Your contact details are private and we are committed to protecting them.
We promise to:
- only use information you give voluntarily
- encrypt, transmit and store your information in secure systems
- only permit access to authorised personnel
- never pass your information to another party without your consent
- not disclose any information we have gathered about you or your business
- correct inaccurate information when alerted
- delete your information at your request or once any contract is terminated.
GDPR
In line with the General Data Protection Regulations (GDPR) effective from 25 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. Please note that by issuing this notice we do not commit ourselves to giving you a tenancy.
For further details please see the standard version of our privacy notice which forms part of this notice. This can be viewed at http://www.rla.org.uk/standard-privacy-notice. A hard copy is also available upon request.
We need information about you as a prospective tenant and any guarantors. Information we collect, hold, and use about you:
- Identity and contact details
- Personal and background information
- Your next of kin
- Bank details
- Car registration details (if any)
- Your university/college course (if any)
- Your employment (if any)
- Tenancy and deposit information
- Land Registry checks on property address
- Credit checks
- Rent and other payments including arrears
- Repairs and complaints
- Welfare Benefits (if any)
- Correspondence emails and records
- Audio and CCTV recordings (if any)
- Council tax, water charges, and utility information
This information is collected from you via an application form and from third parties. Additionally, we may undertake credit or similar checks to obtain information about you or request a reference from existing/former landlords, employers, etc.
Information may be collected by email, telephone, post, in person, or other digital formats. It may be shared with:
- Joint tenants (if any)
- Guarantors (if any)
- Tenancy deposit protection body
- Insurance companies, e.g. if we take out rent insurance
- Internet and email providers
- The Home Office (relating to immigration/right to rent checks)
- Utilities and water companies
- Letting and managing agents
- Other landlords, e.g. for references
- Contractors and suppliers
- Debt collectors and tracing agents
- Professional advisers
- Next of kin (in an emergency)
- Public and local authorities and regulatory bodies
Your information is stored in an electronic form on a computing device and in hard copy form in manual filing systems. We keep information for 12 months if the tenancy does not go ahead or for 7 years from the date you vacate a premises.
We require 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, your application for a tenancy cannot proceed.
We require this information:
- 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 or guarantor.
- 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 right 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)
- restrict processing
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 except when a legitimate enquiry in connection with a financial loss is made by any party, or legal action considered.
Your data may be used and shared for this purpose under legal obligations and legitimate interest.
Complaints
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:
Information Commissioner
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire