PRIVACY NOTICE
Abode2let is a Lettings and
Property Management Agent and this Privacy Notice explains how we use the
information we collect about you when you register or make an application
through this office. We are committed to comply with the requirements of all
applicable data protection laws and to ensure all our partners and employees
comply with the legislation.
For the purposes of the
legislation the data controller is Abode2let of 74 Pensby Road Heswall Wirral Merseyside CH60 7RE.
We collect information about
you when you complete an application form to let one of our properties or when
you register your property to let and/or manage through our Agency. You may
also give us personal details by communicating with us by phone, email or
otherwise. In addition, we may collect further information, (for example, proof
of identity and nationality, details of your employment, current residence and
energy suppliers, information from your accountant) as necessary to provide our
services and to deal with your queries.
The data we collect and the way
we use that data is detailed below.
1. Personal data collected
in connection with the Tenant’s application including: -
• Full name, address,
previous addresses, employer’s details, accountant details if self-employed,
pension provider, date of birth, driving license no, national insurance no,
marital status, contact details- phone and email, benefits details, criminal
convictions, county court judgements, bankruptcy proceedings, next of kin
details, current and previous landlords,
• Other documents required
to confirm legal status and to demonstrate that there is a right to rent- (copy
of guide listing acceptable documents is attached to the application form.)
• Credit searches,
references from both previous landlords and employers, bank statements,
guarantor’s details, letters/ mail from clients, utility companies etc.
• Other personal data such
as bank account details, paid/unpaid rent.
This personal data is used
to process your application, ensure your suitability as a tenant, confirm your
legal status as a tenant and demonstrate there is a right to rent, comply with
our legal obligations, and to provide you with our services in relation to
lettings and property management
We share this data for the above purposes with the following:
•
• Management
Companies
•
• Accountants,
lawyers and other professional advisers
•
• Landlords
•
• Contractors,
sub-contractors and other service providers
•
• Office staff
•
• Credit
Referencing Agencies
•
• Debt Collection
Agencies
•
• Tracing Agents
•
• New/previous
landlords/agents
•
• Employers
•
• Any other
referees
•
• Utility
Companies
•
• Third party
tenancy database providers, such as Insurance Database Services Limited
2. Personal data relating to
Landlords including: -
Full details of the
landlord, including address, contact information, bank details, all information
regarding the property including utility suppliers, risk assessments, service
contracts
This personal data is used
in processing your registration,
providing you with appropriate information and in connection with the
provision of services in relation to lettings and property management to both
landlords and tenants
We share this data for the
above purposes with
•
• Gemini (our
software programme) which is password protected
•
• The Bank used
by the business
•
• Parallel ICT
•
• Company accountant, lawyers and other
professional advisers
•
• Contractors, subcontractors and other service
providers
•
• Tenants
•
• Office Staff
•
• Utility
Companies
3. Personal data contained in documents relating to the properties and
the provision of services to landlords and tenants including: -
•
• Documents
relating to the property such as Gas safety certificates, PAT tests, Electrical
Condition Reports all of which may contain personal data.
•
• Records
relating to the tenancy including records relating to any breaches of the
agreement or non-payment
This personal data is used
in connection with providing our services in relation to lettings and property
management to both landlords and tenants.
We share this data for the
above purposes with
•
• Landlords and
Tenants
•
• Contractors,
sub-contractors and other service providers
•
• Management
Companies
•
• Office staff
•
• Parallel ICT
•
• Gemini
•
• Accountants,
lawyers and other professional advisers
•
• Utility
Companies
Lawful Justification
Our lawful basis for processing
this data is that it is necessary to allow us to perform our contractual
obligations or that it is necessary for our legitimate interests.
Disclosure
We may pass your personal
details to organisations and persons in connection with our business and where
we are required to by law. For example, credit reference agencies and other
companies for use in credit decisions, fraud prevention and to pursue debtors,
the land registry, debt collection agencies, utility companies and government
agencies if we are under a duty to disclose or share your personal details in
order to comply with any legal obligation or to defend or exercise our legal
rights.
In addition, we may pass your
personal details to our agents and sub- contractors who will attend to the
continuity of energy and service supply. They in turn may pass your personal
details on to selected third party service providers to enable them to provide
you with energy and other utility services that you request.
Marketing
We also use your personal
details:
- to tell you about other goods
and services that we offer that are similar to those that you have already
asked us to provide or have enquired about
- to provide you or permit
selected third parties to provide you with information about goods or services
we feel may interest you by email or post.
Data Retention
We delete data in accordance
with our record retention policy which aims to ensure we only hold data for as
long as necessary for the lawful purposes for which the data is processed.
Access to the data held by
us or raising a concern
Under the 1998 Act and GDPR you
have certain rights including: -
- To be informed how we use your
personal data (as set out in this Privacy Notice)
- Access certain information held
about you. You can expect a response within 1 month of a request.
- Restrict processing in certain
circumstances
- Object, rectify, block in
certain circumstances
- The right to erasure, or right
to be forgotten where there is no compelling reason for continued processing of
personal data
- The right to data portability
- The right not to be subject to
certain decisions based solely on automated decision making
Please send any requests or
concerns regarding the data we hold to: lettings@abode2let.com