Tenants - Privacy Notice
Personal data we collect and use
We collect the personal data needed for the purposes of providing you with an assured shorthold or commercial tenancy at one of our properties. Some personal details will be collected by an agent on our behalf.
- Your name, date of birth and contact details including your postal address, telephone number and email address
- Documentary proof of identity and the right to rent, such as a passport, driving licence, birth certificate or other permitted combination of documents
- A tenant reference relating to the prospective tenant and any guarantor containing checks of:
- Identity and contact details
- Previous residency
- Credit reference
- CCJs and bankruptcy
- Validation of bank details
- Employment and financial reference
- Overall tenant acceptance score
- Household breakdown
- Any applicable court orders / criminal convictions
- Your tenancy agreement
- Your tenancy account including any fees, deposits, rental charges and payments
- Payment card information, when you make a payment by credit or debit card
- Records of inspection of the property
- Records of maintenance of the property and its fixtures and fittings
- Personal data contained in communications about your tenancy
- Details of any insurances
- Energy reading, both at the start and end of the tenancy
- Forwarding address at the end of the tenancy
- Your communication and marketing preferences
- Your membership number and details of any membership cards if you present them
- Any other personal data you give us
How we use your personal data
- To handle your tenancy application, to liaise with you, to process payments, to arrange repairs and maintenance and otherwise manage the tenancy on the basis of a contractual obligation
- To check your right to rent, to manage your deposit with the deposit protection scheme and to manage gas, electrical and fire safety on the basis of a legal obligation
- To introduce you to third parties to whom you will be liable, such as utility companies and local authorities on the basis of our legitimate interests in minimising our liabilities and the legitimate interests of those third parties
If you are a member and present your membership card, we collect information and use it as set out in the membership section of our privacy notice
If you are a member or already a customer, we may use your personal data to send you information about other related products and services on the basis of our legitimate interest in developing our business
If you are not a member or an existing customer we may send you information about our products and services when you have consented to this
- We use non-identifiable information about our tenancies for statistical analysis and business planning, for instance to identify trends, to plan to meet future demand, to improve our services and to develop new ones. We do this on the grounds of a legitimate interest in continually improving our service to tenants
- To deal with communications including enquiries, complaints and compliments on the basis of our legitimate interest in managing our relationship with you
Who we share your personal data with
We will share your personal data with suppliers acting on our behalf, where we use them to help us meet our obligations in respect of your tenancy or occupation, including our legal advisers, maintenance contractors and, where any overdue amount is unpaid, a debt recovery agent. In such cases, our suppliers are data processors and may only use the data in line with our instructions and not for any other purpose.
The deposit protection scheme.
The agent who introduces you as a tenant is also a data controller. To see how they will use your personal data you should look at their privacy notice.
When you pay by credit or debit card we pass your card and payment details securely to our card payment service provider. We do not keep your card details.
When you pay by direct debit, we will share your payment details with the relevant banks.
We may share your personal data, where necessary, with our auditors, legal advisors and other professional advisors acting in their professional capacity, for instance, for the purposes of allowing us to exercise or defend our legal rights.
We may be required to share your personal data to comply with laws or with legal obligations, such as in response to a valid court order or to e.g. HMRC, or where we consider that there is a legitimate interest to do so, such as reporting details of a suspected criminal incident to the Police.
How long we keep your personal data
We will keep your personal data only for as long as is necessary for our purposes described in this notice, including where it is needed to comply with our legal obligations, to resolve disputes or to enforce agreements. This means we may keep your personal data for up to seven years after you end your tenancy, unless we are legally required to retain information for longer.
We do not keep credit or debit card details.