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 TENANTS
Upholding the highest values, we wish to take this opportunity to inform you how we hold Applicant and Tenant 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 process an application for a tenancy, or data required so we can process an application for or manage/end a tenancy on your behalf. Such data is held securely using password and data encryption techniques. All data is held securely at UK locations.
Let’s keep it simple in this document if we say “We”, Us” or “Our” this means the Landlord/Letting Agent. If we say “You” or “Your” this means the Applicants, Tenants and your representatives. If you wish to proceed with a tenancy application, 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 application for a tenancy.
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 processing an application for or managing a tenancy for you.
Examples of information we collect and retain
All data provided by you in your Tenancy application form and information provided by your referees are kept – Without such, we cannot make an informed decision to grant you a tenancy.
Such personal and sensitive information includes Your name, address, employment details such as payroll, nationality, Date of Birth. National Insurance number, Contact Numbers, Photo ID. Financial information such as bank details and banking statements may also be retained
To ensure we can effectively vet your request for a tenancy we may be required to share this information with third parties. For instance
- Referees as specified by yourselves
- External vetting Agencies such as credit bureaus.
- External referencing agents
- Where required we may seek rental guarantee or and legal protection cover insurance
- We are legally obliged to verifying “Right to rent” of all occupants as required by the Immigration Act
- Processing of Housing Benefit, Universal Credit or similar applications
Where a Tenancy is granted -. Such information may further be shared with third parties such as providers of services that may be required for you to enjoy your home (Council Tax, Utility Providers and third-party suppliers such as Gas Safety Engineers, plumbers, electricians, maintenance/tradesmen and other such parties as and when required to ensure we provide a quality experience when renting from us ), property software systems in order to draw up tenancy agreements and passed to self-managing landlords where we do not manage the tenancy.
Financial Information – Such as your payment details so payments may be processed.
Ending a tenancy – Should so be required such information may be passed to third parties as an example for your next landlord reference or 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?
In the event, a tenancy is not granted such shall be deleted 12 months after your application has been withdrawn or declined. Where a tenancy is granted such shall be retained for a maximum of 5 years after the tenancy 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 the landlord sells the property to a new Landlord, or legislation may change, and the property owner/ agent be required to disclose tenant 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 email@example.com 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