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RENT RENT RENT LETTINGS LTD PRIVACY POLICY

This Privacy Policy has been updated in March 2018 and aims to satisfy the General Data Protection Regulation (GDPR) which comes into force on 25th May 2018.

INTRODUCTION AND SCOPE

This policy has been developed to provide you with a full understanding of how we use the personal information you provide to us. It aims to set out the legal basis upon which we will process your information and the details of any third parties with whom we share it with and why.

The Data Controller

RentRentRent Lettings Ltd is defined as the Data Controller and is registered with the Information Commissioners Office (ICO) under registration number Z1897294. We comply fully with the Data Protection Act (DPA) 1998 and the General Data Protection Regulation (GDPR) 2018. Contact details are:

Rent Rent Rent Lettings Ltd

Northgate Business Centre

38 Northgate

Newark

NOTTS

NG24 1EZ

Tel 01636 642850

www.rentrentrentlettings.co.uk

info@rrrlettings.co.uk

Personal Information

The Information Commissioners Office (ICO) defines ‘personal data’ as data which relates to a living individual who can be identified –

(a) from those data, or

(b) from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller,

and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual.

Sources of Information

Most of the information we collect about you will be personal information that you have voluntarily provided to us, for example, when you complete an Application Form. Other sources from whom we may obtain your personal information will be detailed in this Privacy Policy

We do not collect any information automatically.

HOW WE PROCESS YOUR PERSONAL INFORMATION

In processing your personal information, we aim to deal with your information fairly and lawfully and in a way that you would reasonably expect. In majority of cases we process your information to carry out our contractual obligations because you have asked us to do something. There are instances where we will need to gain your consent for processing your personal data, other times we will do so without consulting you because we are required to do so by Law.

This Policy aims to identify:

What information is being collected?
Who is collecting it?
How is it collected?
Why is it being collected?
How will it be used?
Who will it be shared with?

We take every reasonable measure to prevent any unauthorised access to and use of your personal data. Our staff and those working for our agents and contractors maintain a responsibility to keep your information confidential and will only use it to offer products and services relative to your enquiry or relationship with us.

If You Ring Us

We will ask for your name, telephone number and possibly your email address in order that we can contact you to respond to your enquiry. Our legal basis for processing your information is contractual and we will not pass on your personal information to any third party unless you have given us your consent. In addition, we may seek your consent for us to retain your contact details, so we can contact you with details of additional products, services or properties that may be of interest to you. You do not have to give your consent and you can withdraw your consent at any time.

If You Visit Us

If You Email Us

We will use the information provided by you to deal with your enquiry. Our legal basis for processing your information is contractual and we will not pass on your personal information to any third party unless you have given us your consent. In addition, we may seek your consent for us to retain your contact details, so we can contact you with details of additional products, services or properties that may be of interest to you. You do not have to give your consent and you can withdraw your consent at any time.

If You Contact Us Through Our Website

If You Contact Us Through A Third Party

If You Ask Us to Come and See You

Pre-Application Authorisation

There are times when we may need to approve your circumstances with the Landlord prior to you completing an Application Form for a Property you are be interested in. To enable us to do this we will ask for your employment status, job role, salary, adverse credit history, date you are able to move in and details of any pets/children. We will ask for this information for each person to be named on the Tenancy Agreement and/or over the age of 18. Our legal basis for processing your information is contractual in dealing with your enquiry and we will not pass on your personal information to any third party unless you have given us your consent. We will advise you as soon as we have a response form the Landlord and will give you a reason for any decision that has been made. You do not have to provide this information and it will not have any bearing on your application however, it may speed up the application process and give you some indication of its likely success before you apply.

If You Instruct Us to Manage A Property for You

We will ask you to complete a Property Owners Form and sign a Management Agreement which includes information such as:

Property Owners name, address, telephone number, email address
Alternative contacts name, address, email, telephone numbers
Alarm Code/Security details/Warranties for appliances
Leasehold Information/Letting Constraints/Letting Value and any Covenants
Mortgage information – inc Statement, permission to let property
Maintenance Instructions
Insurance Information
Bank details for rent payments
Accountants/Solicitors details

We use the information obtained from you to carry out our contractual obligations as set out in our Management Agreement. We will only share your information with those third parties required to meet our obligations as set out in our Agreement and our legal basis upon which we process your information is contractual.

