In line with the General Data Protection Regulations (GDPR) effective from 25th May 2018, we are committed to protecting and respecting your privacy. This is a summary of our privacy notice to tell you what personal information about you we collect, hold and use. This notice is addressed to our tenants, residents and guarantors including prospective and former tenants, residents and guarantors. A hard copy is also available upon request at any time.
Information we collect, hold and use about you
- Identity and contact details.
- Rent and other payments including arrears.
- Personal and background information.
- Repairs and complaints.
- Your next of kin.
- Details about Council Tax, water charges and
- Bank details.
- Your car registration number (if any).
- Details of Welfare Benefits where applicable.
- Details about your University/College course (if any)
- Correspondence emails and records.
- or employment (if any).
- Audio and cctv recordings (if any).
- Tenancy and deposit information.
- Website and online portal information.
This information is collected from you mainly via an application form and also from third parties. Additionally, we may undertake credit or similar checks to obtain information about you or request a reference from an existing or former landlord or employer etc.
Who do we need this information about
We need information about you as a prospective tenant, about any prospective resident and also information about any guarantor (where a guarantee is taken).
How might this information be collected
This information can be collected –
- By email.
- By post.
- In person.
- In digital form.
- Over the telephone.
Who this information might be shared with
These include –
- Joint tenants (if any).
- The landlord.
- Guarantors (if any).
- Other landlords, e.g. for references.
- Tenancy deposit protection body.
- Contractors and suppliers.
- Insurance companies, e.g. if we take out rent insurance.
- Debt collectors and tracing agents
- Internet and email providers.
- Professional advisers
- The Home Office (relating to immigration/right to ., (in an emergency).
- rent checks).
- Next of kin etc.
- Public and local authorities and regulatory bodies.
- Utilities and water companies.
Where is this information stored
- In an electronic form on a computer, tablet or mobile phone.
- On a web based portal (where a website is operated).
- In hard copy form in a manual filing system.
Length of time for storage of data
We usually keep information for 12 months if the tenancy does not go ahead or for 7 years from the date you finally vacate where a tenancy is entered into.
What happens if this information is not provided
We require this information in order to enter into a tenancy agreement and to check your suitability for a tenancy. If this information is not provided in full then your application for a tenancy cannot proceed.
Why we need this information
This includes as necessary –
- For contractual performance so that we can arrange the letting and enter into a tenancy agreement or guarantee with you.
- For contractual performance so that we can manage any tenancy and the property including collecting rent and arranging repairs.
- In relation to details regarding any next of kin in your vital interests, e.g. in the case of an emergency.
- In our legitimate interests in relation to personal and background information so we can assess your suitability to be a tenant, resident or guarantor (as the case may be).
- To perform our legal obligations in relation to carrying out right to rent (immigration status) checks and in order to protect any tenancy deposit which is paid as well as other legal obligations arising during the course of any tenancy.
You have the following rights
- To object to us processing data (applicable where we rely on the legitimate interests)
- Access to your data and further details about what data processing activities are carried out.
- Erasure (the right to be forgotten).
- To restrict processing.
- Data portability.
Withdrawal of consent
If your consent provides us with a legal gateway to process data about you, you can withdraw this at any time by telling us by email/post/telephone using the contact details above.
We operate our own internal complaints policy and if you have any concerns about the way in which we collect or handle your data please contact us using the details above.
Additionally, you have the right to lodge a complaint with the supervising authority who is –
Information Commissioner’s Office
If any of your personal data changes, please let us know as soon as possible so that we can amend our records.