This policy informs you what information we hold about you as you are one of our Customers and how we treat the information thereafter.
The Data Protection Officer.
Stuart and Partners Ltd, 2-3 Palmerston House, Sydney Road, West Sussex
For the sake of this policy document we use the words “us”, “we” and “our”. These words refer to Stuart and Partners Ltd and Contractors acting on its behalf.
Information we may hold:
We will endeavour to only collect and hold personal information we need from and about you, most of which we be collected directly from you but we may also obtain information from other people or organisations if you have given permission for them to share it with us. This could include the Local Authority, your previous Landlord, your Managing Agent etc.
We will hold information to identify you e.g.: name, address, passport, telephone number, email, bank details etc. This is generally referred to as personal data.
We will possibly also hold information about your ethnic origin, religious beliefs, health information etc. This is generally referred to as sensitive personal data and shall only be collected if there is a clear need to do so, for example to ensure we can provide you with correct service and support for your given circumstance.
Why do we need your data?
In order that we can carry out our duties as a Letting Agent, we have the need for your personal data in order to but not limited to the performance of the Tenancy Agreement and Management Agreement.
We are legally required to hold information for Tenants under the “Right to Rent legislation”. Other legitimate interests include the following list (not exhaustive):-
- Passing the names of new Tenants to utility companies.
- Seeing references which were provided to Letting / Managing agents.
- Disclosing details of a Tenant who has left leaving rent arrears to a tracing agent or debt collector.
- Passing on former Tenants forwarding address to utility companies.
- Providing Tenants contact details to Contractors when works need to be carried out.
- Liaising with joint Tenants over rent arrears owed by other Tenant.
- Informing Guarantors of rent arrears or any other breach of contract.
- We may record calls for training and quality monitoring purposes. All calls are deleted after six months.
We may use your information to send you newsletters and other helpful lettings-based information services.
Who will we share your data with?
We may sometimes be required by law to share information with enforcement or other statutory agencies, without your consent, for the purposes of:
- Crime prevention or detection or matters of national security
- Taxation/fraud reasons (including housing fraud)
Our web site:
If you choose to complete any of our online form’s we will need some personal information to allow us to deal with your enquiry. This information will be used only for the purpose for which you provided it.
No personal information you’ve given us will be passed on to third parties for commercial purposes. We will treat any personal information you may have provided in accordance with the provisions of the General Data Protection Regulation 2018 (GDPR).
How long do we keep your data?
We have a policy to destroy/delete your data as soon as possible after it is not needed anymore. Typically, seven years after the end of your tenancy/management.
What are my rights?
You have the right to obtain access to your personal data we hold. You have the right to obtain this information free of charge once you have made a formal written request to us. You may be asked for proof of your address and identity. A reasonable fee can be charged but only where a request is manifestly unfounded or excessive, especially if it is repetitive.
You have the right for us to rectify any mistake that has been made in relation to the data we hold about you. Should this occur we shall inform any third parties who have received the data of the rectification.
You have the right to erasure. You can request the right to have your personal data erased and to prevent processing in specific circumstances:
- Where the personal data is no longer necessary in relation to the purpose for which it was originally collated/processed.
- Where the individual withdraws consent.
- When the individual objects to the processing and there is no overriding or legitimate interest for continuing the processing.
- The personal data was unlawfully processed
- The personal data must be erased to comply with a legal obligation
You have the right to data portability. This allows individuals to obtain and reuse their personal data for their own purposes across different services, allowing them to move or copy or transfer personal data easily.
If you feel like we are not processing your data in line with the law, you can complain to the following governing body:-
The Information Commissioner’s Office
Cheshire SK9 5AF
Helpline 0303 123 1113