s device as they interact with this Website.

For simplicity, all such technologies are defined as "Trackers" within this document – unless there is a reason to differentiate.

For example, while Cookies can be used on both web and mobile browsers, it would be inaccurate to talk about Cookies in the context of mobile apps as they are a browser-based Tracker. For this reason, within this document, the term Cookies is only used where it is specifically meant to indicate that particular type of Tracker.

Some of the purposes for which Trackers are used may also require the User's consent. Whenever consent is given, it can be freely withdrawn at any time following the instructions provided in this document.

This Website uses Trackers managed directly by the Owner (so-called “first-party” Trackers) and Trackers that enable services provided by a third-party (so-called “third-party” Trackers). Unless otherwise specified within this document, third-party providers may access the Trackers managed by them.

The validity and expiration periods of Cookies and other similar Trackers may vary depending on the lifetime set by the Owner or the relevant provider. Some of them expire upon termination of the User’s browsing session.

In addition to what’s specified in the descriptions within each of the categories below, Users may find more precise and updated information regarding lifetime specification as well as any other relevant information – such as the presence of other Trackers - in the linked privacy policies of the respective third-party providers or by contacting the Owner.

Activities strictly necessary for the operation of this Website and delivery of the Service

This Website uses so-called “technical” Cookies and other similar Trackers to carry out activities that are strictly necessary for the operation or delivery of the Service.

Other activities involving the use of Trackers

Measurement

This Website uses Trackers to measure traffic and analyze User behavior with the goal of improving the Service.

· Analytics

The services contained in this section enable the Owner to monitor and analyze web traffic and can be used to keep track of User behavior.

Google Analytics (Google Inc.)

Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the Data collected to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services.

Google may use the Data collected to contextualize and personalize the ads of its own advertising network.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy – Opt Out.

Storage duration:

· AMP_TOKEN: 1 hour

· _ga: 2 years

· _gac*: 3 months

· _gat: 1 minute

· _gid: 1 day

Google Ads conversion tracking (Google Inc.)

Google Ads conversion tracking is an analytics service provided by Google Inc. that connects data from the Google Ads advertising network with actions performed on this Website.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy.

Storage duration:

· IDE: 2 years

· test_cookie: 15 minutes

Facebook Ads conversion tracking (Facebook pixel) (Facebook, Inc.)

Facebook Ads conversion tracking (Facebook pixel) is an analytics service provided by Facebook, Inc. that connects data from the Facebook advertising network with actions performed on this Website. The Facebook pixel tracks conversions that can be attributed to ads on Facebook, Instagram and Audience Network.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy.

Storage duration:

· _fbp: 3 months

· fr: 3 months

Twitter Ads conversion tracking (Twitter, Inc.)

Twitter Ads conversion tracking is an analytics service provided by Twitter, Inc. that connects data from the Twitter advertising network with actions performed on this Website.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy.

Storage duration:

· personalization_id: 2 years

· Anonymized analytics services

The services contained in this section allow the Owner, through the use of third-party Trackers, to collect and manage analytics in an anonymized form.

Google Analytics with anonymized IP (Google Inc.)

Google may use the Data collected to contextualize and personalize the ads of its own advertising network.

This integration of Google Analytics anonymizes your IP address. It works by shortening Users' IP addresses within member states of the European Union or in other contracting states to the Agreement on the European Economic Area. Only in exceptional cases will the complete IP address be sent to a Google server and shortened within the US.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy – Opt Out.

Storage duration:

· AMP_TOKEN: 1 hour

· _ga: 2 years

· _gac*: 3 months

· _gat: 1 minute

· _gid: 1 day

Targeting & Advertising

This Website uses Trackers to deliver personalized marketing content based on User behaviour and to operate, serve and track ads.

· Advertising

This type of service allows User Data to be utilized for advertising communication purposes. These communications are displayed in the form of banners and other advertisements on this Website, possibly based on User interests.

This does not mean that all Personal Data are used for this purpose. Information and conditions of use are shown below.

Some of the services listed below may use Trackers to identify Users or they may use the behavioral retargeting technique, i.e. displaying ads tailored to the User’s interests and behavior, including those detected outside this Website. For more information, please check the privacy policies of the relevant services.

Services of this kind usually offer the possibility to opt out of such tracking. In addition to any opt-out feature offered by any of the services below, Users may learn more on how to generally opt out of interest-based advertising within the dedicated section "How to opt-out of interest-based advertising" in this document.

Facebook Audience Network (Facebook, Inc.)

