Glent Lettings LLP

Privacy Notice

This notice explains how Glent Lettings LLP collect and use personal information

Glent Lettings LLP is registered as a ‘data controller’  with the Information Commissioners Office under the Data Protection Act.

We need to collect and process information in order to let property. Some of this information is a legal requirement such as proof of residency in the UK whereas other information is necessary for processing payments, ensuring the rented property is in a good state of repairs. In these cases we require explicit consent from you. Information may be collected on paper or forms, by phone, email or in person.

Why do we collect information about you?

We need to collect and use information, in order to:

• Ensure an effective  rental service;
• Confirm your identity;
• Contact you regarding your rental property;
• Keep accurate records;
• Prevent and detect fraud;
• Make sure we meet our statutory obligations.

How we use your information

We will use the information you provide in a manner that complies with the Data Protection Act and associated legislation.  We will endeavour to keep your information accurate and up-to-date and not keep it longer than is necessary.  Information will be kept in line with our retention policy.  In some instances the law sets the length of time information has to be kept.

We will only use your information and share it between other services:

• In response to requests from the local council or providers of services in regard to payment of council tax or bills; 
• To ensure that we meet our legal obligations;
• Where necessary for law enforcement functions;
• To prevent and detect fraud or crime;
• to process financial transactions including rent, deposits

Information sharing with other Organisations

We may need to pass your information to other people and organisations that provide a service. These providers are obliged to keep your details securely. 

We may also obtain information from certain external organisations or provide information to them in order conduct data matching exercises to:

• Verify the accuracy of the information we hold;
• Comply with the council's legal obligations

We may share information with third parties where we are required by law to do so or where otherwise permitted by the Data Protection Act, for example, where the disclosure is necessary to enable the council to exercise its statutory functions.

We may share your information including sensitive or confidential information where it is necessary for the prevention or detection of crime or to prevent risk of harm to an individual.

We will endeavour to ensure where possible that appropriate steps have been taken by the recipient to protect personal information that is shared.

Telephone calls

We will always inform you if we record or monitor any telephone calls you make to us.  

Emails

Please note that unless encrypted, email messages sent via the internet may not be secure and could be intercepted and read by someone else.  Please bear this in mind when deciding whether to include personal or sensitive information in any email messages you intend to send.  

How we protect your information

We try not to be intrusive, and we won’t ask irrelevant or unnecessary questions.  The information you provide will be subject to rigorous measures and procedures to make sure it cannot be seen, accessed or disclosed to anyone who shouldn’t see it.

We have a Data Protection and Privacy Statement and Information Governance and Security policies.  These define our commitments and responsibilities to your privacy and cover a range of information and technology security areas. 

We will not keep your information longer than it is needed or where the law states how long this should be kept.  We will dispose of paper records or delete any electronic personal information in a secure and confidential way.

Rights for individuals under GDPR

From May 2018 the General Data Protection Regulations will come into effect. The Regulations will give increased rights for individuals. The rights and how to exercise these are detailed below.

The right to be informed. The way that your personal data is collected, handled and processed and the purpose for its processing should be detailed in the Privacy Notice associated with the method of the collection, whether this is via electronic means or paper. The Privacy Notice is a full explanation for you of exactly why we need your personal data, where it will be stored, who it will be shared with, the purpose of collecting it, the Data Protection Officer contact, your rights to object and how long the data will be kept for. 

• The right of access.This is your right to request sight of the information that we hold about you. It is called a Subject Access Request (SAR) and is processed under s.7 Data Protection Act 1998. Please ensure that any request, is in writing to Glent Lettings LLP 
• The right to rectification.This means that you have the right to request that we correct any incorrect or inaccurate information held such as wrong details, incorrect spellings etc. Corrections must be carried out within a month of us being informed, 
• The right to object.This right is the same right that exists currently in that you can complain if you feel that your data rights have been incorrectly handled or breached. 

We try to ensure that any information we hold about you is correct.  There may be situations where you find the information we hold is no longer accurate and you have the right to have this corrected.

If you have any questions regarding this Privacy Notice please contact us on Sheila@glent.co

Glent Lettings LLP 2018