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Privacy Notice

This Privacy Notice aims to give you information on how we collect and process personal data, including any data you may provide when you apply for a tenancy, accept the offer of a tenancy, or otherwise interact with us. We want to be upfront about the information we collect, how we use it, who we share it with, and the choices we give you to control, access, and update your information. For the purposes of data protection legislation, we are the data controller of your personal data. We are registered with the Information Commissioners Office in the UK with reference number ZA139296.

It is important that you read this Privacy Notice together with any other Privacy Notice, Cookie Policy, or Fair Processing Notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are aware of how and why we are using your data. This Privacy Notice supplements any other such notices and is not intended to override them.

The personal information we collect and use

If you apply to view a property that we are letting, we will usually have your name, email address, and telephone number. We may also have your postal address, and information about the people with whom you intend to live.

If you apply for a tenancy with us, we will additionally collect information about:

We sometimes use external agencies to help us with our referencing process before we agree to grant a tenancy to an applicant. If we do this, we may ask you to provide the above, or other, information to the external agency in order that they can complete the referencing. Such agencies will have their own Privacy Notices and data protection registrations. They will need to agree with you to pass the information you give them on to us. Once we receive such information, it will become subject to this Privacy Notice and our own data protection policies and procedures.

If we grant a tenancy to you, we will collect additional information from you during the course of the tenancy. It is not possible to list here every item of data that will be collected, but it may include (and not be limited to):

If you interact with us in other ways (that is, you are not an applicant or tenant), we will usually hold your contact information and may hold your bank account details.

How we use your personal information

We use information to enable us to allow viewings of available properties, to assess applications for tenancies, to create new tenancies, and to manage tenancies on a day to day basis. The legal basis under the General Data Protection Regulation for processing your information is that of contract. That is, if you are an applicant or tenant we use your information to be able to assess whether to enter into a tenancy agreement (contract), to create any agreed tenancy (contract), and to perform our obligations as landlords as set out in our tenancy agreements (contracts) and the law that relates to those agreements. If you interact with us in other ways, we use information to enable any contract that we have with you to be fulfilled.

We do not use your information for marketing purposes.

Who we share your personal information with

We need to share your data with third parties as an essential part of creating and fulfilling the contractual obligations that we have to each other. We only share data that is necessary to achieve the purpose. If we hold your data to view a property where an application is not made, your data will not be shared.

If you are an applicant or tenant, the parties with whom we may share your data include:

If you supply goods and services to us, we may share your contact information with our tenants or agents.

We will not share your personal information for any other purpose.

How long your personal information will be kept

a. Information obtained in order to view a property where a tenancy was not created

We will delete your personal information immediately.

b. Information obtained in order to apply for a tenancy where a tenancy was not created

We will delete your personal information immediately.

c. Information obtained in order to create and manage a tenancy agreement with you

We will hold onto your information for as long as you have your tenancy, or as long as is needed to be able to manage that tenancy and any consequent contractual obligations. Basic information about the tenancy, and our income and expenditure related to the tenancy, will be retained for 6 years after the end of the tenancy agreement or the fulfilment of all contractual obligations (whichever is longer).

If reasonably necessary or required to meet legal or regulatory requirements, to resolve disputes, to prevent fraud or abuse, or to enforce our contractual obligations, we may also keep hold of some of your information as required, even after you have ended your tenancy or it is no longer needed to provide the services to you.

d. Information obtained for other purposes

Basic information will be retained for 6 years after the end of fulfilment of all contractual obligations. If reasonably necessary or required to meet legal or regulatory requirements, to resolve disputes, or to prevent fraud or abuse, we may also keep hold of some of your information as required to meet those purposes.

Transfer of your information out of the EEA

If your personal data is stored outside of the European Economic Area (EEA), we will ensure that a similar degree of protection is attached to it by implementing at least one of the following safeguards:

Control over your information

Under the General Data Protection Regulation, you have several important rights available to you for free. In summary, those include rights to:

For further information on each of these rights, including the circumstances in which they apply, see the published guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of these rights, please:

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made many requests. In this case, we will notify you and keep you updated.

Keeping your personal information secure

We have appropriate security measures in place to prevent your information from being accidentally lost, or used or accessed in an unauthorised way. The only people being given access to your personal information are those who have a genuine business need to know it.

We have policies and procedures in place to ensure that those processing your information will do so only in an authorised manner, and all are subject to a duty of confidentiality.

If there is a suspected data security breach, we will notify you and any applicable regulator where we are legally required to do so.

How to complain

If you have any concerns about how we use or manage your personal data, please get in touch by writing to us at PO Box 10677, Southwell, Nottinghamshire, NG24 9PG or emailing us.

We will acknowledge your complaint and will outline our complaints process to you. If you are not satisfied with how we subsequently deal with your complaint, you have the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted via their website.

Changes to this Privacy Notice

This Privacy Notice was published on 24/05/2018 and last updated on 22/05/2019.

Any changes we make to this notice will be posted on our website (www.croftrentals.co.uk) and emailed to all current tenants.