Privacy notice

Who we are

Harrowen (“Harrowen”, “we”, “us”) is the data controller for personal data collected through harrowen.co.uk.

You can contact us about this notice or your personal data using the details on our contact page.

What we collect

We collect only what we need in order to respond to you. Depending on the form you use, that is:

• Accommodation requests: your name, company, work email, telephone, job title if supplied, and the details of the requirement — location, dates, headcount, accommodation specification, practical access features, budget, project references and any notes you add.
• Property partner enquiries: your name, company, email, telephone, and details of the property including address, postcode, type, bedrooms, availability and expected rent.
• General enquiries: your name, company, email, telephone if supplied, and your message.

We do not ask for diagnoses or medical histories through our public forms. If you need an accessible property, describe the practical property features required (for example step-free access, a lift or an accessible bathroom) rather than providing health information. Please do not send more personal detail than the requirement needs.

Why we use it, and our lawful basis

• To respond to enquiries and assess accommodation or property requirements — our legitimate interests in responding to business enquiries, sourcing suitable accommodation or properties and operating our services. Where you are contracting with us personally and the processing is necessary to take steps at your request before entering into a contract, or to perform that contract, we may rely on performance of a contract.
• To manage assignments, bookings, extensions, supplier relationships and invoicing — our legitimate interests in administering our services and commercial relationships and, where applicable, performance of a contract.
• To maintain financial and business records and comply with legal requirements — legal obligation and, where appropriate, our legitimate interests in maintaining accurate business records.

Submitting a requirement does not sign you up to marketing. We do not automatically add enquirers to newsletters, and we do not sell or rent personal data.

Who we share it with

We share information only where it is necessary to answer your requirement or run the business. That may include accommodation providers and operators when sourcing options for your assignment, limited to what they need in order to quote or confirm, and our service providers — including website hosting, database hosting, email delivery, anti-abuse and security services, and professional advisers — who act on our instructions or provide services needed to operate the site and business.

Where your data is held

Some of our service providers may process personal data outside the UK. Where our use of a provider involves a restricted transfer under UK data protection law, we use an appropriate transfer mechanism. Depending on the circumstances, this may include UK adequacy regulations or appropriate safeguards such as the International Data Transfer Agreement or UK Addendum.

You can contact us using the details on our contact page if you would like more information about the safeguards applying to international transfers of your personal data.

How long we keep it

Enquiries that do not proceed are kept for up to 24 months so we can pick up a conversation you may return to, then deleted. Records relating to bookings, payments and invoicing are generally kept for six years from the end of the financial year to which they relate, or longer where required by law.

Your rights

Depending on the circumstances, you may have the right to access your personal data, have inaccurate information corrected, request erasure or restriction of processing, and receive certain information in a portable format.

Where we rely on legitimate interests, you also have the right to object to our processing of your personal data.

To exercise any of these rights, contact us using the details on our contact page.

You also have the right to complain to the Information Commissioner’s Office (ICO). Further information is available at ico.org.uk. We would, however, appreciate the opportunity to address your concerns first.

Cookies

See our cookie notice for information about what this website stores on your device.

Changes to this notice

We will update this notice when our processing changes. The version shown here is the one currently in force.