Privacy Notice

Data we collect

• Identity and contact data, including name, email, telephone number, address, date of birth, nationality, identification details, and Italian fiscal code where relevant.
• Application data, including accommodation needs, dates, approved occupants, study or employment details, income, funds, scholarship, sponsorship, guarantor, visa, or residence information.
• Reservation and tenancy data, including property, landlord, fees, payment evidence, agreement, inventory, check-in, repair, support, complaint, and check-out records.
• Issued-certificate data, verification identifiers, PDF fingerprints, and verification activity needed to confirm authentic Hermes documents.
• Security and administration data, including administrator sessions, authentication events, device or browser information, and technical logs needed to protect the service.
• Communications and any documents or evidence voluntarily supplied. Please do not send sensitive data unless it is genuinely necessary for an accommodation request or legal requirement.

Purposes and legal bases

• To respond to enquiries, take pre-contract steps, provide brokerage or support services, process reservations, and administer agreed services.
• To verify identity, property authority, document consistency, payment instructions, and prevent fraud based on contractual necessity and legitimate interests in service security.
• To prepare and transmit applications, reservation documents, agreements, invoices, issued certificates, check-in records, and support communications.
• To comply with accounting, tax, tenancy-registration, public-security, legal-claim, and authority requirements where applicable.
• To protect people, property, systems, and legal rights, and investigate suspected misuse or security incidents.
• To send optional marketing only where Hermes has consent or another appropriate legal basis. Consent may be withdrawn at any time.

Who receives data

Only data reasonably necessary for the transaction may be shared with landlords or authorised representatives, approved occupants, guarantors, translators, payment and banking providers, accountants, lawyers, insurers, repair or check-in contractors, IT and hosting suppliers, registration bodies, and competent public authorities.

Hermes uses Cloudflare infrastructure for website, database, and document-storage services. Suppliers must process data under appropriate contractual, confidentiality, security, and international-transfer safeguards where required.

Retention and security

Hermes keeps data only as long as needed for the enquiry, application, reservation, tenancy support, certificate verification, accounting, fraud prevention, legal claims, and mandatory retention duties. Different records therefore have different retention periods. Data is deleted or anonymised when those purposes and applicable limitation periods expire.

Hermes applies access controls, authenticated administration, restricted private-document storage, encrypted transport, audit records, and document-fingerprint verification. No internet service can guarantee absolute security; suspected incidents are assessed and notified where the law requires.

Your rights

Subject to the GDPR and applicable limits, you may request access, correction, deletion, restriction, portability, or objection; withdraw consent without affecting earlier lawful processing; and ask for information about applicable safeguards. Identity verification may be required before a request is completed.

Use the Contact Hermes channel to submit a privacy request. You may also lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) or another competent supervisory authority.

Public verification

QR and exact-PDF verification pages may display certificate and customer details to a person who holds the verification link or exact issued PDF. Treat verification links and PDFs as confidential and share them only with intended recipients. Hermes does not publish a searchable public directory of tenants.

Updates and contact

Hermes may update this notice when services, suppliers, or legal requirements change. Material changes will be identified by a new date. Questions and rights requests can be sent through the Contact Hermes form on this website; include enough information to identify the relevant enquiry or certificate, but do not send unnecessary identity documents in the first message.