TENANT PRIVACY POLICY
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 policy 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:
- Identification and contact information, such as your name, postal address, email address, date of birth.
- A copy of identification documents such as a driving licence or passport for example.
- Financial information such as bank details, tax identification number and employment status
- Confirmation of your right to live in the UK
- Any other information included as part of the tenant application process.
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.
Personal information may be collected through the tenant enquiry process including when you call, write, email or complete one of our forms via our website.
Third parties may be used to collect additional information including from publicly available databases such as Companies House and Land Registry or from credit reference agencies.
There may be collection of 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:
- Administering a tenancy contract if we have entered one with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
- Managing your billing and payments, including arrears
- Complying with our health and safety obligations
- Ensuring tenancy contract obligations are adhered to
- Making repairs, alterations or improvements to your property or the wider estate
- For fraud detection and prevention and the detection or prevention of other crimes.
- To comply with laws and regulations
- To decide whether to grant you a tenancy contract and under what terms
- Deciding on a rent review or tenancy termination
- To send administrative information to you such as [ ….. ]
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:
- Employees
We may share your personal information with our employees where this is necessary, such as for internal administration.
- Third Party Service providers who are carrying out services on our behalf.
These can include providers of services such as: property maintenance, repair or improvement, CCTV monitoring, website hosting, payment processing, information technology, auditing and other services.
Sharing information with insurers, solicitors, agents, surveyors or property valuers, Local Authorities or Government agencies or departments, auditors and utility companies may also take place.
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:
- To comply with applicable law
- To enforce the terms of tenancy contracts
- To cooperate with law enforcement
- An acquiring entity and its advisors In connection with a property sale.
- To protect the safety of our own or managed property
- To assist in the collection of outstanding debt
- To protect the safety of the public and/or our employees
- In connection with a sale or business transaction
What we will not do.
- We will not send you unsolicited marketing material
- We will not sell your personal data to third parties
- We will not make your personal information available to the general public.
- We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
- If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
- Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
- We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
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 policy. 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:
- your lawful basis for processing this information is consent or for the performance of a contract; and
- we are carrying out the processing by automated means (ie excluding paper files).
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 info@langtreepp.co.uk 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.
It is important that you read this notice together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
APPENDIX 1
Associate Companies:
Langtree Daresbury Limited
Wire Regeneration Limited
Daresbury SIC LLP
Parkside Regeneration LLP
