GDPR
Data Protection - GDPR Statement
We will collect and hold the following personal data details
- Your personal details including name address, date of birth, contact details, etc.
- We will collect similar from your guarantors, etc. for the purposes of referencing. We will hold the response from the reference agency.
- We will record rental payments made, and if appropriate, missed. We may record notes of events and inspections (which are not normally individual specific) during the course of the tenancy, and condition at the end.
- We are required to take an image of a document proving your right to reside in the UK.
- We will register your deposit protection and maintain a copy of the Certificate as well as confirmation this has been made available to you.
We will make a personal assessment of your suitability to rent based on information you provide and reference agency responses. We will use these details to compile the tenancy agreement and to administer the tenancy during its period. We may use contact details to make contact during or after the termination of the tenancy for the purpose of administering the tenancy and its conclusion.
We do our best to maintain only necessary, appropriate, factual and accurate information. You have a right to inspect these details and to request factual corrections where appropriate. Requests to “inspect” your data will normally be fulfilled by provision of pdf format documents to the email address we hold on record, within 28 days. In our busy summer turnaround period this may occasionally be slightly longer.
We will share only relevant information, if required, with:
- Statutory bodies such as Utilities, Police and Emergency services
- Our chosen deposit protection provider
- Tradespeople - contact details to facilitate access for works and repairs
- Your landlord, who will only be provided with information necessary for them to administer the property and your occupation.
- Other future landlords or agents if contacted for a performance reference
- and if required to do so by statute or Court of Law.
We will not sell your data or share it otherwise than as above. We will not use your details for future direct marketing.
Your details will ordinarily be held digitally on a computer system.
We will take all reasonable steps to protect your data, which is held on a secure password protected network with no “dial in” facility (minimising the chances of unauthorised access or “hacking”).
Most tenancies are “joint and several” and there will be some “crossover” of data between different individuals party to one tenancy agreement.
We will delete or destroy your data as soon as possible but may need to retain some information for up to six years for statutory and accounting purposes.
We require your consent to hold your information. Should you provide us with information we will take that as consent. If you change your mind BEFORE entering into the tenancy agreement and no contract exists, you may rescind your consent, any data or documents provided will be destroyed and there will be no contract. Once the contract is entered it is not possible to rescind your consent. A contract between us in not possible without your consent to hold your data, which is held for the purposes of administering that contract.
Our OIC Data Protection License number is A8237787