Privacy notice for renters

How do we look after your data?

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We'd like to explain what information we collect, when we collect it and how we use it. 

When you apply to be one of our tenants, and during the course of your tenancy, we will process personal data (which may be held on paper, electronically, or otherwise) about you and any guarantor. We will treat it in an appropriate and lawful manner, and want to be open with you about how we handle your information. 

Smith Lettings 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 , as amended, together with any UK laws which come into force about data protection in the future.

Data Protection Officer

Our Data Protection Officer is Suzanne Smith, and you can send any about this notice and our privacy practices to her directly on this email address: suzanne.smith@smithlettings.co.uk.

When do we collect information about you?

We collect information about you from your application for accommodation and any other information you provide to us or our agents, including by email, text or message, and notes taken during telephone conversations.

What information do we collect?

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(s) 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, email address, telephone number, date of dirth, 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, 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. 

 

How do we use your information?

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;

  • enable us to supply you with the services and information which you have requested;

  • help you to manage your tenancy;

  • 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; 

  • analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;

  • 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.

 

Who may we disclose the information to?

The information you provide to us will be treated by us as confidential.

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:

  • 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, 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 or any other relevant person or organisation in connection with this.

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 consent.

Your information will only be stored within the UK.

When you give us information, we take steps to make sure that your personal information is kept secure and safe. 

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 we have with you.  We will delete any data we hold on prospective tenants and any guarantors if their application to let one of our properties is not successful. 

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 us at suzanne.smith@smithlettings.co.uk.

Should you wish to complain about the use of your information, we would ask that you contact 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 our use of your information.  

The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.