This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper and/or electronically) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who am I?
Hewitson Property Management, Red Hot Lettings, Letting Agents take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
I am notified as a Data Controller with the Office of the Information Commissioner under registration number HPM ZA229020, RHL ZA 229026
and I am the data controller of any personal data that you provide to us.
Any questions relating to this notice and our privacy practices should be sent to EA Hewitson, 71 Duke Street, Darlington. DL3 7SD
How we collect information from you and what information we collect
we collect information about you:
- From your application for accommodation
- From social media (Facebook, Twitter, etc.)
- From other media (e.g. newspapers in paper format and online)
- Darlington and District Private Landlords Association
Iwe collect the following information about you:
- Tenant name, e-mail address, telephone numbers Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable), vehicle details;
- Guarantor name, e-mail address, telephone numbers, Date of Birth, address, marital status, National Insurance Number, driver licence number, passport number, nationality, details of any County Court Judgements, bankruptcy or insolvency;
- Property address; term, rent, deposit, utility and service responsibilities;
- The employment status (current and previous) of tenants, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
- Bank account details of the tenant, including account number and sort code;
- If you smoke or have pets;
- Details of any County Court Judgements, bankruptcy or insolvency;
- Notices of eviction and eviction;
- Details of previous and pending criminal convictions and cautions, and if on bail;
- Next of kin details; and
- Any welfare benefits that you may be eligible for, or are currently on.
Why we need this information about you and how it will be used
Prior to the Tenancy
The prospective tenant and/or guarantor’s information will be used to carry out due diligence, including whether there are any money judgements against them, or a history of bankruptcy or insolvency, including being shared with credit and/or background agencies;
The tenant’s information will be used, and may be shared with law enforcement agencies, to assess any risk from any prospective tenant against the property, any other tenant, neighbours and/or the landlord or agent;
During the Tenancy
The tenant’s information will be used to undertake and perform our obligations and duties to the tenant in accordance with the terms of our contract with you for example by sharing with a contractor for the purpose of carrying out a repair or maintenance inspection;
The tenant’s information will be used to enable us to supply you with the services and information which you have requested;
The tenant’s information will be used to help you to manage your tenancy including for example to contact you about repairs, rent collection and general clerical/management duties and your information may be shared with third party service providers including software services for the purposes of management of the tenancy;
The tenant’s information will be used to notify the local authority or utility provider about this tenancy.
The tenant’s information will be shared with the guarantor in the event of rent arrears or any other breach of tenancy.
The tenant and/or guarantor’s information will be used when undertaking legal action with regard to rent arrears or tenancy breach
After you have left the property
The tenant’s information will be used to notify a local authority or utility provider about the end of the tenancy.
The tenant’s information will be used to provide a reference or details about the conduct of the tenancy with other landlords, agents, referencing services, credit reference bureaus etc.
The tenant and/or guarantor’s information will be used to pursue a debt or reasonably necessary to rectify any breach of the tenancy with third party providers including debt collection or tracing services
Your landlord or their agent will retain your information beyond the tenancy for as long as necessary or legally required for potential HMRC audits, potential local authority disputes (for example council tax) and Immigration Act (Right to Rent) investigations.
Sharing of Your Information
The information you provide to us will be treated by me as confidential and will be processed only by any third party, acting on my behalf, within the UK/ I/we may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
- If we utilise the services of an agent in managing our business, now or any time in the future;
- If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
- To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
- To carry out due diligence on you in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
- To carry out due diligence on you in order to determine if you own the property you are currently living in as the prospective tenant/guarantor;
- If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
- In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.
Unless required to do so by law or legitimate reason, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA
Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:
When you give me/us information I/we take steps to make sure that your personal information is kept secure and safe. All computers that hold your information are password protected, and access to these computers is limited to personnel who require access to undertake their specific duties.
How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract I have with you.
My/ our full retention schedule is available at #[insert where data subject can source retention schedule (e.g. website or in our office)].
You have the right at any time to:
- ask for a copy of the information about you held by me/ us in my records;
- require me/ us to correct any inaccuracies in your information; and
- make a request to me/ us to delete what personal data of yours I/ we hold.
If you would like to exercise any of your rights above please contact us at firstname.lastname@example.org
Should you wish to complain about the use of your information, I/ we would ask that you contact me/ us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/ our use of your information. The Information Commissioner’s contact details are noted below:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
71 Duke Street, Darlington, DL3 7SD
- Mon 9.00am – 5.00pm
- Tue 9.00am – 5.00pm
- Wed 9.00am – 5.00pm
- Thur 9.00am – 5.00pm
- Fri 9.00am – 5.00pm