Privacy Statement

Lifestyle Lets (South West) Ltd Privacy Notice

Important Information for Tenants and Applicants

We wish to take this opportunity to inform you how we hold Applicant and Tenant information, why we hold such and inform you of your rights with regards to the information we hold in compliance with General Data Protection Regulation (GDPR). The only data stored is data you have provided to us to process an application for a tenancy, or data required so we can process an application for or manage/end a tenancy on your behalf.  Digital data is held securely using password and data encryption techniques with other forms of data secured under lock and key. All data is held securely at our Plymouth office.

In this document if we say “We”, Us” or “Our” this means the Landlord/Letting Agent. If we say “You” or “Your” this means the Applicants, Tenants and your representatives. If you wish to proceed with a tenancy application, you MUST sign below otherwise we can progress no further. Third parties’ means other persons, companies, organisations that may need to be contacted or engaged so we may effectively manage a tenancy or application for a tenancy.

Why do we collect and retain information on you?

In order for us to provide a service to you we are required to obtain information without which, we may not be able to perform our duties in terms of contractual and legal requirements of processing an application for or managing a tenancy for you. We also need this where it is necessary for our legitimate interests (or those of a 3^rd party) or where it is necessary for the establishment, exercise or defence of legal claims or wherever Courts are acting in a judicial capacity.

Examples of information we collect and retain

All data provided by you in your Tenancy application form and information provided by your referees is kept –  Without such we cannot make an informed decision to grant you a tenancy.

Such personal and sensitive information includes Your name address, employment details such as payslips, nationality, Date of Birth, National Insurance number, Contact details, Passport details and Photo ID.  Financial information such as banking statements may also be retained

To ensure we can effectively vet your request for a tenancy we may be required to share this information with third parties. For instance, referees as specified by yourselves and external vetting Agencies such as credit bureaus.  Rent4Sure provide our tenant credit check service on our behalf.  Where required we may seek rental guarantee or and legal protection cover insurance. We are legally obliged to verifying “Right to rent” of all occupants as required by the Immigration Act.  We may also need to share your information for the processing of Housing Benefit, Universal Credit or similar applications. 

W   Where a Tenancy is granted -. Such information may be shared with third parties such as providers of services that may be required for you to enjoy your home - Council Tax, Utility Providers and third-party suppliers such as Gas Safety Engineers, plumbers, electricians, maintenance/tradesmen and other such parties as and when required to ensure we provide a quality experience when renting from us.  All of our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies.  They may not use your date for any purpose other than that instructed by us.

Financial Information – Such as your payment details so payments maybe processed.

Ending a tenancy – Should it so be required such information may be passed to third parties as an example for your next landlord reference or to lawfully bring a tenancy to an end. Third parties may include Deposit Schemes, Solicitors, Courts, Council Tax, Department of Works and Pensions, Providers/suppliers who may require final readings/exit dates. Where a lawful claim exists, your details may be passed to Debtor Tracers & Debt Collection Agencies.

When will information you hold be deleted?

In the event a tenancy is not granted such shall be deleted 12 months after your application has been withdrawn or declined. Where a tenancy is granted such shall be retained for a maximum of 7 years after the tenancy has ended

What happens if you change the way you use my information?

In the event we change our working processes or obtain additional information not covered by this privacy agreement we shall inform you within 30 days before we change our processes, such may arise as an example the landlord sells the property to a new Landlord, or legislation may change, and the property owner/ agent be required to disclose tenant details not previously required.

Consent

We do not require your consent for processing and collecting your personal information in order for us to undertake our contractual arrangements, perform our legal obligations, exercise our legitimate interests and defend ourselves against legal claims.  In limited circumstances we may approach you for written consent to allow us to process certain personal information.

You have a right to see the information we hold, update it, change it and delete it

To assist us with your query in the first instance please contact our Data Controller. Please be specific in what you are asking us to do and why you wish us to do such.  Provided such does not compromise our requirement to fulfil our obligations we shall assist accordingly. In the event we are unable to fulfil your request we shall inform you as to why and what further complaint procedures are available to you, such as your right to contact the Information Commissioner’s Office.  For contact details see www.ico.org.uk

Any questions relating to this notice and our privacy practices should be sent to us as follows;

• You Data controller is Lifestyle Lets                                        
• Our Data Protection Officer is Nick Hellings                             
• Our Address is Lifestyle Lets, PO Box 329, Mannamead, Plymouth, PL3 5ZQ
• Our email is enquiries@lifestyle-lets.co.uk