INSURANCE & PRIVACY

INSURANCE

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Privacy - Fair processing Notice

This notice explains what information Derbyproperty4u.com ltd collect, when Derbyproperty4u.com Ltd collect it and how Derbyproperty4u.com Ltd use this. During the course of our activities, Derbyproperty4u.com Ltd will process personal data (which may be held on paper, electronically, or otherwise) about you and Derbyproperty4u.com Ltd recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how I/we will handle your information. 

 

Who am I?

Derbyproperty4u.com Ltd, as Letting Agent we 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 May 2018, together with any domestic laws subsequently enacted.

I/we am/are notified as a Data Controller with the Office of the Information Commissioner under registration number Z3235054 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is Mr Kenneth Sherlock,

Derbyproperty4u.Com Ltd, Address; 62 Elms Avenue, Littleover, Derby. DE23 6FD TEL: 01332 987830

Email: Derbyproperty4u@gmail.com

Any questions relating to this notice and our privacy practices should be sent to:

Derbyproperty4u.Com Ltd, Address; 62 Elms Avenue, Littleover, Derby. DE23 6FD TEL: 01332 987830

Email: Derbyproperty4u@gmail.com

 

How we collect information from you and what information I collect

we collect information about you:

From your application for accommodation

From your use of the application Forms downloaded and completed from the Derbyproperty4u.com Ltd website (including but not limited to creating tenancy agreements, guarantor agreements, or notice).

We collect the following information about you:

Tenant name, e-mail 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, 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, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;

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

To contact you in order to send you details of any changes to our supplies 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 me/us will be treated by me as confidential /[and will be processed only by any third party, acting on my behalf, within the UK/EEA]. 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 I/we enter into a joint venture with or merged 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 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.

 

Transfers outside the UK and Europe

Your information will only be stored within the UK and EEA, we may transfer your information outside the UK and/or EEA where required to do so under our Obligations under the law.

Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

a decision by the Commission that the third country has adequate safeguards/ details of appropriate security provisions in place

 

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe. Information is stored on the companies computer network. The companies computer network is protected by anti virus software and all users require individual passwords to access the system. Company employees receive training on computer access and the importance of adhering to security procedures.  The records held by the companies computer system are backed up to the KnowHow cloud who’s serves are within the Uk/EEA and meet the legislation requirements re keeping data secure. Data is also separately backed up to USB sticks and held within the companies safe which requires a key and security code to access it. Access to the companies safe is controlled by the companies Data controller. Email communications are via Gmail which is GDPR (EU) complaint.

 

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.

Our retention schedule for your personal data as currently required by the relevant government agencies is 12 months after the tenancy has been terminated and the property has been vacated. This may change if required to do so in order to be compliant under any new legislation that may be applicable. We will also hold additional information re the tenancy and invoicing for the statutory retention periods for accounting records, as set by the Companies Act and HM Revenue & Customs (HMRC).

 

Your Rights

You have the right at any time to:

Ask for a copy of the information about you held by me/ us in my records;

Require me/ us to correct any inaccuracies in your information;

Make a request to me/ us to delete what personal data of yours I/ we hold; and

Object to receiving any marketing communications from me/ us.

If you would like to exercise any of your rights above please contact us at Derbyproperty4u@gmail.com

 

Should you wish to complain about the use of your information, I/ 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 Information Commissioner’s contact details are noted below:

 

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Scotland:

The Information Commissioner’s Office – Scotland

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

Wales:

Information Commissioner's Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400

Email: wales@ico.org.uk

Northern Ireland:

Information Commissioner's Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757

Email: ni@ico.org.uk

 

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

 

 

 

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Contact

Derbyproperty4u.com Ltd
62 Elms Avenue,
Littleover,
DE23 6FD

Office: 01332 987 830

Mobile: 07570 012 282

E-mail: info@derbyproperty4u.com

 

About Us

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