Privacy notice
Last updated: [date of publishing]
This notice explains how the Netherhall House app uses your personal information. It applies to everyone who uses the app.
Who we are
Netherhall House is run by Netherhall Educational Association (NEA), the controller of your information. NEA is a charity registered in England and Wales (236586) and in Scotland (SC039209), and a company registered in England and Wales (00793583). Registered office: 18a Netherhall Gardens, London NW3 5TH. ICO registration: Z5712487.
For any question about your information, contact us at [contact address for data questions].
What we use and why
We use the details you give us, and the records created as you use the app, to run the house:
- Your application and your stay: rooms, meals, bookings, repairs and invoices. We need this to carry out our agreement with you, or to take steps before one.
- Safety and the law: safety checks, accounts and other records we must keep. We do this because the law requires it.
- House life and the app itself: events, activities and announcements, and keeping the app secure and working well. We do this in our legitimate interests in running a residence and its community, and we weigh those interests against yours.
Some information comes from other people: your referees, the house’s own records, its accounting system, and staff who note things such as repairs or meal changes.
Sensitive information
Applicants may tell us about sensitive personal information so we can look after them. If you do, only the house directors can see it. We use this information only with your explicit consent, which you can withdraw at any time.
The help assistant
The app has a help assistant powered by an AI service. Your chats with it are kept, and the house administrator may read them to improve its answers, so please don’t share private details there.
Who we share it with
Only those who need it: the service providers who host the app and its data, handle email and calendars, keep our accounts and run the help assistant, all acting on our instructions; the caterers, for meals and dietary needs; and authorities or professional advisers where the law requires. We never sell your information.
Some of these providers are in the United States. Where your information leaves the UK, we rely on the safeguards UK law recognises.
How long we keep it
Only as long as we need it for the purpose we collected it for, and as long as the law requires. For example, financial records are kept for six years.
Do you have to give it?
To apply or to live here, you must give us the details needed to manage your place, such as your name, contact and billing details; without them we cannot offer you a place. Health, dietary and religious information is optional.
We make no decisions about you by automated means alone, and the help assistant only answers questions.
Your rights
You can ask to see your information, correct it, delete it, limit or object to how we use it, or receive a copy to take elsewhere. Where we rely on your consent, you can withdraw it at any time. Contact us at the address above; we will reply within one month.
If you are unhappy, please talk to us first. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk or 0303 123 1113.
Cookies and changes
The app uses only the cookies it needs to sign you in and keep it working. We may update this notice, and we will tell you of any important change.
See also our terms of use.