PRIVACY NOTICE
In line with the UK GDPR and Data Protection Act 2018, we are committed to protecting and respecting your privacy. This privacy notice explains what personal information we collect hold and how we use it. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
INFORMATION WE MAY COLLECT, HOLD AND USE ABOUT YOU
Personal information could include but is not limited to:- Home address + contact details
- Rent + other payments including arrears
- Guarantor information + next of kin
- Bank details
- Details about your University/College course or employment
- Tenancy + deposit information
- Passport information
- Student card details
- Repair requests + complaints
- Details about council tax + utilities
- Copies of ID
- Correspondence, emails + records
- Details of driving licence or other proof of address
- Proof of employment (eg salary slips)
- Right to rent share codes
- Biometric residence permits
HOW IS THIS INFORMATION COLLECTED?
This information can be collected in various ways including, for example, email, post, in person, via our website, online in digital form, phone, text message and social media. Personal information may be provided directly by you to us, via third parties to whom you have provided the information or other third parties (eg credit reference agencies, employer, previous landlord etc). As you interact with our website we may automatically collect technical data about your device. We collect this data by using cookies and similar technologies.WHERE IS THIS INFORMATION STORED?
The information is securely stored electronically, on a web-based portal or in hard copy form in a manual filing system. If information is transferred outside the UK, we ensure that adequate safeguards are in place to protect the information in accordance with this notice.HOW LONG WE WILL KEEP YOUR INFORMATION
We usually keep information for 24 months if a tenancy does not go ahead or for 7 years from the date you finally vacate where a tenancy is entered into or as required by law.SHARING THIS INFORMATION
We may share this information with relevant parties including but not limited to:- Guarantors + joint tenants
- Next of kin
- Tenancy deposit protection body
- Other letting + managing agents
- Other landlords eg for references
- Contractors + suppliersInsurance companies
- Internet + email providers
- Home Office (relating to immigration/ right to rent checks)
- Utilities + water companies
- Debt collectors + tracing agents
- Professional advisers
- Joint venture, merger or takeover entities
- Public, local authorities + regulatory bodies
- Financial institutions
LAWFUL BASES
Under the UK GDPR the lawful bases we rely on for processing this information are:- To ensure that the obligations under the contract entered into with you are fulfilled
- 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.
- To comply with a legal or regulatory obligation.
YOU HAVE THE FOLLOWING RIGHTS
- Access to copies of your personal information
- Rectification of personal information you think is inaccurate
- To erase your personal data in certain circumstances
- To restrict processing in certain circumstances
- To object to us processing personal information in certain circumstances
- Data portability
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.HOW WE USE YOUR PERSONAL DATA
Most commonly, we will use your personal data in the following circumstances:- To ensure that the obligations under the contract entered into with you are fulfilled
- 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.
- To comply with a legal or regulatory obligation.
- For all other purposes consistent with the proper performance of our operations and business.
