Your privacy. Your choices.

Who looks after your information?

Orbit for Students is a PropSky service operated by Newcastle Residential Holdings Ltd, company number 13960545, registered at Clavering Place, Clavering House, Newcastle upon Tyne, England, NE1 3NG. For portal privacy questions, email info@ncresidential.co.uk.

The agency named on a property controls the enquiry and letting process for that home. Orbit provides the technology to pass your request to that agency and process it on its instructions. Its own privacy notice explains its applicant records and decisions. Each approved agency can have its own contact details and privacy link; an enquiry is not sent to competing agencies.

What you choose to share

You can browse public adverts without an account. Orbit uses the search preferences you give it, such as area, bedrooms, budget and academic year. A viewing form asks for your name, email, mobile number and preferred times so the advertising agency can respond. The agency confirms the appointment; Orbit does not decide whether to offer you a tenancy.

Shared shortlists store the homes, nicknames, votes and short notes your group adds. Anyone who joins using the invite can see that group information. Use nicknames and keep private contact or sensitive information out of notes. Owners can replace an invite or delete the group; members can leave. A private link or receipt should only be shared with people you want to have access.

Orbit conversations and AI

Orbit uses OpenAI to interpret property questions and searches recorded public listing facts. Only a bounded question, validated search preferences and a small set of public property references are needed for this step. Contact details and links are screened, but please do not put identity documents, financial details, health information or other sensitive information in chat. Applicant records, group notes and invite links are not supplied to the AI search model.

The portal does not save a raw chat transcript in its search database. Validated public preferences and property references can be remembered anonymously for up to 24 hours. A new search clears that search context. Provider processing and security records are separate from this portal memory.

Why information is used

We use information to provide the features you request, answer enquiries, deliver agency messages and protect the service. These purposes rely on the steps you request before a possible contract and our legitimate interests in operating and securing the portal. Optional matching-home and launch emails use the permission described on their forms; matching-home alerts require email confirmation. You can stop them using the email preference or unsubscribe link. Agency onboarding permission is to reply to that introduction and does not enrol the contact in marketing.

Required viewing contact details are needed to handle that request, rather than a condition of browsing. Security and delivery records help prevent abuse, duplicate messages and lost requests. Where information must be kept for a legal duty or dispute, the responsible organisation applies the relevant retention rules.

Providers and overseas processing

Cloudflare hosts and secures the portal and provides Turnstile checks. Supabase supports approved property data and existing accounts/agency records. OpenAI processes AI search questions. Brevo delivers relevant emails, and Twilio supports the advertising agency's text acknowledgement workflow. The receiving agency uses its own CRM for its enquiry. Security providers may process IP addresses, browser signals and request information even when anonymous analytics is off.

Some providers operate internationally. For the processing locations and transfer safeguards applicable to your request, contact our privacy inbox or the advertising agency. We do not sell applicant information or use one agency's enquiries to market another agency's homes.

Storage, links and retention

• Local saved homes stay on this device until you remove them or clear the site's browser storage.
• Shared shortlist workspaces and viewing progress links expire after 30 days. A viewing link's expiry does not delete the agency's underlying enquiry.
• Unconfirmed matching-home alert requests expire after 72 hours; subscriptions expire after 180 days unless stopped sooner.
• Orbit's agency onboarding record and delivery metadata expire after 90 days. The office's separate email correspondence follows its own notice.
• New marketplace analytics are daily aggregate counts kept for 90 days. Earlier AI referral statistics also contain anonymous daily counts, rather than visitor records.
• Agency enquiry, registration, communication and account records follow the receiving agency's notice and applicable legal needs. Stopping email updates does not automatically erase its CRM record.

Browser storage keeps your saved homes, access keys, viewing receipt and privacy choice so the features you use can work. Access capabilities are protected in private server records; public search pages and search engines do not expose applicant details, notes, invitation keys or enquiry receipts. New anonymous marketplace analytics use no tracking cookie, raw search text, contact information, IP address or stable visitor ID.

Your rights and contact

Depending on the circumstances, you can ask for access, correction, deletion, restriction or portability of personal information. You can object to processing based on legitimate interests and withdraw consent for optional updates. Contact info@ncresidential.co.uk for portal information, or the advertising agency for its enquiry and letting records. We may need to verify your identity before providing private information.

You can also complain to the Information Commissioner's Office. This notice will be updated when the service changes. Newcastle Residential's agency notice remains available at newcastleresidential.co.uk/privacy-policy.