Privacy Notice
This is the privacy notice of LETTINGS ONE LIMITED. In this document, "we" or "us" refers to LETTINGS ONE or PROPERTY ONE which are trading names of LETTINGS ONE LIMITED.
Our registered office is HUB 17, Pepper House, 1 Pepper Road, Hazel Grove, Stockport, Cheshire, SK7 5DP
This notice advises our policy on all information that we record about you. It covers both information that could identify you and information that could not.
We are committed to protecting your privacy and confidentiality at all times. We understand that our clients need to be assured that their data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party. We will never rent, sell or otherwise disclose any of your information to any person outside our business.
Our policy is both specific and strict. It complies with UK law. If you do have any concerns, however, please contact us.
Below we have detailed the information we collect from you in order to provide the services we offer and the reasons why it is necessary to collect it.
1. Identification and contact information
This information is used:
- to provide you with the services which you request;
- for verifying your identity for security purposes;
- for marketing our services and products;
In addition, information which does not identify any individual may be used in a general way by us or third parties, to provide ways to improve our service, for example relating to demographics or marketing strategies.
We may contact you via post, email, telephone or text for these purposes. If you do not want to receive communications from us any longer, you may opt out by emailing us at:
rob@property-one.com; rob@lettingsone.com
We collect data from Third Parties such as social networks, fraud prevention agencies, public information services e.g. Land Registry.
WE MAY SHARE THIS INFORMATION WITH:
- HMRC Regulators and other authorities
- Credit Reference Agencies
- Tenancy Deposit Schemes
- Employees of our company
- Fraud Prevention Agencies
- Any party linked to you (e.g. Joint tenant, guarantor)
- Workmen needing access to your home
- Companies you ask us to share data with (e.g. Oh Goodlord Ltd, Notify etc.)
- Utility Companies and council tax office
- Future landlords and letting agents who contact us for a reference at the end of a tenancy
- Insurance Companies in the event of an insurance claim ensuing.
2. Market place information
When we obtain information from you specifically to enable you to use or buy a service offered by Lettings One Limited, we assume that in giving us your information, you are also giving us permission to pass it to the relevant person that would deal with it on your behalf.
3. Your domain name and e-mail address
Your domain name and e-mail address are recognised by our servers and the pages that you visit are recorded. We shall not under any circumstances divulge your e-mail address to any person who is not an employee or contractor of ours and who does not need to know, either generally or specifically.
This information is used:
- to correspond with you or deal with you as you expect;
- in a collective way not referable to any particular individual, for the purpose of quality control and improvement of our site;
- to send you news about the services to which you have signed up;
- to tell you about other services available through our company;
4. Information you send to us
Information you send to us is stored on our servers. That information is used by Lettings One Limited in order to fulfill our contractual and legal responsibilities and obligations to you and our clients.
5. Website usage information
We may use software embedded in our website (such as JavaScript) to collect information about which pages you view and how you reach them, what you do when you visit a page, the length of time you remain on the page, and how we perform in providing content to you.
6. Card Payment Transactions
We are unable to take card payments directly at this time. Other companies (Eg. Oh Goodlord Ltd) may well take a card payment on our behalf but only with our prior permission.
7. Payments from Bank Accounts
When you complete a standing order form, the information you have given to us is passed to your own bank for processing according to our instructions. We do keep a copy. Rent is collected by Standing Order and only “you” can cancel or change this mandate once it is in place.
8. Credit reference
We will share information with Credit Reference Agencies and they will provide information about you. The data we exchange can include:
- Name, address and date of birth
- Application form details
- Financial status and history
- Public information.
We do this for the following reasons:
- To combat fraud
- To ensure that the information you have provided is correct
- To assess affordability
- To track and recover debts
NB On a joint tenancy, credit reference agencies may link your data to other joint tenants. You can ask them to break the link, but you usually have to prove that you no longer have a link with them.
IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY
9. Business and personal information
This includes all information given to us in the course of your business and ours, such as information you give us in your capacity as our client. We undertake to preserve the confidentiality of the information and of the terms of our relationship. It is not used for any other purpose. We expect you to reciprocate this policy.
We keep information which forms part of our business record for as long as you are a client and for up to six years thereafter. We will keep the data for the following reasons:
- To respond to questions or complaints or
- To show why we have treated you fairly or
- For historical research and statistical purposes or
- In the case of legal action of any kind.
- To provide information to tax collecting authorities.
10. Cookies
Cookies are small text files that are placed on your computer's hard drive through your web browser when you visit any web site. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.
Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website.
11. Calling our office
When you call our office, your telephone number is displayed on our telephone screen unless the number is withheld. Calls are recorded for training and monitoring purposes.
12. Complaints
When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and, if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
13. Disclosure to Government and their agencies
We are subject to the law like everyone else. We may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order or Her Majesty’s Revenue and Customs Services.
14. Review or update personally identifiable information
At any time you may review or update the personally identifiable information that we hold about you by contacting us at the address below. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.
Robert Trollope is the data controller.
Contact Details:
Lettings One Ltd
Hub 17, Pepper House
1 Pepper Road
Hazel Grove
Stockport
Cheshire
SK7 5DP
Tel: 0161 511 5339
Email: rob@lettingsone.com
VITAL INTERESTS
We can pass on details in an emergency e.g. Medical care if you are physically or legally incapable of giving consent.
FEES
We will supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive particularly if it is repetitive. We may charge a fee where we have already supplied the information.
We must supply information without delay and in any event within one month. This can be extended by up to 2 months if, during that month, the request is considered complex and/or numerous, and if we do, we have to explain why.
WE MUST VERIFY THE IDENTITY OF THE PERSON MAKING THE REQUEST USING “REASONABLE MEANS”.
DATA PROTECTION IMPACT ASSESSMENT
This will allow an organisation to identify and fix problems at an early stage. For further guidance see the ICO Conducting privacy impact assessment code of Practice.
15. Withdrawal of consent
You may exercise “The right to be forgotten”. There may be a legal or other reason why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights.
YOU CAN WITHDRAW CONSENT BY WRITING TO US AT:
Lettings One Limited, Hub 17 Pepper House, 1 Pepper Road, Hazel Grove, Stockport, Cheshire, SK7 5DP
YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL DATA AT:
Lettings One Limited, Hub 17 Pepper House, 1 Pepper Road, Hazel Grove, Stockport, Cheshire, SK7 5DP
YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE AT WWW.ICO.ORG.UK - SEE “HOW TO REPORT A CONCERN” ON THEIR WEBSITE.
16. Sale or Acquisition
In the event that we sell any part or all of the business or assets, we may have to disclose your personal data to the acquirer of such business or assets. If our company or our assets are acquired by a third party, personal data held by us about you will be transferred to the acquirer in order that they may continue to provide the service you have requested. They will be legally obliged to continue to protect your data and to only use it for the purposes originally agreed.
