This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post
PO Box 2124, HOCKLEY, Essex, SS5 9AH, GB
Telephone
01702 233064
What information we collect, use, and why
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Any other personal information required to comply with legal obligations
- The right to rent
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for legal requirements are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
- Directly from you
- Councils and other public sector organisations
- Credit reference agencies
How long we keep information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to comply with legal, regulatory, accounting and business requirements.
When information is no longer required for active business purposes, it may be securely archived with restricted access. Archived records are reviewed periodically and retained in accordance with our retention schedule.
Typical retention periods include:
• Tenant, landlord and tenancy records – up to 6 years after the end of the tenancy or business relationship.
• Financial and accounting records – 6 years from the end of the relevant financial year.
• Right to Rent documentation – for the duration required by applicable immigration legislation and guidance.
• Enquiries that do not result in a tenancy or business relationship – up to 12 months after the last contact.
• Complaint records – up to 6 years after the complaint has been resolved.
In some circumstances we may retain information for longer where required by law, where there is an ongoing dispute, claim, investigation or legal proceedings, or where we have another legitimate reason to do so.
At the end of the applicable retention period, personal information is securely deleted, destroyed or anonymised.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Others we share personal information with
- Professional or legal advisors
- External auditors or inspectors
- Professional consultants
- Organisations we’re legally obliged to share personal information with
- Emergency services
- Debt collection agencies
- Other relevant third parties:
- Sub contractors
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: [email protected]
You can view our data complaints procedure at this link: Read the Data Complaints Procedure
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint