Personal Data Privacy Notice
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, electronically, or otherwise) 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?
Knighton Lettings Limited at 69 Calais Road, Burton on Trent, Staffordshire, DE13 0UJ, we 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.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZB620361 and We are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Amanda Patel.
Any questions relating to this notice and our privacy practices should be sent to Amanda Patel, Email: team@knightonlettings.com, address: 69 Calais Road, Burton on Trent, Staffordshire, DE13 0UJ, Telephone number: 07956 969 277.
How We collect information from you and what information I collect
We collect information about you from:
- From your application for accommodation
- other agents or landlords
- Search engines websites and social media
- Immigration & Right to Rent checks
- Third parties including Guarantors, local authorities and public bodies, police etc.
We collect the following information about you:
- Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, name of university or college where you are studying (if applicable);
- Tenant name, email address, telephone number, 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);
- Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
- Property address; term, rent, deposit, utility and service responsibilities;
- The employment status of tenants and/or guarantors, 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 and prospective tenants, including account number and sort code, any CCJs, credit status, and any hire purchase/loan agreements/credit cards or store cards that you have; and
- Any welfare benefits that you may be eligible for, or are currently on
- Immigration status and Right to Rent checks
- Rent and other payments
- Recovery of arrears, claims or possession proceedings
- Repairs/health and safety/housing conditions
- Breach of tenancy terms/nuisance/anti social behaviour
- Council Tax Liability
- Water charges payable
- Utilities and services provided
- Termination of tenancy
- Audio & CCTV recordings (if any)
- Complaints
- Insurance
- Health or disability
- Emails, texts and other communications and via our website (where we operate one)
- Website and online portal information
Why We need this information about you and how it will be used
We need your information and will use your information:
- to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
- to enable us to supply you with the services and information which you have requested;
- to help you to manage your tenancy;
- to carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
- to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
- to contact you in order to send you details of any changes to our suppliers which may affect you; and
- for all other purposes consistent with the proper performance of our operations and business.
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 our behalf, within the UK and EEA.
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 enter into a joint venture with or merge 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;
- If you request so, your information shall be disclosed 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;
- If you are unable to make payments under your tenancy (including utilities), 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.
- public and government bodies (including those who administer benefits, such as the Department for Work and Pensions or the local authority); courts; police and law enforcement agencies; taxation authorities; local authorities in relation to Council Tax and regulatory functions
- We may supply contact details to tradespeople where necessary.
- Letting and managing agents, freeholders; and any future owner of the property.
- Tenancy deposit schemes
- Next of kin etc., e.g. in an emergency
- Where you have a tenancy jointly with someone else or there is a guarantor for your tenancy, as necessary, we will share information either with the joint tenant or the guarantor (or both). This relates to your performance of your responsibilities under the tenancy agreement including information about any rent arrears or other breach of the tenancy terms. It can also relate to issues around the termination of the tenancy and any claims we may have as a result.
Unless required to do so by law, We will not otherwise share, sell or distribute any of the information you provide to us without your consen
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA
Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.
- All physical files are kept locked at all times.
- Keys are locked in secure key cabinet.
- Passcode protection on mobile devices.
- Password protected CRM system.
- antivirus software used and kept up to date.
- DocuSign for secure contract signing.
- Password protected files.
- Personal information never released over the phone.
- Only allow relevant employees access to personal data.
- Securely dispose of any data that is no longer required, whether stored digitally or in hard copies.
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.
Our full retention schedule is available from Amanda Patel, Email: team@knightonlettings.com
Your Rights
You have the right at any time to:
- ask for a copy of the information about you held by us in our records;
- require us to correct any inaccuracies in your information;
- make a request to us to delete what personal data of yours we hold; and
- object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact me/us at team@knightonlettings.com
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:
England:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Scotland:
The Information Commissioner’s Office
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk
Wales
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk
Northern Ireland:
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk
The accuracy of your information is important to me – please help me/us keep my/our records updated by informing me/ us of any changes to your email address and other contact details.