PRIVACY NOTICE for LANDLORDS

(General Data Protection Regulations 2016)

 These notes have been drawn up to advise you of what information we require from you, why we need it, how it will be used, who will have access to it and how they will use it, how long it will be kept and how it will be deleted.

In the main, as we work for the landlord/owner, most information will be required for legitimate interest in order to be able to do our job professionally or for legal interest, because we have to obtain this information in order to allow you to let the property or to be able to draw up legal documentation for both parties. If we take information from you as a prospective landlord and you do not let the property the data will be destroyed within one to six months depending on the requirement to keep it. The information may be held for future marketing purposes unless you object.

Topics requiring information from you are:

  1. Initial enquiry either for information or viewing:-
  • Need name, phone or e-mail address;
  • Legitimate interest to contact back;
  • Data held and used only internally in office;
  • Data removed and then destroyed within six months unless requested earlier.
  1. Checking Information Supplied:-
  • As i) plus address for last three years, and the Title Information document;
  • Bank details;
  • Lender details if applicable;
  • Building Insurance details;
  • Legitimate and legal interest in order to check validity and ability to let a property;
  • Data held in office and passed to a 3rd Party to be confirmed. Results held in office and used internally unless 3rd Party requests the information;
  • Data held for six years for legal compliance, or as long as it relates to the property being let out.
  • Terms of Business:-
  • Information held and destroyed as i) and ii) plus
  • Current address;
  • Bank details;
  • Joint Landlord details if applicable;
  • Legitimate and legal interest in order to check validity and ability to let a property.
  1. Maintenance:-
  • Information held and destroyed as ii);
  • Data passed to Contractor for contact if required;
  • Legitimate interest to contact.
  1. Final Inspection and deposit release:-
  • Information held and destroyed as ii);
  • Data may be passed to a contractor or the Deposit Scheme for release of deposit. In addition will require current bank details for money transfer;
  • Legitimate and legal interest to arrange for tenancy end.
  1. 3rd Parties:-
  • Depending upon requirement (Insurance, Freeholder, Mortgage lender), information held and destroyed as ii);
  • Legitimate and contractual interest as requested by other party as relates to the property being let.

 

I/We have read the above and agree to my/our information being used as described:

 

Landlord…………………………………………………………

 

Witness:………………………………………………………….

 

Dated:………………………………………