Facebook Audience Network is an advertising service provided by Facebook, Inc. In order to understand Facebook's use of Data, consult Facebook's data policy.

This Website may use identifiers for mobile devices (including Android Advertising ID or Advertising Identifier for iOS, respectively) and technologies similar to cookies to run the Facebook Audience Network service. One of the ways Audience Network shows ads is by using the User's ad preferences. The User can control this in the Facebook ad settings.

Users may opt-out of certain Audience Network targeting through applicable device settings, such as the device advertising settings for mobile phones or by following the instructions in other Audience Network related sections of this privacy policy, if available.

Personal Data processed: Cookies, unique device identifiers for advertising (Google Advertiser ID or IDFA, for example) and Usage Data.

Place of processing: United States – Privacy Policy – Opt Out.

· Managing contacts and sending messages

This type of service makes it possible to manage a database of email contacts, phone contacts or any other contact information to communicate with the User.

These services may also collect data concerning the date and time when the message was viewed by the User, as well as when the User interacted with it, such as by clicking on links included in the message.

dotmailer (dotmailer Limited)

dotmailer is an email address management and message sending service provided by dotmailer Limited.

Personal Data processed: Cookies and email address.

Place of processing: United Kingdom – Privacy Policy.

· Remarketing and behavioral targeting

This type of service allows this Website and its partners to inform, optimize and serve advertising based on past use of this Website by the User.

This activity is facilitated by tracking Usage Data and by using Trackers to collect information which is then transferred to the partners that manage the remarketing and behavioral targeting activity.

Some services offer a remarketing option based on email address lists.

In addition to any opt-out feature provided by any of the services below, Users may opt out by visiting the Network Advertising Initiative opt-out page.

Users may also opt-out of certain advertising features through applicable device settings, such as the device advertising settings for mobile phones or ads settings in general.

Google Ads Remarketing (Google LLC)

Google Ads Remarketing is a remarketing and behavioral targeting service provided by Google LLC that connects the activity of this Website with the Google Ads advertising network and the DoubleClick Cookie.

Users can opt out of Google's use of cookies for ads personalization by visiting Google's Ads Settings.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy – Opt Out.

Storage duration:

· AID: 2 years

· ANID: 2 years

· Conversion: 3 months

· DSID: 14 days

· FCNEC: 1 year

· FLC: 10 seconds

· FPAU: 3 months

· FPGCLAW: 3 months

· FPGCLDC: 3 months

· FPGCLGB: 3 months

· IDE: 2 years

· NID: 6 months

· RUL: 1 year

· TAID: 14 days

· __gads: 2 years

· __gsas: 2 years

· _gac_: 3 months

· _gac_gb_: 3 months

· _gcl_au: 3 months

· _gcl_aw: 3 months

· _gcl_dc: 3 months

· _gcl_gb: 3 months

· _gcl_gf: 3 months

· _gcl_ha: 3 months

· id: 2 years

· test_cookie: 15 minutes

Facebook Custom Audience (Facebook, Inc.)

Facebook Custom Audience is a remarketing and behavioral targeting service provided by Facebook, Inc. that connects the activity of this Website with the Facebook advertising network.

Personal Data processed: Cookies and email address.

Place of processing: United States – Privacy Policy – Opt Out.

Storage duration:

· _fbp: 3 months

Facebook Remarketing (Facebook, Inc.)

Facebook Remarketing is a remarketing and behavioral targeting service provided by Facebook, Inc. that connects the activity of this Website with the Facebook advertising network.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy – Opt Out.

Storage duration:

· _fbp: 3 months

Twitter Tailored Audiences (Twitter, Inc.)

Twitter Tailored Audiences is a remarketing and behavioral targeting service provided by Twitter, Inc. that connects the activity of this Website with the Twitter advertising network.

Personal Data processed: Cookies and email address.

Place of processing: United States – Privacy Policy – Opt Out.

Storage duration:

· personalization_id: 2 years

Twitter Remarketing (Twitter, Inc.)

Twitter Remarketing is a remarketing and behavioral targeting service provided by Twitter, Inc. that connects the activity of this Website with the Twitter advertising network.

Personal Data processed: Cookies and Usage Data.

Place of processing: United States – Privacy Policy – Opt Out.

Storage duration:

· personalization_id: 2 years

Activities that do not fit the above categorizations

· FLG 360

Personal Data: email address, first name, last name, mobile number, place of study, year of study, source reference, budget and phone number.

By filling in the contact form with their Data, the User authorizes this Website to use these details to reply to requests for information, quotes or any other kind of request as indicated by the form’s header. The website's contact form has an API with FLG 360 which transfers the data to this system.

