Privacy Policy

Last updated: 28th August 2026

This policy explains what personal information Spaces Coliving collects when you enquire about a room, why we collect it, who we share it with, and what rights you have.

Who we are

Spaces Coliving provides co-living accommodation in Southend-on-Sea and Westcliff-on-Sea, Essex.

For data protection purposes, the data controller is Spaces Lettings Ltd, registered in England and Wales, company number 16646656, whose address is 57a Broadway, Leigh-on-Sea, Essex SS9 1PE.

You can contact us about anything in this policy:

What information we collect

When you use the room enquiry chat on our website, we ask you for:

  • Your name, mobile number and email address

  • The room or rooms you are interested in

  • When you would like to move in, and how long you would like to stay

  • Whether you would be living there on your own

  • What you do for work, and roughly how long you have been there

  • Which band your annual income falls into

  • Whether you could provide a UK-based guarantor, if that question applies to you

  • Whether you have any pets

We ask about income and employment for one reason only: to check that a room is affordable for you before anyone spends time on a viewing. We ask for a band rather than an exact figure so that we collect no more than we need.

When you use the enquiry form elsewhere on our website, we collect the contact details and message you provide.

When you visit our website, our website provider collects standard technical information such as your IP address and browser type.

We do not ask for, and do not want, your bank details, your date of birth, your National Insurance number or any identity documents at the enquiry stage.

Why we use your information, and our lawful basis

To answer your enquiry and check a room suits you — so we don't waste your time on a room that isn't a fit. Our lawful basis is taking steps at your request before entering into a contract.

To arrange and confirm your viewing — to book the appointment and tell you where to go. Our lawful basis is taking steps at your request before entering into a contract.

To share your details with our managing agent — they carry out the viewings on our behalf. Our lawful basis is our legitimate interests in letting our rooms efficiently.

To keep a record of enquiries — to manage availability, and to show we apply our letting criteria consistently. Our lawful basis is our legitimate interests in running our business properly.

If you go on to become a tenant, we will give you separate information about how we handle your data as a tenant, which is different from this policy.

Automated decisions

Some of our letting criteria are applied automatically by the enquiry chat, without a person reviewing them at the time. We cannot offer a viewing where:

  • The tenancy would be shorter than three months

  • More than one person would occupy a single room, which our HMO licence does not permit

  • You have a pet, which we cannot accommodate in shared housing

  • Annual income is below roughly 30 times the monthly rent and no UK-based guarantor is available

These are standard criteria that we apply to everyone. They are not a judgement about you personally, and no credit check or search of any external database takes place at this stage.

If an automated decision goes against you, you can ask a person to look at it. Call us on 01702 742455 or email hello@spacescoliving.co.uk, tell us what happened, and a member of our team will review it and explain the outcome.

Who we share your information with

Scott & Stapleton Lettings, our managing agent. They advertise our rooms, carry out viewings and meet you at the property. When you book a viewing, they receive your name, contact details, the room you are viewing, the appointment time and the answers you gave.

We also use these service providers, who process information on our behalf and are not permitted to use it for their own purposes:

  • Google — email, calendar and the spreadsheet where enquiries are recorded

  • Cloudflare — runs the enquiry chat itself

  • Squarespace — hosts our website

We do not sell your information, and we do not share it for marketing.

Some of these providers may store or process information outside the UK. Where that happens, they are required to protect it to a standard recognised under UK data protection law.

How long we keep your information

  • Enquiries that do not lead to a tenancy: 3 months from your last contact with us

  • Enquiries that lead to a viewing but not a tenancy: 3 months from the viewing

  • Where you become a tenant, your information is kept for the period set out in your tenancy paperwork

After that, we delete it.

Your rights

You have the right to:

  • Ask what we hold about you and get a copy

  • Have mistakes corrected

  • Ask us to delete your information, where we no longer need it

  • Object to us using it, where we rely on legitimate interests

  • Ask us to restrict how we use it while a query is resolved

  • Receive your information in a portable format

To use any of these, email hello@spacescoliving.co.uk or call 01702 742455. We will respond within one month. There is no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we have a chance to put it right.

You can also complain to the Information Commissioner's Office, the UK regulator:

Changes to this policy

If we change how we handle enquiry information, we will update this page and change the date at the top.