Privacy notice

1. Who is responsible for your information?

iRooms and Houses (Rooms & Houses), KVK number 69356025, is responsible for the personal information it processes for its own services and website.

For short-stay booking questions, contact bookings@roomsandhouses.nl. Privacy requests can always be sent to info@roomsandhouses.nl.

2. Information we collect

• Contact and account information: your name, email address, telephone number, account details and messages you send us.
• Home Search requirements: preferred areas, budget, move-in date, household size, accommodation preferences, employment or study situation, declared income and relevant supporting information you provide. Where relevant, this can include guarantor contact and financial information.
• Search and application records: your tenant-side instruction, terms acceptance, properties discussed, viewing arrangements, application progress and communications with you and relevant property providers.
• Short-stay information: room choice, stay dates, guest numbers, contact details, preferences, reservation status and booking correspondence.
• Orders and payments: billing details, amounts, order status, transaction references, refunds and records needed for accounting. Stripe processes payment credentials; our service records contain payment references and status rather than your complete card number or card security code.
• Website information: IP addresses, browser/device information, technical logs, security events and cookies or similar identifiers used by website features.

Please avoid entering unnecessary personal information, BSNs, identity-document images or health information in general enquiry boxes, public comments or internal messaging fields. If you provide information about another adult or guarantor, make sure they know you are doing so and can read this notice.

3. Why we use your information

We use information to respond to enquiries, provide the service you request, administer accounts and payments, maintain your search brief, identify opportunities, arrange viewings, assist with applications, manage reservations and deal with complaints or refunds.

The relevant legal basis depends on the purpose: taking steps at your request before a contract and performing our agreement with you; meeting legal obligations such as accounting; our legitimate interests in website security, preventing misuse, handling enquiries and protecting legal claims, balanced against your rights; or consent where a particular activity requires it. We do not treat acceptance of service terms as consent to unrelated marketing.

Information marked as required is needed for the stated service or application. Without it, we may be unable to complete that step. We do not use the website to make solely automated decisions producing legal or similarly significant effects. Any initial profile indicators support staff review and do not determine a landlord’s selection.

4. Who may receive your information?

Access within iRooms and Houses is limited to people who need the information for their work. We may also use the following providers and recipient categories:

• Hosting and website services: Namecheap and service providers supporting website operation, security and maintenance.
• Payments: Stripe and the payment method you choose.
• Transactional email: our email-delivery providers, including Elementor Site Mailer and its delivery infrastructure, to send service correspondence.
• Translation: GTranslate and Google translation services when website translation is used.
• Property applications: the relevant landlord, letting agent or property manager for a property you instruct us to pursue. Sharing is limited to information necessary for that application. We record your instructions and any permission required for disclosure.
• Short stays: the accommodation operator providing your booked stay, so it can assess and fulfil the reservation. The operator is separately responsible for its own use of guest information.
• Professional and official recipients: accountants, advisers, authorities or courts where necessary for a legal obligation or the establishment, exercise or defence of legal claims.

We do not sell your personal information. A tenant-side instruction does not permit unrestricted circulation of your documents to unrelated parties. Relevant property providers and accommodation operators may have their own privacy notices and legal responsibilities.

5. Application documents and identity checks

Supporting documents are handled for the relevant property application and its stated requirements. Identity verification is addressed at the application stage, rather than through public comments or general contact messages. We assess the necessity and lawful basis for retaining a document copy separately from checking identity.

Before providing an ID copy, use the Dutch Government’s KopieID app to obscure your BSN wherever it appears, including the machine-readable line, and your photograph. Add a watermark showing “iRooms and Houses”, the purpose and the date.

Do not send identity or financial documents as ordinary email attachments. Contact us for the agreed submission method. Document-request messages in your portal are instructions and status updates; they do not themselves provide a secure upload facility.

6. How long we keep information

We use the following retention criteria:

• Enquiries: for the time needed to respond and resolve the enquiry and any resulting service request.
• Search profiles and service records: during the service relationship and afterwards only where needed for outstanding applications, complaints, legal claims or legal obligations. Ending a search is a reason to review and remove information that is no longer necessary.
• Applicant financial and identity documents: only for their justified application purpose. They are reviewed for deletion when that purpose ends or the search closes. A particular document may be retained longer only where a specific legal obligation or documented legal-claim requirement applies.
• Invoices and accounting records: for the applicable statutory period. Basic Dutch accounting records are generally retained for seven years; certain records have a longer statutory period. These accounting duties do not mean that all applicant documents must be kept for that period.
• Security and technical logs: according to their security or troubleshooting purpose and the relevant provider’s retention settings.

Deleting information from live systems may not immediately remove it from existing backups. Backup copies remain subject to access restrictions and their applicable retention cycle. This notice does not claim that the proposed portal-upload and automatic document-deletion tools are already operational. Contact us about the retention of a particular record.

7. Website features, cookies and external services

WordPress and WooCommerce use cookies and similar technologies for account sessions, forms and checkout. Payment services may use technology for transaction processing and fraud prevention. Translation and embedded third-party features can communicate with their providers and use their own identifiers.

Your browser lets you inspect or remove cookies and change cookie settings. Blocking necessary cookies can prevent sign-in or checkout from working. Where separate consent is required for an optional technology, consent must be obtained separately from the service agreement.

When you follow links to Instagram, Facebook, property websites or other external services, their own privacy and cookie notices apply. If you choose to contact us through WhatsApp or an external email service, that provider also processes information associated with that communication.

Comments you submit for publication on our blog can become public after moderation. Do not include private application information or documents in a comment.

8. International processing and security

Some website, payment, email and translation providers operate internationally and may process information outside the European Economic Area. Applicable safeguards can include an adequacy decision or standard contractual clauses, depending on the provider and transfer. Contact us for information about the provider and safeguards relevant to your information.

Security measures include authenticated access to client and staff areas and restrictions on access to service records. No online service can guarantee absolute security. Planned functionality is not treated as an implemented safeguard until configured and tested.

9. Your privacy rights

Depending on the circumstances, you can request access, correction, deletion, restriction of processing or a portable copy of information. You can object to processing based on legitimate interests, and withdraw consent where processing relies on consent. Withdrawal does not affect the lawfulness of earlier processing. Some rights are limited by legal obligations or other applicable exceptions.

Send requests to info@roomsandhouses.nl. We may need to verify your identity proportionately before providing information. Do not attach an unredacted ID to your request. We normally respond within one month; if a lawful extension is needed, we explain the reason and timeframe.

You can also complain to the Dutch supervisory authority, the Autoriteit Persoonsgegevens, or the competent supervisory authority where you live or work.

10. Changes to this notice

We update this notice when our services or data handling change. The date above identifies the current version. Material changes affecting how we use your information will be communicated where required.