In addition, there are certain legal requirements that we must fulfil and to do so we require the following information:

ID and Proof of Address – such as Driving License and utility bill
Identify the legal ownership of the property from the Land Registry which is available from the public domain
Your Country of Main Residence

The legal basis upon which we process your information is our legal obligation to adhere to Money Laundering Legislation and any requests made by HMRC.

In addition, we may seek your consent for us to contact you with details of additional products, services that may be of interest to you. You do not have to give your consent and you can withdraw your consent at any time.

If You Apply for A Property

We will ask each person over the age of 18 to complete an Application Form which asks for the following information:

Your name, email, telephone number(s), current and previous addresses and DOB
Your employment status, employer’s details, salary/income, wage slips
Bank details, details of any adverse credit history, bank statements
Current and previous landlord name and contact details
Proof of ID, Utility bills, NI Number, passport number, next of kin
Marital status, details of any children, pets and if you are a smoker.

We need the information detailed on the application form in order that we can make decisions about your suitability to rent a property.

We will provide a copy of your application form to the Landlord of the property of which you are applying (usually by way of email).

Once we have received written approval from the Landlord we will provide your email address to a company called Homelet who will contact you by email to complete an online application

Once Homelet has processed the information you have provided them they will provide us with a summary detailing your suitability as a tenant. We will share the summary information with the Landlord of the property to gain their final approval to offer you a tenancy. There are instances where we will contact your employer and/or Landlords ourselves in order to ascertain the same information that Homelet would normally do.

We will not pass your details onto any other third party other than those detailed in this document or the Application Form in order that we can carry out our contractual obligation in processing your application.

Our legal basis for processing the information in your application form is contractual on the basis you have applied to be a tenant for a property.

In addition, there are certain legal requirements that we must fulfil and in order to do so will require the following information for the purposes set out below:

Proof of Immigration Status - such as Passport, National Identity Card or other documentation to fulfil the requirements of the Landlord as set out by Immigration Act 2016
Your name, email and telephone number to pass onto The Deposit Protection Service to ensure the Landlords obligations are met in relation to the Deposit received.

Our legal basis for processing the above information is our legal obligation to adhere to the legislation set out in Law.

If your application is successful we will notify you initially by telephone to agree a move-in date and contracts will be prepared and a formal offer of tenancy will be sent to you for your signature(s).

If your application is unsuccessful we will notify you in writing as soon as practically possible setting out the reason(s) for our decision.

Once You Enter into A Tenancy Agreement - Tenants

We will retain copies of your application form which contain all the information you have previously provided to us including any subsequent references, reports or summaries that we have been provided with from third parties during the application process. We keep this information so we can use the information to effectively manage your tenancy. In addition, we will retain all legal documentation (paper copy & electronic) relating to your tenancy such as, but not exclusively:

Tenancy Agreement and Appendices, Notices Served, Guarantor Deed (if applicable), Prescribed Information relating to Tenancy Deposit
Inventory, Signed Advice sheets and Declarations
Copies of correspondence sent to you or your Guarantor (verbal, written and electronic)
Copies of correspondence received from you or your Guarantor (verbal, written and electronic)
An Electronic Log detailing any significant activity relating to you or your property
Meter readings pertaining to the dates you moved into the property.
We will keep key dates relating to your tenancy in our Property Calendar
Immigration documentation provided by you as required by the Immigration Act 2016
Any forwarding addresses provided by you once the Tenancy has come to an end.

In addition, we will also do the following:

We provide your name, address, email and telephone numbers to our Third-Party Contractors, so they can contact you to carry out any repairs/maintenance/safety checks throughout your tenancy some of which are required by Law.
We provide your name, address, email and telephone numbers to any estate agent/surveyor/representative of Mortgage Lender wishing to carry out an appraisal of the property upon instruction of your Landlord.
We provide your name, telephone number and email to your Landlord in order that their obligations are carried out in accordance with Housing Law and the Tenancy Agreement.
We will provide your name, address, telephone number, email and forwarding address to any utility provider(s) who supplies the property to register you and to ensure that any outstanding bills on utility accounts are paid. We may also provide your name, address, telephone number and email to any third party intermediaries who we use to notify the utility provider(s).
We will provide your name, address, telephone number email and forwarding address to the Local Authority responsible for the property in order that they can correctly register you as living at the property for the purposes of Council Tax and to ensure that any outstanding bills are settled.
Contact your Guarantor (if any) to advise of any financial commitments that you have failed to meet including the payment of rent, outstanding fees, damage to property etc.
If you default on paying any rent the default may be recorded on a central database for defaulting tenants and that such default may affect any future application that you may make for tenancies, credit and/or insurance.
We may provide your personal information to any courts, debt collection agencies or tracing agents to trace your whereabouts and recover any monies you owe us, your Landlord or in connection with any utilities that are owed relating to the period of your tenancy.

Our legal basis for storing and processing the above information is contractual and to enable us to effectively manage your tenancy in accordance with contractual obligations.

There are certain aspects that we are required to adhere to legal obligations which we use as our legal basis for processing the information including:

We provide your name, property address, email and telephone numbers to The Deposit Protection Service (DPS) to register the deposit.
We will provide your personal data to Government Agencies or other organisations where we are required to do so by law.

In addition, we will seek your consent to pass your following information to The Tenant Shop in order that they can notify the relevant utility providers, water authority and local authority that you have moved into your new property:

Your name, address, email, telephone numbers, move-in/move-out dates and meter readings to The Tenant Shop to register you for Gas, Electric, Water and Council Tax.

In addition, we will seek your consent for The Tenant Shop to contact you to offer you additional products and services that may save you time and/or money. You do not have to give your consent and you can withdraw your consent at any time.

When Your Tenancy Comes to An End

The following information will be stored and processed, the legal basis being our contractual obligation:

Forwarding address, meter readings and end tenancy date provided to utility providers, water authority, Local Authority and the Landlord (if requested)
End Tenancy/Inspection Declarations
End Tenancy Date/Meter Readings

To fulfil our legal requirements, we will provide information to The Deposit Protection Service as required by them to enable the repayment of any Deposit balance to be repaid to you. Our legal basis for processing this information will be our legal requirement under Housing Law. We will also provide them with details (including description and pictures) as evidence detailing any dilapidations highlighted during or at the end of tenancy inspection.

We may provide your personal information to any courts, debt collection agencies or tracing agents to trace your whereabouts and recover any monies you owe us, your Landlord or in connection with any utilities that are owed relating to the period of your tenancy.

If You Apply To Be A Guarantor For A Tenancy

We will ask you to complete an Application Form which asks for the following information:

Your name, email, telephone number(s), current and previous addresses and DOB
Your employment status, employers details, salary/income, wage slips
Bank details, details of any adverse credit history, bank statements
Proof of ID, Utility bills, NI Number, passport number

We need the information detailed on the application form to make decisions about your suitability to be a Guarantor for the Tenancy to which you are applying.

We will provide a copy of your application form to the Landlord of the property of which you are applying to be a Guarantor (usually by way of email).

Once we have received written approval from the Landlord we will provide your email address to a company called Homelet who will contact you by email to complete an online application

Once Homelet has processed the information you have provided them they will provide us with a summary detailing your suitability as a Guarantor. We will share the summary information with the Landlord of the property to gain their final approval to allow the Tenants Application to progress. There are instances where we will contact your employer in order to ascertain the same information that Homelet would normally do.

Our legal basis for processing this information is contractual on the basis you have applied to be a Guarantor for a Tenancy.

If your application is successful we will notify you initially by telephone to discuss and to arrange for the Guarantor Deed to be signed. If the Tenancy goes ahead, we will transfer all information relating to your application onto our system.

If your application is unsuccessful we will notify you in writing as soon as practically possible setting out the reason(s) for our decision.

Once You Enter into A Guarantor Deed

We will retain copies of your application form which contain all the information you have previously provided to us including any subsequent references, reports or summaries that we have been provided with from third parties during the application process. We keep this information so we can adhere to the terms of the guarantor deed. In addition, we will retain all legal documentation (paper copy & electronic) relating to you being a Guarantor for the Tenancy such as, but not exclusively:

Tenancy Agreement (if applicable)
Guarantor Deed
Copies of correspondence sent to you (verbal, written and electronic)
Copies of correspondence received from you (verbal, written and electronic)
An Electronic Log relating to the property detailing any significant activity relating to you.

In addition, we will also do the following:

We provide your name, address, telephone number and email to the Landlord in order that your obligations are fulfilled in accordance with the Guarantor Deed and/or Tenancy Agreement.
We may provide your personal information to any courts, debt collection agencies or tracing agents in order to trace your whereabouts and recover any monies you owe us or the Landlord.
Our legal basis for storing and processing the above information is contractual in order for us to effectively manage your tenancy in accordance with contractual obligations.

