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Privacy Policy

Last updated: 14 April 2026

1. Who we are

Housenote (“we”, “us”, “our”) is a student property platform that aggregates and surfaces rental listings for students at the University of Bristol and UWE Bristol. Housenote operates as a data controller in respect of the personal data described in this policy.

If you have questions about this policy or how we handle your data, please contact us at louis@housenoteapp.com or kosuke@housenoteapp.com.

2. What data we collect

We may collect and process the following categories of personal data:

  • Account data — university email address, name, and password (stored hashed) when you register.
  • Profile data — optional information you add to your profile, such as a photo, bio, lifestyle preferences, and flatmate preferences.
  • Search and preference data — your chosen locations, bedroom counts, price ranges, and notification settings.
  • Behavioural and usage data — properties you view, like, dislike, or save; interactions with the flatmate finder; and general usage patterns within the app and website.
  • Device and technical data — IP address, browser type, operating system, and referrer URL, collected automatically when you visit our website or use our app.
  • Communications — messages you send us by email or through in-app messaging.

We do not intentionally collect sensitive personal data (for example, health information or financial data beyond approximate price preferences). Please do not submit such data.

3. How and why we use your data

We use your personal data for the following purposes and on the following legal bases under UK GDPR:

Providing the service (contract / legitimate interests)

To create and maintain your account, surface relevant property listings, send you property notifications matching your preferences, and enable the flatmate finder.

Personalisation (legitimate interests)

To rank and filter listings based on your stated preferences and past behaviour, so that the properties most relevant to you appear first.

Market analysis and insight generation (legitimate interests)

We analyse aggregated and pseudonymised usage, preference, and behavioural data to understand demand patterns, price trends, and area popularity across the Bristol student rental market. This helps us improve the platform and may be used to generate market insights. Where we share such insights externally (see section 4), we do so only in aggregated or pseudonymised form that does not identify individual users.

Service improvement and security (legitimate interests)

To monitor performance, debug issues, prevent fraud, and improve our product based on how people use it.

Legal compliance (legal obligation)

To comply with applicable laws and respond to lawful requests from authorities.

Marketing communications (consent)

If you opt in, to send you updates about Housenote features or related student services. You can withdraw consent at any time.

4. How we share your data

We do not sell your personal data. We may share data as follows:

  • Service providers (processors) — third-party companies that help us operate the platform, including cloud hosting (Google Firebase / Google Cloud), analytics services, and email delivery providers. These providers process data only on our instructions and under data processing agreements.
  • Aggregated and pseudonymised insights — we may share market analytics (e.g., demand trends, price patterns, popular areas) with estate agents, property partners, universities, or researchers. Any such sharing is limited to aggregated or pseudonymised data that cannot reasonably be used to identify you.
  • Other users (with your direction) — profile information you choose to make visible in the flatmate finder is shared with other verified student users of the platform.
  • Legal and safety disclosures — if required by law, court order, or to protect the rights or safety of Housenote or others.

5. International transfers

Our primary infrastructure provider (Google Firebase) may process data outside the UK or EEA. Where this occurs, Google operates under appropriate safeguards (including UK International Data Transfer Agreements or Standard Contractual Clauses). We do not make other routine international transfers of personal data.

6. Data retention

We retain your personal data for as long as your account is active or as needed to provide the service. If you delete your account, we will delete or anonymise your personal data within a reasonable period, except where we are required to retain it by law or for legitimate dispute-resolution purposes. Aggregated or anonymised data derived from your activity may be retained indefinitely as it no longer constitutes personal data.

7. Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

  • Access — to obtain a copy of the personal data we hold about you.
  • Rectification — to correct inaccurate or incomplete data.
  • Erasure — to ask us to delete your data in certain circumstances.
  • Restriction — to ask us to restrict processing in certain circumstances.
  • Portability — to receive your data in a structured, machine-readable format.
  • Objection — to object to processing based on legitimate interests (including profiling and market analysis). We will stop processing unless we have compelling legitimate grounds that override your interests.
  • Withdraw consent — where processing is based on consent (e.g., marketing emails), you can withdraw at any time without affecting prior processing.

To exercise any of these rights, please email us at louis@housenoteapp.com. We will respond within one month. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies and tracking

We use cookies and similar technologies to operate the website and app. Please see our Cookie Policy for full details and your choices.

9. Children

Our services are intended for students aged 18 and over. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, please contact us so we can delete it.

10. Changes to this policy

We may update this policy from time to time. We will notify registered users of material changes by email or in-app notification. Continued use of Housenote after changes take effect constitutes acceptance of the updated policy.