You can read FLG 360's Privacy Policy by visiting: www.flg360.co.uk/privacy.html

· Guarantor Form

Personal Data: First Name, Last Name, Mobile Number, Telephone Number, Email Addresses: Personal, Work & University, Date of Birth, Age, Current Address, Status: Employed / Student, University Campus, University Course Details, National Insurance Number, Employment Details Including Contact Info., Parent / Next of Kin Contact Information, Current / Previous Landlord Contact Information.

GROUPS OF PERSONAL INFORMATION
FINANCIAL –Your financial position, status and history
CONTACT – Where you live and how to contact you
SOCIO-DEMOGRAPHIC – Details about your work, nationality, education (especially students)
TRANSACTIONAL –Details of payments you make to us
CONTRACTUAL – Details about the products or services we provide to you
COMMUNICATIONS- What we learn about you from letters, emails and conversations between us.
OPEN DATA AND PUBLIC RECORDS – E.g Electoral Information, Internet, Newspapers
DOCUMENTARY DATA – E.g copies of ID.
CONSENTS – How you agree we can contact you
NATIONAL IDENTIFIERS – E.g. National Insurance Number

We collect Data from Third Parties such as social networks, fraud prevention agencies, public information services.

WE MAY SHARE THIS INFORMATION WITH
1. HMRC , Regulators and other authorities
2. Credit Reference Agencies
3. Fraud Prevention Agencies
4. Any party linked to you ( e.g. Joint Tenant)
5. Workmen needing to enter your house
6. Companies you ask us to share data with ( e.g. Homelet)
7. If you use direct debits we will share your data with the Direct Debit scheme.
8. Future landlords and letting agents who contact us for a reference at the end of your tenancy
9. If we sell our business we will only do this if they agree to keep your information safe.

CREDIT REFERENCE AGENCIES

We will share information with CRA’s and they will give us information about you. The data we exchange can include
1. Name , address date of birth
2. Application form details
3. Financial situation and history
4. Public Information
We will use this information to
1. Assess if you can afford the property
2. Make sure what you have told us is the truth
3. Help detect and prevent fraud
4. Track and recover debts
On a joint tenancy, CRA’s may link your data to other joint tenants. You can ask CRA’s to break the link but you normally have to prove you no longer have a financial link with them.

IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY.

HOW LONG WE KEEP INFORMATION

1. We will keep it as long as you are a client
2. After you stop being a client we may keep data for up to 10 years for one or more of the following reasons :-
To respond to questions or complaints or
To show why we have treated you fairly or
For historical research and statistical purposes.
In the case of legal action of any kind
You can access personal information by writing to us at ( give address) .You can also ask us to correct any information you believe to be incorrect. We do not have to provide information where the request is disproportionate or has already been given previously .

WHAT IF YOU ASK US TO STOP USING YOUR PERSONAL INFORMATION?
This is also known as “The right to be forgotten”. There may be legal or other reasons why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights.

YOU CAN WITHDRAW CONSENT BY WRITING TO US AT Parklane, 25-27 Otley Road, LS6 3AA, Leeds.

YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT Parklane, 25-27 Otley Road, LS6 3AA, Leeds.

· Guarantor Supporting Information

Personal Data: First Name, Last Name, Mobile Number, Telephone Number: Home & Work, Email Addresses: Personal and Work, Current Address, Employment Details

YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT Parklane, 25-27 Otley Road, LS6 3AA, Leeds.

· Realex

Payment processing services enable this Website to process payments by credit card, bank transfer or other means. To ensure greater security, this Website shares only the information necessary to execute the transaction with the financial intermediaries handling the transaction.

Some of these services may also enable the sending of timed messages to the User, such as emails containing invoices or notifications concerning the payment.

Personal Data: various types of Data as specified in the privacy policy of the service.

Realex is a payment service provided by Global Payments Inc.

You can read Global Payments Privacy Policy by visiting:

https://www.globalpaymentsinc.com/en-gb/accept-payments/ecommerce/privacy

· Rightmove

Personal Data: First Name, Last Name, Mobile Number, Telephone Number, Home Address

You can read Rightmove's Privacy Policy by visiting: www.rightmove.co.uk/privacyUp.html

· Tagove Live Chat

Personal Data: Cookies and Usage Data

You can read Tagove Live Chat's Privacy Policy by visiting: www.tagove.com/privacy-policy/

· Winman

Personal Data: Tenant First Name, Tenant Last Name, Tenant Mobile Number, Tenant Telephone Number, Tenant Email Address, Tenant Bank Details, Guarantor First Name, Guarantor Last Name, Guarantor Mobile Number, Guarantor Telephone Number/s, Guarantor Current Address.

