Privacy Policy

Coventry Rooms is operated by 3Win Property Management, based in Coventry, West Midlands. We are the data controller for all personal information collected through this website and our application forms.

For any data-related queries, please contact us at rooms@3win.co.uk.

When you submit a tenant application or referral through our website, we may collect:

• Full name, date of birth, and gender
• Contact details (phone number and email address)
• National Insurance number
• Current and previous address details
• Immigration and nationality status (where relevant to housing eligibility)
• Current housing situation and reason for application
• Income and benefit information (including Universal Credit status)
• Medical or access needs relevant to accommodation
• Risk information provided by referrers
• Supporting documents such as proof of identity

For referrals, we also collect professional details about the referring worker and their organisation.

• To assess whether an applicant is suitable for our transitional housing
• To pass suitable applications to our RSL partner for secondary assessment
• To manage tenancies and communicate with tenants and their support networks
• To meet our legal obligations as a housing provider

We process personal data on the following lawful bases under UK GDPR:

• Legitimate interests — to assess applications and manage housing placements
• Legal obligation — to comply with housing, landlord, and anti-money laundering regulations
• Consent — where you have explicitly agreed via the declaration on our application forms

• Our RSL (Registered Social Landlord) partner, for secondary assessment of your application
• Our property management team, for the purpose of managing your tenancy
• Relevant statutory bodies where we are legally required to do so

We do not sell your data or share it with third parties for marketing purposes.

• Unsuccessful applications: retained for 6 months from the date of decision, then securely deleted
• Successful applications and active tenancies: retained for the duration of the tenancy plus 6 years, in line with standard landlord record-keeping requirements

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to legal obligations)
• Object to or restrict processing in certain circumstances
• Withdraw consent at any time (where consent is the lawful basis)

To exercise any of these rights, please contact us at rooms@3win.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

This website uses only essential cookies required for the site to function. We do not use tracking or advertising cookies.

We may update this policy from time to time. The date at the top of this page will always show when it was last updated.