Privacy notice
Last updated 11 October 2026
1. Who we are
Room Rent (room-rent.co.uk) is a trading name of POLICYANDPLAY LTD, a company registered in England and Wales, company number 17253846. Registered office: 7 Cosford Drive, Shortstown, Bedford MK42 0DQ, United Kingdom. We are the data controller and are registered with the ICO (reg. ZC165321). Contact: hello@room-rent.co.uk.
2. What we collect and why
| Data | Purpose | Lawful basis | Kept |
|---|---|---|---|
| Name, email, optional phone, postcode, area, rent, availability, amenities, notes (list-your-room form) | Reply to you, confirm and set up your listing | Legitimate interests (you asked us to list a room). Consent for the form tick-box | While the listing is active, then up to 12 months |
| Text typed into the optional AI Listing Writer | Generate a description for you | Consent (tick-box at the form) | Not stored by us unless you save it in your listing |
| Name, email, payment confirmation (optional paid products) | Take payment, deliver the product, keep tax records | Contract; legal obligation | 6 years (tax records) |
| Emails you send us | Answer your query | Legitimate interests | Up to 12 months after the last message |
| Server logs (IP address, pages requested) | Security and reliability | Legitimate interests | About 30 days |
We do not collect card details. Payments are taken by Stripe. We do not need an account and we do not publish your address or contact details. A listing shows the area only.
3. Marketing emails
We do not add you to a marketing list from a listing enquiry or a purchase. If we ever send marketing, we will ask you separately first, and every email will have an unsubscribe link. Service emails (confirming your enquiry or order) are not marketing.
4. Who we share it with
We never sell personal data. These providers process it for us:
- Netlify: website hosting (US).
- Supabase: database where listing enquiries are stored.
- Resend: sends confirmation and notification emails (US).
- Stripe: takes payment for optional products and sends receipts (US). Stripe is also an independent controller for its own fraud and compliance checks.
- Google (Gemini API): only if you use the AI Listing Writer, see below (US).
- Unsplash: a background photo on some pages is loaded from their servers, so your IP address is visible to them.
AI Listing Writer (Google Gemini)
The list-your-room form has an optional AI writer. It is off until you tick a consent box and click “Generate description”. When you do, your browser sends the area, monthly rent, ticked amenities and whatever you typed in the notes box straight to Google’s Gemini API, which returns a draft description. Please do not put names, phone numbers or your address in the notes. We do not store what is sent. Google acts as a processor under its API terms. If you do not tick the box, nothing goes to Google. You can withdraw consent by not using the feature, or by emailing us.
5. International transfers
Some providers are in the US. We rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or the ICO’s International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses.
6. How long we keep it
Listing enquiries: while the listing is active and for up to twelve months after it ends or after our last contact, whichever is later, then deleted. Orders: six years for tax. Server logs: about 30 days. Emails: up to twelve months after the last message.
7. Your rights
You can ask for access to your data, correction, erasure, restriction of how we use it, a portable copy (data portability), and you can object to our using it, including for direct marketing at any time. You can withdraw consent whenever you like. We do not make automated decisions about you with legal or similarly significant effect. Email hello@room-rent.co.uk. We reply within one month.
8. Complaints
If you are unhappy with how we have handled your data, email hello@room-rent.co.uk with “Data protection complaint” in the subject. We will acknowledge within 30 days and tell you the outcome. You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, 0303 123 1113.
9. Cookies
We set no advertising or analytics cookies. See the cookie policy.
10. Children
This site is not aimed at children under 13 and we do not knowingly collect their data.
11. Changes
We update this notice when what we do changes. The date at the top shows the latest version.