Lettings Privacy and Fair Processing Statement

Landlords
This includes: Full names, date of birth, home address, property address, email addresses, telephone numbers, national insurance number, bank account details.
Tenants
Personal data required for us to perform out contract with you. This includes: Full names, date of birth, home address, property address, email addresses, telephone numbers, national insurance number.
This information will be held for 6 years following the end of our business relationship.

The information we hold on clients for compliance with a legal obligation is as follows: 

Anti-Money Laundering Regulations 

Landlords
Anti-Money Laundering regulations require us to hold copies of your address and identity documents. This may be (but not exclusively) a copy of your passport, driving licence or a utility bill. This information will be held for 5 years following the end of our business relationship.
Tenants
Anti-Money Laundering regulations require us to hold copies of your address and identity documents. This may be (but not exclusively) a copy of your passport, driving licence or a utility bill. This information will be held for 5 years following the end of our business relationship.

HMRC Compliance 

Landlords
HMRC require us told hold your information, to include rent received. We hold this for a period of 7 Years

The information we hold on clients to protect the legitimate interests of a data subject or another person is as follows: 

Tenants
In order to obtain a reference and right to rent checks for tenants we hold the following information: Full name, address, telephone numbers, email addresses, financial information, copies of photographic identification (such as a passport or driving licence) and copies of proof of address (such as a utility bill). We hold this information for the term of the tenancy plus 7 years.
We will pass personal data to utility suppliers and debt collectors in order to protect third parties vital interests.

We do not hold special category data (previously known as sensitive data) for any clients.

Consent of the Data Subject

We request consent of the data subject when data is processed for the means of marketing. This consent will be specifically requested on an ‘opt in’ basis only. Where consent to process data is requested we are making the data subject aware that:

• The data controller is Plymouth Homes Lettings Limited.
  
• The purpose of the data processing will be to make clients aware of suitable properties available to rent.
  
• The personal data we collect will be name, address, telephone number and email address.
  
• You can withdraw consent for your data to be used at any time. You can opt at any time out by contacting us on (01752) 772846 or emailing lettings@plymouthhomes.co.uk
  
• No automated decisions will be made using this data.
  
• This data will not be shared with other organisation for the purposes of marketing.

Soft ‘Opt In’ Marketing

Where a data subject has willingly provided their personal data when enquiring about properties we market for let, in accordance with the ‘soft opt in’ marketing option, we may provide details of similar properties. If processing data for this purpose we are making the data subject aware that:

• The data controller is Plymouth Homes Lettings.
  
• The purpose of the data processing will be to make clients aware of suitable properties available for rent.
  
• The personal data we collect will be name, address, telephone number and email address.
  
• You can withdraw consent for your data to be used at any time. You can opt at any time out by contacting us on (01752) 772846 or emailing lettings@plymouthhomes.co.uk
  
• No automated decisions will be made using this data.
  
• This data will not be shared with other organisation for the purposes of marketing.
  

Who We Share Your Personal Data With. 

In order to effectively manage the tenancy, we will share some personal data with third parties. These are detailed as follows:

To Let Board Contractor
Our board contractor who will be provided with your address for the purpose of erecting and removing a ‘to let’ board (if required).
Letting Software Management System
This is our cloud-based software provider. They have no reason to access or use your data but do have access to our databases for the purposes of maintaining and managing our software.
File Storage
Our computer files are held on Microsoft’s cloud based ‘One Drive’, this is hosted within the European Union.
Referencing Company
Our referencing company. They will be provided with tenants’ details (see our Privacy and Fair Processing Statement) for the purpose of providing a reference.
Inventory Provider
Two Counties provide our inventory’s and property maintenance reports. They will be provided with tenants’ and landlords’ contact details for the purpose of arranging access to a property.
Contractors
We use multiple contractors to maintain and repair properties. Where necessary we will provide access arrangements (this may include tenant’s details).
Online Communication Repair System
Posidacious are an online communication tool used for managing maintenance issues at properties. Landlord and tenant information will be added to the system in order facilitate the maintenance required.

Design UNLTD host and maintain our website. Its hosted on a secure server with a SSL certificate. They have access to the user data submitted through our Property Alerts feature, but only for reasons of development and maintenance.