We are committed to protecting your privacy and aim to be clear when we collect your information and use it only as you would reasonably expect.
How we use personal information
We will not use your personal information unless we have first told you how we will use it or it is obvious how we will use it.
As a landlord we need to collect and use your personal information for:
· Processing tenancy applications, payment, renewals, providing rent information and information relevant to the property.
· Delivering relevant communications
Our legal basis for processing personal information
The law allows us to collect and use personal data if it is necessary for our legitimate business interest and so long as its use is fair, balanced and does not unduly impact your rights. In many situations, the best approach is to process personal data because of our contract with you.
We do not expect to receive or process sensitive personal data. In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during a tenancy.
We may also share your personal information where we are compelled by law to do so.
How we collect personal information
We collect personal information from you directly, over the phone and sometimes paper forms.
The personal information that we collect:
Your contact details including email address, postal address and telephone numbers
Social media identification
Your date of birth
Your mailing preferences
Your bank details (this is not stored by us and will only be used to return over paid rent or deposits
Where we store your personal information
The data that you provide us with will typically be stored on a secure PC and name/phone numbers stored on a mobile phone
Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
How we may share personal information
We do not sell or share personal information with third parties for the purposes of marketing.We will not sell personal information other than as part of a sale of a substantial part of our assets. We may disclose it to a prospective purchaser, but only for use in connection with that sale. We may, however, need to disclose your details if required to the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.
How we protect personal information
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.
We ensure that there are appropriate technical controls in place to protect your personal details. For example, our computer is protected and routinely monitored.
How long we keep personal information
We will only keep personal information for as long as we have a valid reason for keeping it. After that, we delete or dispose of the information securely.
We keep personal information about tenants for two years after the satisfactory completion of the tenancy agreement.
We do no keep prospective tenants information if an agreement is not signed.
You have a right to know what personal data we hold, who we acquired it from, how we process it, the logic involved in any automatic processing, and who we disclose it to.
You have a right to ask us not to process your personal data for direct marketing purposes unrelated to your tenancy agreement.
You have a right to ask us not to make decisions based solely on the automatic processing of your personal information.
You have a right to ask us not to process your personal information in a way that is likely to cause unwarranted and substantial damage or distress.
You have the right to request access to any of your personal data we hold, information about how and why it is processed, and to whom it may be disclosed.
You have a right to ask us to erase your personal information.
These statutory rights are qualified by exceptions and exemptions.
To exercise any of these rights, please contact us using the address below.
You can find out more about your rights from the Information Commissioner, who regulates data protection and privacy.
Changes to this policy
© A P Heywood Property. All rights reserved 2015.