Your Landlords/Letting Agents Disclosing of Privacy Information in accordance with General Data Protection Regulation (EU) 2016/679 as applicable from the 25th May 2018
IMPORTANT INFORMATION FOR PROSPECTIVE AND CURRENT LANDLORDS
Upholding the highest values, we wish to take this opportunity to inform you how we hold Landlord information, why we hold it and to inform you of your rights with regards to the information we hold in compliance with General Data Protection Regulation (GDPR). The only data stored is data you have provided to us to market your property for rent or manage your property, or data required so we can process rental payments on your behalf. Such data is held securely using password and data encryption techniques. All data is held securely at UK locations.
Lets keep it simple in this document if we say “We”, Us” or “Our” this means homes4harrogate Ltd. If we say “You” or “Your” this means the landlord and your representatives. If you wish to proceed with a lettings service, you MUST sign below otherwise we can progress no further. Third parties’ means other persons, companies, organisations that may need to be contacted or engaged so we may effectively manage a tenancy or market a property for let.
Why do we collect and retain information on you?
In order for us to provide a service to you we are required to obtain information, without such information we may not be able to perform our duties in terms of contractual and legal requirements of marketing or managing a property for you.
Examples of information we collect and retain
All data provided by you in your Terms of Business form is kept – Without such we cannot effectively manage or market your property.
Such personal and sensitive information includes Your name, address, nationality, Date of Birth. National Insurance number, Contact Numbers and email address, Photo ID. Financial information such as bank details are also retained.
To ensure we can effectively market or manage your property we may be required to share this information with third parties. For instance
- Property software systems – Thesaurs
- Contractors – EPC providers, gas engineers for access prior to a tenancy starting to comply with legal requirements. Also for any remedial works you have asked us to attend to.
- Third party utility providers to provide the Council and Utility providers of the end of your responsibility for payment of these items – Tenantshop
- Tenants – where you self manage a property your details will be provided to your new tenants. Some or all of your details will be put on the AST’’s for all tenancies regardless of service provided.
- Deposit registration – for registration of all deposits some of your details will be supplied to the deposit registration scheme – TDS Custodial
- Paperless systems – your information may be shared vis Docusign for electronic signature of documents.
Where requested -. Such information may further be shared with third parties such as providers of services that you may be interested in (Insurance broker, Mortgage broker and third-party suppliers such as Rent Guarantee providers).
Financial Information – Such as your payment details so rental payments maybe processed.
Ending a tenancy – Should so be required such information may be passed to third parties to lawfully bring a tenancy to an end. Third parties may include Deposit Schemes, Solicitors, Courts, Debt Collectors, Council Tax, Department of Works and Pensions, Providers/suppliers who may require final readings/exit dates
When will information you hold be deleted?
Records shall be retained for a maximum of 5 years after the tenancy on your property has ended.
What happens if you change the way you use my information
In the event we change our working processes or obtain additional information not covered by this privacy agreement we shall inform you within 30 days before we change our processes, such may arise as an example, legislation may change, and the agent may be required to disclose details not previously required.
You have the right to withdraw your consent. You have a right to see the information we hold, update it, change it and delete it
To assist us with your query in the first instance please contact our Data Controller. Please be specific in what you are asking us to do and why you wish us to do such. Provided such does not compromise our requirement to fulfil our obligations we shall assist accordingly. In the event we are unable to fulfil your request we shall inform you as to why and what further complaint procedures are available to you. Such as your right to contact the Information Commissioner’s Office, for contact details see www.ico.org.uk
Any questions relating to this notice and our privacy practices should be sent to firstname.lastname@example.org or phone 01423 529250
You Data controller is Sarah Johnston of homes4harrogate Ltd
Our ICO registration Number ZA270570
Our Address is 19 East Parade, Harrogate HG1 5LF