You can read Winman's Privacy Policy by visiting: www.winmansoftware.com/privacy-policy/

· Zoopla

Personal Data: First Name, Last Name, Mobile Number, Telephone Number, Home Address

You can read Zooplas's Privacy Policy by visiting: www.zoopla.co.uk/privacy/

How to manage preferences and provide or withdraw consent

There are various ways to manage Tracker related preferences and to provide and withdraw consent, where relevant:

Users can manage preferences related to Trackers from directly within their own device settings, for example, by preventing the use or storage of Trackers.

Additionally, whenever the use of Trackers is based on consent, Users can provide or withdraw such consent by setting their preferences within the cookie notice or by updating such preferences accordingly via the relevant consent-preferences widget, if available.

It is also possible, via relevant browser or device features, to delete previously stored Trackers, including those used to remember the User’s initial consent.

Other Trackers in the browser’s local memory may be cleared by deleting the browsing history.

With regard to any third-party Trackers, Users can manage their preferences and withdraw their consent via the related opt-out link (where provided), by using the means indicated in the third party's privacy policy, or by contacting the third party.

Locating Tracker Settings

Users can, for example, find information about how to manage Cookies in the most commonly used browsers at the following addresses:

· Google Chrome

· Mozilla Firefox

· Apple Safari

· Microsoft Internet Explorer

· Microsoft Edge

· Brave

· Opera

Users may also manage certain categories of Trackers used on mobile apps by opting out through relevant device settings such as the device advertising settings for mobile devices, or tracking settings in general (Users may open the device settings and look for the relevant setting).

How to opt out of interest-based advertising

Notwithstanding the above, Users may follow the instructions provided by YourOnlineChoices (EU), the Network Advertising Initiative (US) and the Digital Advertising Alliance (US), DAAC (Canada), DDAI (Japan) or other similar services. Such initiatives allow Users to select their tracking preferences for most of the advertising tools. The Owner thus recommends that Users make use of these resources in addition to the information provided in this document.

The Digital Advertising Alliance offers an application called AppChoices that helps Users to control interest-based advertising on mobile apps.

Consequences of denying consent

Users are free to decide whether or not to grant consent. However, please note that Trackers help this Website to provide a better experience and advanced functionalities to Users (in line with the purposes outlined in this document). Therefore, in the absence of the User's consent, the Owner may be unable to provide related features.

Owner and Data Controller

IconInc, 25-27 Otley Road, Leeds, LS6 3AA

Owner contact email: privacy@iconinc.co.uk

Since the use of third-party Trackers through this Website cannot be fully controlled by the Owner, any specific references to third-party Trackers are to be considered indicative. In order to obtain complete information, Users are kindly requested to consult the privacy policies of the respective third-party services listed in this document.

Given the objective complexity surrounding tracking technologies, Users are encouraged to contact the Owner should they wish to receive any further information on the use of such technologies by this Website.

Definitions and legal references

Personal Data (or Data)

Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.

Usage Data

Information collected automatically through this Website (or third-party services employed in this Website), which can include: the IP addresses or domain names of the computers utilized by the Users who use this Website, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.

User

The individual using this Website who, unless otherwise specified, coincides with the Data Subject.

Data Subject

The natural person to whom the Personal Data refers.

Data Processor (or Data Supervisor)

The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller, as described in this privacy policy.

Data Controller (or Owner)

The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of this Website. The Data Controller, unless otherwise specified, is the Owner of this Website.

This Website (or this Application)

The means by which the Personal Data of the User is collected and processed.

Service

The service provided by this Website as described in the relative terms (if available) and on this site/application.

European Union (or EU)

Unless otherwise specified, all references made within this document to the European Union include all current member states to the European Union and the European Economic Area.

Cookie

Cookies are Trackers consisting of small sets of data stored in the User's browser.

Tracker

Tracker indicates any technology - e.g Cookies, unique identifiers, web beacons, embedded scripts, e-tags and fingerprinting - that enables the tracking of Users, for example by accessing or storing information on the User’s device.

Legal information

This privacy statement has been prepared based on provisions of multiple legislations, including Art. 13/14 of Regulation (EU) 2016/679 (General Data Protection Regulation).

This privacy policy relates solely to this Website, if not stated otherwise within this document.

Latest update: June 24, 2021

iubenda hosts this content and only collects the Personal Data strictly necessary for it to be provided.