Privacy notice

RoomsNow is run by Rooms Now Ltd, a company registered in England and Wales (company number 17450621), whose registered office is 63, 33a Grove Lane, Birmingham, B21 9ES. Rooms Now Ltd is the controller for personal information it decides how and why to use. Contact the privacy team at info@roomsnow.co.uk for questions, rights requests or complaints.

Providers and professional referrers are normally separate controllers for information they collect for their own housing, support, safeguarding, commissioning or referral work. Their privacy notices also apply.

• account and identity details, contact information, login history and security records;
• profiles, accommodation needs, preferred locations and availability;
• provider company details, staff roles, properties, rooms, adverts and due-diligence evidence;
• referrals, requests, case status, documents and communications;
• payment, subscription, invoice and transaction references from payment providers;
• reports, moderation decisions, audit logs and support correspondence; and
• technical data such as IP address, device/browser information, page events and error logs.

Housing profiles and referrals may include health, disability, ethnicity, religion, sexual orientation or other special-category data, and may exceptionally include criminal-offence information. RoomsNow asks users to provide only what is necessary for a housing or support purpose.

In addition to an Article 6 lawful basis, RoomsNow identifies and documents an Article 9 condition before using special-category data and an appropriate legal condition before using criminal-offence data. Where explicit consent is used, it must be specific, informed, recorded and capable of withdrawal. Professional referrers remain responsible for their own lawful basis and conditions before sharing a person's information.

RoomsNow records its lawful-basis assessment and does not use a new incompatible purpose without telling affected people and identifying a lawful basis.

Provider profiles and approved adverts are public. Applicant profiles are private by default and become searchable only when the person deliberately enables discoverability. Public property locations normally show an area and outward postcode unless a provider chooses to publish a full address.

Information is shared only as needed with the provider, applicant or referrer involved in a request; authorised RoomsNow staff; and contracted suppliers for hosting, storage, email, payments, monitoring, maps and security. Suppliers receive only the access needed for their service and must protect the information under contract.

The Help Assistant is automated. Your questions are used only to answer you: the conversation is kept in your browser tab, not saved on RoomsNow's servers or linked to your account, and it disappears when you close the tab or start over. To answer general questions, the recent messages (with anything that looks like an ID, card or bank number removed) may be sent to our AI supplier, Anthropic, which processes them on our behalf and doesn't use them to train its models. If you choose “Contact RoomsNow support”, your message and email address are emailed to our team so we can reply, and the chat is included only if you tick the box. Please don't share health details, ID or bank numbers with the assistant.

To protect people from rental scams, messages and adverts are checked automatically when they are sent or saved. Payment links, bank details, crypto wallet addresses and certain words can't be sent or published, and you'll see a notice explaining why. Messages that mention common scam warning signs, such as paying before a viewing, are still delivered but are flagged to authorised RoomsNow staff, who see only the flagged message, the sender and the advert, not the rest of the conversation. A record of blocked and flagged content is kept with our security logs. This check is automated, but no account is suspended or removed without a person reviewing it first.

RoomsNow may disclose information where required by law, to protect someone from serious harm, to investigate fraud or abuse, to establish or defend legal rights, or as part of a properly managed business transfer. RoomsNow does not sell personal information.

Incorporation evidence, insurance, organisation charts, safeguarding policies and related due-diligence files are private. Access is limited to authorised company staff and RoomsNow reviewers, served through an access-controlled route and recorded in the audit log. The public badge does not reveal the documents.

If a supplier processes information outside the UK, RoomsNow uses an adequacy regulation or appropriate safeguards such as the UK International Data Transfer Agreement or approved addendum, and assesses relevant transfer risks where required.

RoomsNow aims to keep information only while needed for the stated purpose, safety, disputes and legal obligations. The intended review periods are: account and operational records while the account is active and for up to 24 months afterwards; closed requests, referrals and messages for up to 24 months; verification evidence while a badge is active and for up to 12 months after it ends; security and audit logs for up to 12 months; and billing/tax records for the applicable accounting period. Records may be kept longer for an active complaint, safeguarding concern, fraud investigation or legal claim.

These are review targets, not a promise that every record is automatically erased on those dates. Automated deletion and backup expiry are not yet fully enforced across all data types. Until the retention jobs and backup lifecycle are operationally configured, some records may remain longer. Contact info@roomsnow.co.uk about a specific retention concern.

When a professional submits a referral, RoomsNow records the data-sharing basis they select, the time of their declaration, a confirmation that they have considered privacy information and data minimisation, and a confirmation that any additional condition and safeguards for special-category or criminal-offence data have been considered. This is an accountability record of what the referrer declared; it is not a finding by RoomsNow that the basis or condition is legally valid.

The referring organisation remains responsible for its own lawful-basis assessment, any Article 9 condition, any DPA 2018 Schedule 1 condition where required, transparency to the person, confidentiality duties, and its case records. RoomsNow receives only the information submitted and does not independently assess the person's case.

RoomsNow uses role-based access, private document storage, access checks, audit logs, upload validation, rate limiting, encrypted transport, session controls, backups and error monitoring. No service can guarantee absolute security. Report suspected compromise immediately and do not send passwords or unnecessary sensitive information in messages.

Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability or objection, and may withdraw consent without affecting earlier lawful use. RoomsNow may need to verify identity and may retain information where law permits or requires it. Rights requests can be sent to info@roomsnow.co.uk.

You may complain to the Information Commissioner's Office at ico.org.uk. Please contact RoomsNow first if you would like the opportunity for the issue to be resolved directly.

RoomsNow does not make solely automated decisions that produce legal or similarly significant effects. Search ordering and filters assist discovery but do not decide eligibility or placements. RoomsNow accounts are for people aged 18 or over; information about a child must be entered only by an authorised professional with an appropriate lawful basis and safeguarding controls.

With optional analytics consent, Google Analytics also receives generic completed-account and new-accommodation-enquiry events. These are recorded after a successful action, in an empty isolated document, without the private page URL, account identifiers, room or provider identifiers, message text or support needs. We use rn_analytics_choice to remember your choice and a signed rn_completed_actions cookie, lasting up to five minutes, to pass a completed action to that document. Random receipt identifiers stay in your browser to prevent repeat counting and are not sent to Google. Refusing optional cookies prevents this measurement; it does not prevent using RoomsNow.

Strictly necessary cookies support login, security and core service operation. If you accept optional cookies, RoomsNow loads Google Analytics 4 and the TikTok Pixel to measure visits to public pages, improve the service and understand campaign performance. These tools are not loaded before you choose to accept them; search query strings and account, message, referral, provider, applicant-profile and dashboard pages are excluded from page-view tracking. TikTok may receive device and browser information when its pixel is enabled. You can change or withdraw your choice at any time using Cookie settings in the footer.

RoomsNow may update this notice when its services, suppliers or legal duties change and will highlight material changes to account holders.

Related information appears in the terms of use and verification policy.