There are certain aspects that we are required to adhere to legal obligations which we use as our legal basis for processing the information including:

When A Tenancy Comes to An End – The Guarantor

We will contact you as soon as practically possible to advise if there are any outstanding financial commitments that have not been met by the Tenants for which you act as the Guarantor. We may provide your personal information to any courts, debt collection agencies or tracing agents in order to trace your whereabouts and recover any monies you owe us or your Landlord.

If you wish to obtain confirmation of the ending of your obligations and/or confirmation all financial commitments have been settled please contact us and we will be happy to provide this in writing to you.

If You Ask Us to Provide Your New Landlord With A Reference

There are times when we are asked to provide a reference to a future landlord. We will seek your consent for us to disclose information about you as a tenant and endeavour to send you a copy of the reference as part of the consent process to allow you to agree to us providing the information being requested.

You do not have to give your consent, however without it we will not be able to provide a reference. We reserve the right to charge an administration fee which will be for processing the request, logging the consent and providing the reference in the format requested.

GENERAL

How We Store Your Information

All paperwork is held in a property folder stored in our secure office. In addition, all electronic files (including all back-ups) are stored on our computer system which is password protected including all back-ups.

We take the security of your data very seriously and to ensure that it is not accessed by any unauthorised parties we ensure the following steps

All paperwork is stored in our locked office and files are only accessed by staff
All electronic information (back-ups) are password protection and only accessable to staff
Where passwords are used they are regularly changed to ensure
Data is stored within the EU as required by the GDPR

How Long Do We Store Your Information For?

We store information for a period of up to two years following the last interaction with us. After this time all electronic files are deleted, and all paperwork securely shredded.

Where Do We Store Your Information?

We will always store and process your personal information in the European Union or the European Economic Area ("EEA").

Third Parties

We will not pass your personal information to any third-party organisation for any reason unless set out in this policy or unless we have your prior explicit consent. It will not be used by us for any purpose other than that set out in this document.

We have carried out due diligence and all reasonable endeavours to ensure that all third parties with whom we share or store your information are fully compliant with The Data Protection Act (DPA) 1998 and the General Data Protection Regulation (GDPR) 2018.

We will enter into a written contract with all third parties with whom we share your information as set out in this document. The contract has been drawn up in accordance with the GDPR and guidance from the ICO and sets out in detail what they can and can’t do with your information that we provide to them. If you require further information on this please contact us.

Recording of Telephone Conversations

There are times when we feel it necessary to record a telephone conversation. We do this for the purposes of ensuring that we meet with our legal obligations and have a record of what has or has not been agreed. Any recording is stored in accordance with GDPR and is not disclosed to any third parties unless we are required to provide evidence detailed within the conversation recording.

Third Party Sites

Third party internet sites that you can link through to from our website are not covered by this Privacy Policy, so we accept no responsibility or liability for these sites. We would advise you to look at the respective Privacy Policies for the website you wish to access.

Information about children Under the Age of 18

We will request identification documentation from all individuals who will use the property as their main residence. We obtain this information for the purposes of the Immigration Act but do not process or pass any information onto any third party for children who are under the age of 18.

Changes to This Privacy Policy

We keep our Privacy Policy under regular review and we will place any updates on this web page. This Privacy Policy was last updated on 20th May 2019.

Access to Your Information And Correction

You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of the information that we hold about you please email info@rrrlettings.co.uk or write to us at Rent Rent Rent Lettings Ltd, Northgate Business Centre, 38 Northgate, Newark, NOTTS, NG24 1EZ. We reserve the right to make a small charge for this service depending upon what information you have requested and how frequently you do so.

We want to make sure your personal information is accurate and up to date. You may ask us to remove or correct any information you think is inaccurate.

Opting Out or Unsubscribing

If you decide you no longer wish to receive marketing material from us, you will find all communications contain an easy way to opt out from receiving future messages, such as a link through which you can unsubscribe. Alternatively contact us and we will be happy to remove you from our marketing list.

Your Right to Object

You have the right to object to us processing your information on grounds relating to your particular situation. Please contact us in the first instance to advise us if you wish to raise an objection.

Complaints

You have the right to lodge a complaint with a supervisory body.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.aboutcookies.org or www.allaboutcookies.org

How to Contact Us

Please contact us if you have any questions about this Privacy Policy

Email: info@rrrlettings.co.uk

Or write to us at: Rent Rent Rent Lettings Ltd, Northgate Business Centre, 38 Northgate, Newark, NOTTS, NG24 1EZ

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Northgate Business Centre
38 Northgate
Newark NG24 1EZ
Tel. 01636 642850
Fax. 01636 642801

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