New Gdpr please can tenants and landlords read


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In the normal operation of our property management and letting service pc lettings ltd need to gather some personal data from our client’s landlords, applicants, tenants and contractors. We have never sent unsolicited emails or texts and never will but as part of the new General Data Protection Regulation, we now have to make it clear to our customers and suppliers what information we gather and why we gather it.

To make things as clear as possible we have broken up our privacy statement into three separate statements one for landlords, one for contractors and suppliers and one for tenants and applicants (people enquiring about accommodation).

 

Privacy Statement for landlords

What type of personal data do we gather?

We only gather the data we feel necessary for us to carry out our duties as a property letting and management agent. This will usually include some or all of the following: personal details, contact details, financial/banking details and property details.

Where is it held?

The data is gathered and stored on a secure computerised system Winman Adb as well as some Microsoft packages, managed by a GDPR compliant UK based company, as well as stored in paper form on site in our offices and emergency data back-up held securely off site. We only process the data in order to fulfil our duties as a residential letting and management agents, and never for any further commercial benefit. We only keep it for as long as is necessary.

What do we use it for?

We do not share the data with anyone except third parties who are relevant to the fulfilment of our duties (for example local tradesmen or utility companies). The Agency Agreement between yourself as Landlord, pc Lettings Ltd permits us to gather this data and process it in line with our duties as a property letting and management agent.

What else can we use it for?

Occasionally we might want to contact you about promotional offers, or other marketing campaigns designed to improve the level of service we offer to our landlords. This is not something we have done before but now we must ask that you “opt in” if you consent to receiving these communications via text, email, post or phone. We would never distribute marketing information to you unless we feel it is relevant to your relationship with us.

Pc lettings ltd will be contacting you via rent statements to get your permission to opt in to general marketing. If you have not consented before 25th May 2018, but do wish to receive marketing materials as a current Landlord of pc, then please email any member of staff with the subject heading “OPT IN”. Please only email “OPT IN”.

Once you have opted in you will always be able to Opt out at any time by also emailing shaun@pclettings.com promotional offers or marketing materials will then not be sent to you as a Landlord.

Privacy Statement for tenants and applicants

 

What data do we gather?

We only gather the data we feel necessary for us to carry out our duties as a property letting and management agent. As a Tenant or Applicant, this will usually include some or all of the following: personal details, contact details, financial/banking details, referencing data including credit check and financial history. This information is of course very delicate and only kept as required. Passport pictures have to be kept for a year after you depart all paper information for declined applications will be deleted with 28 days of your decline. Details for successful applicants will be kept during the tenancy and then until the deposit has been agreed or refunded as is only kept in case it is required for the purposes of debt collection by us or third parties such as utility companies.

What do we use it for?

We do not share the data with anyone except third parties who are relevant to the fulfilment of our duties (for example, the landlord of your property, local tradesmen or utility companies). The Tenancy Agreement between yourself as tenant and the landlord, with pc Lettings as his/her agent permits us to gather this data and process it in line with our duties as a property letting and management agent.

Where is it held?

The data is gathered and stored on a secure computerised system Winman Adb as well as some Microsoft packages, managed by a GDPR compliant UK based company, as well as stored in paper form on site in our offices as well as back up data held securely off site. We only process the data in order to fulfil our duties as a residential letting and management agency, and never for any further commercial benefit. We only keep it for as long as is necessary. We will archive your information if you are not replying to communications and delete your records.

 

Privacy Statement for contractors and suppliers

What data do we gather?

We only gather the data we deem necessary for us to carry out our duties as a property letting and management agency legitimately. This will usually include some or all of the following: professional details, contact details, banking details, previous job history for work already carried on behalf of pc lettings ltd.

What do we use it for?

We do not share the data with anyone except third parties who are relevant to the fulfilment of our duties (for example, the Tenant or Landlord of one of our properties).

Where is it held?

The data is gathered and stored on a secure computerised system Winman Adb as well as some Microsoft packages, managed by a GDPR compliant UK based company, as well as stored in paper form on site in our offices, and off site in a secure location for archived data. We only process the data in order to fulfil our duties as a residential letting and management agency, and never for any further commercial benefit. We only keep it for as long as is necessary.

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