Privacy Policy

Fair Processing Notice. (tenants)


We are Letsafe NE Ltd t/a Letsafe (we, us) and our registered office is:
57 Park View, Whitley Bay, Tyne & Wear, NE26 3RL.
We are a notified Data Controller with the Office of the Information Commissioner
Our Data Protection Officer is Sean Courtney at compliance@letsafehomes.co.uk
This notice explains what information we collect and how we use this. During the course of 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 the notice is to make you aware of how we handle your information.

We collect information from you from your completed Tenancy or Guarantor (as applicable) Application Form or from third party references, this may include your:

  •   Name (and previous name if applicable), date of birth, telephone & mobile numbers, email address, marital status, NI number, preference for smoking and keeping pets

  •   Current address, type of residency (e.g. owner, tenant, etc), if you’re a tenant; your current Landlord/Agent details, previous addresses.

  •   Source of income, details of your employment and employer, details of state welfare benefits you may be eligible for, bank/building society

    account details

  •   Names and ages of persons that will occupy the property with you, your nearest relative or next of kin and your personal reference

  •   Details of any criminal convictions, CCJ’s, bankruptcies, legal proceedings and debt recovery in progress, any adverse credit history and

    reason for leaving your current address

  •   Your forwarding address following the ending of your tenancy and occupation of the property managed by us

  •   Documents (such as a copy of passports) that prove both you and any other person over the age of 18 years old who will occupy the property

    with you, have a right to be in the UK.

    Why we need this information about you and how it will be used:

    We need your information to:

  •   Enable us to supply you with the services and information you have requested

  •   Carry out due diligence on any prospective tenant or guarantor, including but not limited to, checking for suitability and affordability for the

    property being applied for, any history of money judgements, bankruptcy, insolvency or anti-social behaviour

  •   Contact you in order to advise or send you details of any events or changes that may affect you, your application, your tenancy or your

    occupation of the property

  •   Details of you and any other persons who will be in occupation of the property over the age of 18 are required to verify you and their right to

    rent in the UK (you must ensure you have the explicit verbal or written consent from all other persons you provide details of to us, either on

    your application form or otherwise)

  •   Help you manage your tenancy and occupation of the property

  •   Analyse the information we collect so that we may administer, support and develop the services we offer

  •   For all other purposes consistent with the proper performance of our operations and business, including to comply with legal obligations,

    manage agreements and resolve disputes

    Sharing your information:

    The information you provide to us will be treated as confidential and may be processed by a third party, such as a referencing agency acting on our behalf, Experian Rental Exchange or a managing agent for whom we act. We may disclose your information to such third parties, your landlord or prospective landlord or other party or parties with a legitimate interest for the purposes set out in this notice including the following, or for other purposes approved by you:

    •   To carry out due diligence checks on you as a prospective tenant or guarantor including but not limited to carrying out affordability checks, obtaining references from relevant parties whose data you have provided

    •   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 or guarantor

    •   In the creation, duration, renewal or termination of the tenancy, your information may be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility providers, facilities manager or any other relevant person or organisation in connection with your application, tenancy or occupation of the property to which your tenancy applies.

    •   If we enter into a joint venture, merge or are taken over by another business entity then your information may be disclosed to our new business partners or owners

    •   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

      Where we store your personal data

      The data that we collect from you will be stored using cloud based systems at a destination that may not be within the European Economic Area ("EEA"). Paper copies of any documents we hold are stored in our office filing cabinets

      Security

      Cloud-based storage systems offer high levels of security. Unfortunately, the transmission of information via the internet is not completely secure. Although we will implement measures to protect your personal data, we cannot guarantee the security of your data transmitted via email; consequently, please note that we do not accept any responsibility for any risks in transmission of data (to the extent that such liability can be lawfully excluded). Our office filing cabinets are locked and protected by security alarms during periods when our office is closed.

