Personal Data Privacy Notice
Download a copy here.
This notice explains what information I/we collect, when I/we collect it and how I/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 this notice is to make you aware of how we will handle your information.
Who am I?
Mr Collin Williamson & Mr Jonathan Long-Leather at 2a Burford Avenue, Northampton, NN3 6AF, (“I”/ “we” or “me”/ “us”) take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
I, Mr Collin Williamson, am notified as a Data Controller with the Office of the Information Commissioner under registration number ZA602617 and I am the data controller of any personal data that you provide to us.
Our Data Protection Officer is Mr Collin Williamson.
Any questions relating to this notice and our privacy practices should be sent to admin@myplace.co.uk or 2a Burford Avenue, Northampton, NN3 6AF.
How I/we collect information from you and what information I/we collect
I/we collect information about you:
From your application for accommodation, this includes the service we advertised the property on, including any profile and messaging service, along with our own forms and website;
From all correspondence, including but not limited to, e-mail, phone calls, messaging services, and text messages;
From third parties used to perform operations of our business
From your social media, personal and professional websites;
From any publicly available information, including online;
From the information provided to third party referencing company;
From energy meters and heating controls (if applicable);
From noise monitoring devices (if applicable), and fire alarm systems (if applicable);
From video surveillance (CCTV) including audio (if applicable); and
From internet usage, and WiFi and Bluetooth connected devices (if applicable).
I/we collect the following information about you:
Prospective tenants and/or guarantor names, email addresses, dates of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, immigration status, vehicle information (if applicable), and name of university or college where you are studying (if applicable);
Tenant name, email address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, immigration status, next of kin, vehicle information (if applicable), name of university or college where you are studying (if applicable), and the name of friends that you are staying with (if applicable);
Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, employment status, National Insurance Number, nationality, and next of kin (if applicable);
Property address; term, rent, deposit, utility and service responsibilities;
The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have;
Any welfare benefits that you may be eligible for, or are currently on;
Health information;
Energy use, including heating (if applicable);
Water use (if applicable);
Noise levels (if applicable);
Internet use, including websites visited, downloads, and details on connected devices (if applicable); and
Location data.
Why I/we need this information about you and how it will be used
I/we need your information and will use your information:
To undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
To enable us to supply you with the services in accordance with the terms of our contract with you;
To undertake and perform our obligations and duties to you in accordance with the Law;
To defend ourselves against civil prosecutions and fines;
To enable us to supply you with the services and information which you have requested;
To help us to manage your tenancy;
To carry out due diligence on any prospective tenant and/or guarantor, including whether there are any money judgements against them, or any history of bankruptcy or insolvency;
To analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
To contact you in order to send you details of any changes to our suppliers which may affect you; and
For all other purposes consistent with the proper performance of our operations and business.
Sharing of your information
I/we may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
If I/we sell the property, enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners along with solicitors, lawyers and banks involved in the process;
To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
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;
In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this;
To help us to manage your tenancy, including accountancy software, contact management, maintenance services, inventory software, and banks;
If you ask us to, e.g. to provide a reference or proof of residency;
To tenancy deposit company, including not your own, if needed in dispute resolution;
To any council department that requires/requests information, including Revenue Services and Private Sector Housing;
To any government departments that require/requests information, including The Home Office;
To the Police, Crown Prosecution Service or Fire Brigade for any legitimate reason;
To lawyers, solicitors and survive providers to show liabilities for civil prosecutions or fines; and
To provide you with the services, that me/us provide as part of your tenancy (if applicable);
Unless required to do so by law, I/we will not otherwise share, sell or distribute any of the information you provide to me/us without your consent.
Transfers outside the UK and Europe
I/we may transfer your information outside the UK and/or EEA. We use a number of multinational companies that may process and/or store your personal data in other countries including the USA.
Where information is transferred outside the UK or EEA, I/we ensure that there are adequate safeguards in place to protect your information in accordance with this notice.
Security
When you give me/us information I/we take steps to make sure that your personal information is kept secure and safe.
Most of your data is stored on Google servers. These are highly secure with 2-factor authentication and email alerts protecting information;
We sometimes hold limited Data locally on our PC/server, which is password protected with email alerts;
Paper records are kept at our premises, that has an alarm system and CCTV;
CCTV video & audio (if applicable) is stored locally. The files are encrypted as recorded and password protected. Remote viewing is via an encrypted channel and requires a password or bio authentication; and
All third-party service providers have different login details.
How long we will keep your information
I/we review my data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (I/we may be legally required to hold some types of information), or as set out in any relevant contract I have with you.
My/our full retention schedule is available by writing to us at admin@myplace.co.uk or 2a Burford Avenue, Northampton, NN3 6AF.
Your rights
You have the right at any time to:
ask for a copy of the information about you held by me/us in our records;
require me/us to correct any inaccuracies in your information;
make a request to me/us to delete what personal data of yours I/we hold
(unless we are legally required to keep it, or have a legitimate reason to keep it); and
object to receiving any marketing communications from me/us.
If you would like to exercise any of your rights above please contact me/us at admin@myplace.co.uk
Should you wish to complain about the use of your information, I/we would ask that you contact me/us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/our use of your information. The Information Commissioner’s contact details are noted below:
England:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Scotland:
The Information Commissioner’s Office
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk
Wales
Information Commissioner's Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk
Northern Ireland:
Information Commissioner's Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk
The accuracy of your information is important to me - please help me/us keep my/our records updated by informing me/us of any changes to your email address and other contact details.