Our contact details:
Name: Helen Powell
Address: 6a The Causeway, Godmanchester, Cambridgeshire. PE29 2HA
Phone Number: 01480 433933
The type of personal information we collect
We currently collect and process the following information:
This may vary according to your relationship with us:-
Full name, date of birth, address, email addresses, telephone numbers, business name, job title, profession, employment status, bank details, national insurance number, nationality, bank statements, forms of identification (passport, driver’s licence)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Referencing the Tenant and carrying out Right to Rent checks
- Communicating with the Tenant(s) on matters relating to the tenancy. This may include responding to emails, letters, texts or phone calls from you.
- Communicating with the Landlord(s) on matters relating to the tenancy. This may include responding to emails, letters, texts or phone calls from you.
- Verifying a landlords identity & ownership of the rental property.
- Performing Money Laundering Checks
We also receive personal information indirectly, from the following sources in the following scenarios:
The 3rd party referencing company we instruct to do the tenant reference
The Governments Right to Rent Service
We use the information that you have given us in order to
Deal with all matters relating to the tenancy, perform our right to rent checks & perform our money laundering checks
We may share this information with our appointed referencing company, our maintenance contractors & your landlord.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting firstname.lastname@example.org
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We have a legitimate interest.
We collect the information required direct from yourself, we do then carry out credit checks.
We do this in order to verify the individual
Ensure they are acceptable to rent the property.
We are required by law to do right to rent checks, for more information please visit www.gov.uk/check-tenant-right-to-rent-documents
We are required by law to do Money Laundering Checks, for more information please visit www.gov.uk/government/publications/money-laundering-regulations-2007-supervision-of-estate-agency-businesses
We may pass your personal details to our maintenance contractors to perform repairs/services on the property throughout the tenancy. Also, information may be shared with the Landlord and other Agents, credit and referencing agencies, Local Authorities, utility and water companies, Police, tracing agents, our legal representatives, solicitors, and mortgage lenders, maintenance contractors, utility switch over companies, chartered surveyors, estate agents.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
The Tenant will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and the Tenant will always have the opportunity to opt-out.
How we store your personal information
Your information is securely stored.
We keep all personal information obtained for a minimum 6 years. We will then dispose your information by removing the information from our system.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
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, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com, 01480 433933 or 6a The Causeway, Godmancheter, PE29 2HA. If you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk