Data Protection Policy – GDPR compliance
Who are we?
Ideal Urban Lettings Ltd at 71-75 Shelton Street, London, WC2H 9JQ 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 of 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 C1336643. We are the data controller of any personal data that you provide to us.
How we collect information from you and what information we collect?
We collect information about you:
- Via your tenancy application form for accommodation
- Via third party referencing agents
We collect the following information (where applicable):
- 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, 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.
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 analyze the information we collect so that we can administer, support and improve and develop our business and the services we offer;
- to contact you 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 us as confidential and will be processed only by any third party, acting on our behalf, within the UK.
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, 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 organization 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.
Security
When you give us information, we take steps to make sure that your personal information is kept secure and safe.
- We will hold your information on our internal SharePoint, until your tenancy had ended, after which it will be archived.
- We also keep your contact details in our contacts database. During your tenancy, we will store your data on our property management software.
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.
Although your personal information is held in a secure place, we are able to delete your personal information upon request, once your tenancy has ended.
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.
Ideal Urban Lettings Ltd belongs to the Property Redress Scheme and our Membership
No: PRS038944
If you would like to exercise any of your rights above please contact us at hello@wearideal.co.uk.
Should you wish to contact about the use of your information, you can contact us at the following details;
Admin Office
71-75 Shelton Street
London,
WC2H9JQ
Phone Number: 07300 20445
Unless you have asked us previously to remove your details from our contacts database, we may use your information to tell you about our rooms, and for general communication with you in the future.
To allow ease of communication between us as managers and you the tenant, we have a house WhatsApp group for all tenants. An invitation will be sent to you which you need to accept for you to be added to the group (all tenants within the same WhatsApp group will have visibility to your contact details).
The WhatsApp group serves as the Centre of communication where issues, concerns, and maintenance relating to the house can be reported and addressed and serves as a convenient way for us to notify you of visits to the property and any access requirements needed. We will email you regarding any personal 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.