      How long we will keep your information

      If you are a new applicant and your application does not proceed then we will delete your information, therefore if you decide to re-apply later for any reason then you will need to be as though you’re submitting a new application. Otherwise, we will only retain your data for as long necessary, including; managing agreements, resolve disputes, to establish, exercise or defend our legal rights, or as required by law.

      Your Rights:

      You have the right at any time to:

      •   Ask for a copy of the information about you that we hold

      •   Require us to correct any inaccuracies in your information

      •   Make a request to us to delete what personal data of yours that we hold

      •   Object to receiving any marketing communications from us

        If you would like to exercise any of your rights above then please contact us at compliance@letsafehomes.co.uk
        Should you wish to complain about the use of your information then 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 Commissioners Office in relation to our use of your information.

 

 

Fair Processing Notice. (landlords)


We are Letsafe NE Ltd t/a Letsafe (we, us) and our registered office is:57 Park View, Whitley Bay, Tyne & Wear, NE26 3RL

We are a notified Data Controller with the Office of the Information Commissioner Our Data Protection Officer is Sean Courtney at compliance@letsafehomes.co.uk

This notice explains what information we collect and how we use this. During the course of 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 the notice is to make you aware of how we handle your information.

We collect information from you from your completed Management Agreement, Information Form or from other contacts we have with you, this may include your:

  •   Name, telephone & mobile numbers, email address

  •   Current address, country of residency.

  •   Bank or Building Society details

    (you must make sure that you have explicit verbal or written consent from any other person, such as a partner, co-owner, etc, you include in information you provide to us)

    Why we need this information about you and how it will be used:

    We need your information to:

    •   Enable us to supply you with the services and information you have requested

    •   Pay your rents into the Bank or Building Society of your choice

    •   Contact you in order to advise or send you details of any events, demands, actions or changes that may affect you, your property,

      your tenant or your agreements

    •   Analyse the information we collect so that we may administer, support and develop the services we offer

    •   For all other purposes consistent with the proper performance of our operations and business, including to comply with legal

      obligations, manage agreements and resolve disputes

      Sharing your information:

      The information you provide to us will be treated as confidential and will be processed only by any third party acting on our behalf. We may disclose your information to such third party for the purposes set out in this notice including the following, or for other purposes approved by you:

    •   In the creation, renewal, duration and/or termination of the tenancy to which you are a party, your information may be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility providers, facilities manager or any other relevant person or organisation in connection with your ownership of, or the letting of, your property

    •   If we enter into a joint venture, merge or are taken over by another business entity then your information may be disclosed to our new business partners or owners

    •   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

      Where we store your personal data

      The data that we collect from you will be stored using cloud based systems at a destination that may not be within the European Economic Area ("EEA"). Paper copies of any documents we hold are stored in our office filing cabinets

      Security

      Cloud-based storage systems offer high levels of security. Unfortunately, the transmission of information via the internet is not completely secure. Although we will implement measures to protect your personal data, we cannot guarantee the security of your data transmitted via email; consequently, please note that we do not accept any responsibility for any risks in transmission of data (to the extent that such liability can be lawfully excluded). Our office filing cabinets are locked and protected by security alarms during periods when our office is closed.

      How long we will keep your information

      If you are a new client and have completed a Management Agreement and Information Form and then find the tenancy fails to complete on your property and you then wish to withdraw from any further use of our services, we will permanently delete your information. Otherwise, we will only retain your data for as long necessary, including to manage agreements and resolve disputes, to establish, exercise or defend our legal rights or as required by law, including inspection by HMRC.

      Your Rights:

      You have the right at any time to:

    •   Ask for a copy of the information about you that we hold

    •   Require us to correct any inaccuracies in your information

    •   Make a request to us to delete what personal data of yours that we hold

    •   Object to receiving any marketing communications from us

      If you would like to exercise any of your rights above then please contact us at compliance@letsafehomes.co.uk
      Should you wish to complain about the use of your information then 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 Commissioners Office in relation to our use of your information.

 

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