Data Privacy Notice

How we collect information from you and what information we collect

We collect information about you when you voluntarily submit personal data directly to us, or via an agent, as part of the tenancy application process, including:
•    Accommodation applications
•    Communication with us, by email, telephone or other electronic means
•    Information submitted by third parties in connection with your tenancy or occupation of our property

 

What information we collect about you:

• Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses), relationship to other prospective tenants, employment status, name of university or college where you are studying (if applicable)

• Tenant name, email address, telephone number, date of birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable)

• Guarantor name, e-mail address, telephone number, date of birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable)

• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received

• Property address; term, rent, deposit, utility and service responsibilities

• Details of rent paid by you to us, including any arrears

• Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have

• Any welfare benefits that you may be eligible for, or are currently on

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Children’s information

We will not normally hold information about children living at the property other than their name and date of birth. 
 

We need this information so we can provide evidence to the Home Office if required under the Right to Rent regulations, in order to prove to them that it was not necessary to carry out a Right to Rent check on the child, and also to show to the local or any other authority if we are required to provide them with information about the occupiers of the property.

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The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.

 

Why we need this information about you and how it will be used 

We need your information and will use your information:

• To carry out due diligence on prospective tenants and occupiers of our properties, including checking whether there are any money judgments or history of bankruptcy or insolvency

• To undertake and perform our obligations and duties to you in accordance with the terms of our contract with you

• To enable us to supply you with the services and information which you have requested

• To help you to manage your tenancy or occupation of our property

• To carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgements against them, or any history of bankruptcy or insolvency

• To analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer

• To contact you in order to send you details of any changes to our suppliers which may affect you

• To enable me to provide you with any services and information which you have requested

• For all other purposes consistent with the proper performance of our operations and business

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Lawful basis for processing your data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where it is necessary for the purposes of performing an existing contract to which you are a party or to take steps at your request before entering into such a contract.

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. We make sure we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests. This may include activity for legitimate business purposes and for developing customer relationships, such as:

  • To provide useful, informative and relevant information to you about our services and to grow our business

  • To enable us to enhance, modify, personalise or otherwise improve our communications for the benefit of our customers and stakeholders

  • Where we need to comply with a legal or regulatory obligation that we are subject to, such as Right to Rent data

• We would like to keep in touch with you to let you know about any news and provide you with updates on relevant services for marketing purposes; to communicate with potential and existing customers and others who expressly choose to submit their personal data through our website or social channels. We value your privacy and will only process personal data in these circumstances where your express opt-in consent is first provided by you. You have the right to withdraw your consent at any time.

 

We strive to provide you with choices regarding certain personal data uses, particularly around direct marketing. You can view and make certain decisions about your personal data use and you have the right to withdraw your consent / unsubscribe from marketing communications at any time.

 

Whenever we process data for our business execution purposes we will ensure that we always keep your personal data rights in high regard. You have the right to object to this processing, if you would like to object please contact us. But please bear in mind this may affect our ability to carry out tasks for your benefit.

 

Sharing of your information

The information you provide to us will be treated by us as confidential and will be processed only by any third party service providers (sub-processors) or professional advisors (including lawyers, bankers, auditors and insurers providing such services) acting on our behalf, and with HM Revenue & Customs, regulators and other authorities (who require reporting of processing activity in certain circumstances), within the UK/EEA.

 

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners, as well as any third parties involved

• To carry out due diligence on you as a prospective tenant/guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided

• If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency

• If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant

• In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this

• To provide such information as is necessary to any contractors who may be employed by us to carry out work or inspections at the property. This includes gas safety inspections, electrical safety inspections, contractors carrying out repair work needed at the property and inventory clerks.

• To provide details to any tracing agents or legal firms we may employ if you vacate our property owing money to us

• To provide any government department under any legal duties we may owe to them, such as the Home Office for Right to Rent regulations

• To any official bodies such as Local Authorities, tenancy deposit scheme administrators, service or utility provider, freeholder or other relevant person in connection with the creation of termination of your tenancy or occupation of our property where you are a tenant

• To any letting agency we may subsequently employ to manage our property

 

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

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Security

Data is securely stored on password-protected business systems and not stored in hard copy. When you give us information, we take steps to make sure that your personal information is kept secure and safe. 

• Use of strong passwords and an encrypted password management system

• All systems and software kept up to date

• Prevent unauthorised access

• Use of anti-virus software and two-step verification

• Undertake Cyber Aware training and stay up to date with the latest small business guidance from the National Cyber Security Centre

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We utilise the following systems and third party tools, which all have strong data protection policies:

• Microsoft365, including OneDrive cloud storage: https://www.microsoft.com/en-gb/privacy/privacystatement 

• OpenRent online letting agency: https://www.openrent.co.uk/privacy 

• National Residential Landlords Association (NRLA) and portals: https://www.nrla.org.uk/about-us/privacy-notice-member 

• Other tenant finding and referencing portals as may be required

 

Transfers outside the UK and Europe

Your data will be predominantly held within the UK and EEA.  

 

If we use any service or third party contractor who stores data in a cloud server, outside of the UK, this will only be in circumstances where safeguards have been put in place for its protection, in compliance with the Data Protection legislation in the UK.

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How long we will keep your information

We endeavour to ensure that personal data is kept as current as possible and that outdated or irrelevant data is deleted or made anonymous as soon as reasonably practicable.

 

Any personal data that is required for purposes of the conclusion and execution of agreements will be held during the duration of the contractual relationship, plus the length of any applicable legal or statutory limitation period thereafter.

 

We review data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

 

All personal data is deleted from unsuccessful tenancy applications.

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Your rights

You have the right at any time to:

• Ask for a copy of the information about you held by me/ us in my records

• Require us to correct any inaccuracies in your information

• Make a request to us to delete what personal data of yours we hold (Subject to our right to retain information under contract or where we have a legitimate interest in retaining it or as required under law)

• Object to receiving any marketing communications from us

 

If you would like to exercise any of your rights above please contact us.
 

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.