This Privacy Notice explains what information we collect when we collect it and how we use this. During our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who holds your information?
PTL Lettings is the controller of the information that you provide to us and is responsible to take the issue of security and data protection very seriously. Therefore, they will strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679. This is applicable from the 25th of May 2018.
If you have any concerns about the personal information you have provided, please contact us:
Post: 328A Lincoln Road, Peterborough, PE1 2ND
Telephone: 01733 555183
Email: info@ptl-lettings.co.uk
What information we collect and how we collect it
The way that we collect information about you is from a variety of sources. Important information will be collected from application forms and supporting documents that you have provided to us. Also, when you call, email, or meet with us. This includes the information listed below:
- Names, Date of Birth, National Insurance Number.
- Addresses, telephone numbers, email addresses.
- Employment details, payroll number, salary information.
- Any welfare benefits that you are on.
- Bank account details, including account number and sort code.
- Proof of identity and immigration status.
- Credit history.
- Information of all occupants living in the property.
PTL Lettings do not normally process children information, but we will need basic information of all children occupying the property. The reason that we will need this information is to make sure the property is not being overcrowded.
There is a CCTV system operating at PTL Lettings office premises. Furthermore, it helps to detect and prevent crime. Consequently, it operates continuously, and recordings are held for 2 weeks.
Information about you will also be collected from the inspections carried out during your tenancy. That includes photos taken at your rented property.
Subsequently, we may receive information about you from third parties including your prior landlords, employer and support organisations that have dealt with you.
How we use and store your personal information
Firstly, the personal information received from you will be used to manage your tenancy agreement and enable us to provide our service to you. The processing activities can be summarised as:
- Providing the information and services which you have requested from us.
- Carrying out credit checks on any prospective tenants and guarantors.
- For dealing with any queries and concerns that you may have during your application period, while you are in tenancy or after the termination of your tenancy.
- Ensuring tenancy conditions are complied with, such as dealing with anti-social behaviour or fraud.
- Complying with relevant legislation and regulations.
Secondly, PTL Lettings follow strict security procedures to ensure that your personal information is not damaged, destroyed or disclosed to a third party without your permission. This will hopefully prevent unauthorised access to it. All paper documents are stored in secured locking filing cabinets to ensure these files are only accessible to authorised members of staff. The computers are always kept in the PTL Lettings office with restricted physical access and privacy screens.
Who we may share your information with
Above all, your personal information will always be kept confidential. PTL may share your information with other third parties who act for us in certain circumstances as set out below.
The letting agency will share your information with and obtain information about you from the relevant referencing and credit agencies. We will be acting on our own behalf. If you apply to us for a property, we will pass your details and documents to the referencing agency to complete your full reference and right to rent checks.
We will share your information with the tenancy deposit scheme provider My Deposits to comply with our legal requirements to protect your deposit, if applicable.
PTL Lettings may share your information with the landlord in certain circumstances.
Your contact details will be shared with our contractors who are working on our behalf in order to complete any outstanding jobs related to your tenancy.
However, if we do enter a joint venture/merge with a business entity, your information may be disclosed to our new business partners or owners.
In the event, that 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.
In the creation, renewal or termination of the tenancy, your information, including forwarding addresses, will be disclosed to the relevant local authority, utility provider or any other relevant person or organisation in connection with this.
How long we will keep your information
Your personal data will only be kept for as long as necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or according to any relevant contract we have with you.
Data held for the purpose of you as prospective tenant reference will be destroyed immediately after the reference is done and/or the tenancy agreement is signed. That includes bank statements, payslips, work contracts or any other documents you provided to us to support your reference.
To sum up, we will keep records relating to your tenancy for as long as the agreement is active and 6 years afterwards to respond to enquiries relating to your tenancy. However, the basic information of who held the tenancy and tenancy period will be kept longer.
The rights that you have regarding your personal data
Your rights include the following:
Right to be informed about how we hold and deal with your personal information and this document fulfils that obligation.
The right to ask for a copy of the information about you held by us in our records.
Also, the right to correct any inaccuracies in your information remains with you.
You have the right to have your data deleted if you no longer require us to provide our service to you. This right may not apply to the information we are required to hold by law.
Your right to complain
If you are not happy about the way we have handled your personal information you can contact us to resolve this matter. You also have the right to complain to the Information Commissioners Office in relation to our use of your personal information.
The Information Commissioner’s contact details are noted below:
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
