TENANT PRIVACY NOTICE
Langtree Property Partners Limited and those associated companies listed in Appendix 1 (“LPP”) believe in protecting your privacy and the confidentiality of your personal information. This privacy notice explains how LPP collects, uses and discloses personal information in connection with the property [real estate?] services we provide to tenants (“Services”). In this notice reference to “We” and “Our” refers collectively to LPP.
Data We Collect About You
1. PERSONAL INFORMATION
“Personal Information” is information that identifies an individual or relates to an identifiable individual, examples of which include:
We collect personal information during the tenant enquiry process and, if you become a tenant, during your tenancy. We will require personal information to be provided to us when making an enquiry to be a tenant and if you are a tenant, in connection with your contract. If you do not provide the information requested, we may not be able to offer you a tenancy contract or we may not be able to provide the requested Services.
2. HOW DO WE COLLECT PERSONAL INFORMATION?
LPP collects personal information from you through several sources. We may collect personal information through the tenant enquiry process including when you call, write, email or complete one of our forms via our website. We may also use third parties to collect additional information including from publicly available databases such as Companies House and Land Registry or from credit reference agencies.
We may also collect personal information from the entity we provide the Services to.
We operate CCTV to maintain the security of the properties we own and manage. We may also take photographs at our properties for the purpose of marketing and publicity.
2. USE OF PERSONAL INFORMATION
We use personal information for the following reasons:
We engage in these activities to allow us to enter into and perform a contract, to enable us to comply with legal obligations and/or to pursue a legitimate interest.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
3. WHO DO WE DISCLOSE PERSONAL INFORMATION TO?
We use and disclose Personal information as necessary and appropriate. We disclose Personal Information to:
We may also need to share information with insurers, solicitors, agents, surveyors or property valuers, Local Authorities or Government agencies or departments, auditors and utility companies.
Other uses and disclosures
There are certain circumstances where we may also disclose your personal information to third parties where we have a legal obligation or legitimate interest, we may disclose personal information to it is:
What we will not do.
4. YOUR RIGHTS IN RESPECT OF PERSONAL INFORMATION
Right to be informed – You have the right to request a copy of the data we hold about you. We are legally obliged to provide you with concise, transparent, intelligible and easily accessible information on the personal information we hold on you. This is the purpose of this privacy notice. If you have any further questions you can contact LPP using the details below.
Right to access – You have the right to ask us if we hold any of your personal information. If we do you have the right to receive a copy of your information.
Right of rectification – You have the to have inaccurate personal information rectified within one calender month of requisition.
Right to erasure – You have the ‘right to be forgotton’ through the erasure of personal information. This right is not absolute and only applies in certain circumstances.
Right to restrict processing – Under certain circumstances you have the right to request that the processing of your data is restricted.
Right to data portability – you have the right to have a copy of your personal data transferred to you or a third party in a structured, commonly used and machine-readable format. This right only applies in the following circumstances:
Right to object – where we use your information for our own legitimate interests you have the right to object to the use of your personal information. To exercise this right please use the contact details below.
If you wish to exercise any of these rights, please contact our Data Protection Officer.
5. HOW YOU CAN ACCESS, CHANGE OR ERASE YOUR PERSONAL INFORMATION
To request access, change or erase your Personal Information please contact us using the details in section 8. You will not have to pay a fee; however, we reserve the right to charge a reasonable fee if the request is clearly excessive or unfounded, or we may refuse the request in such circumstances.
To comply with such requests, we will need to confirm your identity. This is an appropriate security measure to ensure no personal information is disclosed to persons not entitled to receive it.
6. HOW LONG IS PERSONAL INFORMATION RETAINED?
We only retain personal information for as long as necessary to fulfil the purposes for which it was obtained, including for the purposes of complying with any legal, accounting or reporting requirements. We determine the appropriate retention period for data by considering the applicable legal requirements for the retention of Personal Information.
To comply with statutory retention periods, once you are no longer a tenant we will keep your personal information for 6 years at which point we will securely destroy all your personal information.
7. SENSITIVE INFORMATION
We ask that you do not send to us any sensitive Personal Information (eg religious beliefs, racial background). We do not knowingly collect Personal Information from individuals aged under the age of 18.
8. CONTACT DETAILS
If you do have any questions regarding the content of this Notice, please contact firstname.lastname@example.org in the first instance.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Langtree Daresbury Limited
Wire Regeneration Limited
Daresbury SIC LLP
Parkside Regeneration LLP