Privacy Policy

HOW WE USE PERSONAL INFORMATION

PRIVACY PROMISE

1.     We promise to keep your information safe.

2.     We promise not to sell it

3.     We give you ways to manage and review your marketing choices at any time

4.     We keep a record of when and how we get consents and what you were told at the

time.

HOW THE LAW PROTECTS YOU

1.     The law says we must have one or more of these reasons to collect your data

2.     To fulfil a contract with you – to create an AST

3.     When it is our legal duty – we have to carry out right to rent checks

4.     When it is in our legitimate interest – we have to make sure you will be viable tenant

5.     When you consent - we ask for this every step of the rental process

6.     Transparency means you have the right to be informed about how we will use your data and this document provides this

GROUPS OF PERSONAL INFORMATION that we will hold and use to asses you as a suitable tenant

FINANCIAL -Your financial position, status and history

CONTACT - Where you live and how to contact you

SOCIO-DEMOGRAPHIC - Details about your work, nationality, education

TRANSACTIONAL -Details of payments you make to us

CONTRACTUAL - Details about the products or services we provide to you

COMMUNICATIONS- What we learn about you from letters, emails and conversations between us.

OPEN DATA AND PUBLIC RECORDS - E.g Electoral Information, Internet, Newspapers

DOCUMENTARY DATA - E.g copies of ID

CONSENTS - How you agree we can contact you

NATIONAL IDENTIFIERS- E.g. National Insurance Number

Please note that we also collect Data from Third Parties such as social networks, fraud prevention agencies, public information services.

WE MAY SHARE THIS INFORMATION WITH

1.     HMRC, Regulators, police and other authorities – were we have statuary requirements to do so

2.     Credit Reference Agencies

3.     Fraud Prevention Agencies

4.     Any party linked to you ( e.g. Joint Tenant) – with reasonable use

5.     s. Workmen needing to enter your house

6.     Companies you ask us to share data with ( e.g. Rent shield) – to be able to process your application and provide you with services for your tenancy

7.     Your perspective landlord for them to be able to make an informed decision about your application

8.     If we sell our business we will only do this if they agree to keep your information safe and adhere to GDPR.

CREDIT REFERENCE AGENCIES

We will share information with CRA's and they will give us information about you. The data we exchange can include

1.     Name, address date of birth

2.     Application form details

3.     Financial situation and history

4.     Public Information

5.     We will use this information to:

6.     Assess if you can afford the property

7.     Make sure what you have told us is the truth

8.     Help detect and prevent fraud

9.     Track and recover debts

We will not sell this data on. It will be passed to your landlord for their records. They have agreed to use your data in accordance with GDPR.

Please be aware that on a joint tenancy CRA's may link your data to other joint tenants. You can ask CRA's to break the link but you normally have to prove you no longer have a financial link with them. We cannot assist you with this, you will have to make your own enquiries.

IF YOU DO NOT PROVIDE DATA or Consent to us holding Data WE MAY NOT BE ABLE TO OFFER YOU A TENANCY.

This will be reviewed on a case by case basis

HOW LONG WE KEEP INFORMATION

1.     We will keep it as long as you are a client

2.     After you stop being a client we may keep data for up to 10 years for one or more of the following reasons :-

3.     To respond to questions or complaints or

4.     To show why we have treated you fairly or For historical research and statistical purposes You can access personal information by writing to us at ( give address) You can also ask us to correct any information you believe to be incorrect. We do not have to provide information where the request is disproportionate or has already been given previously.

WHAT IF YOU ASK US TO STOP USING YOUR PERSONAL INFORMATION?

This is also known as "The right to be forgotten". There may be legal or other reasons why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights. We will inform you of what we can do and what we cannot do. We may need to hold on to some information but we will make sure it meets your wishes as much as possible.

YOU CAN WITHDRAW CONSENT BY WRITING TO US AT Information Controller, SPACE LM LTD, 49 Wokingham Road, Reading, Berks, RG6 1LG

YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT information Controller, SPACE LM LTD , 49 Wokingham Road, Reading, Berks, RG6 1LG

YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE. FIND OUT ON THEIR WEBSITE HOW TO REPORT A CONCERN. https://ico.org.uk/

Additionally

VITAL INTERESTS - We can pass on details in an emergency e.g. medical care if you are physically or legally incapable of giving consent.

FEES

We supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive, particularly if it is repetitive. We may charge a fee where we have already supplied the information.

We must supply information without delay and in any event within one month. This can be extended by up to 2 months if during that month the request is considered complex and/or numerous, and if we do we have to explain why.

We must verify the identity of the person making the request using "reasonable means" this verification is not included in the one month timescale.

DATA PROTECTION IMPACT ASSESSMENT

This will allow an organisation to identify and fix problems at an early stage. We review this annually.

Further guidance see ICO Conducting privacy impact assessments code of Practice.

Cookies

You should also be aware that when you visit our website we collect certain information that does not identify you personally, but provides us with “usage data,” such as the number of visitors we receive or what pages are visited most often

Like many other web sites, we use “cookie” technology. A “cookie” is an element of data that a web site can send to your browser. It is not a computer program and has no ability to read data on your computer or instruct your computer to perform a function. A “cookie” is only used so that the web site can recognise repeat users, track usage patterns and better serve you when you return to the site. Most browsers provide a simple procedure that will enable you to control whether you want to receive cookies or not.

Linking to Other Sites

Our web site provides links to other web sites, not owned or controlled by us, that we think might be useful or of interest to you. We cannot, however, be responsible for the privacy practices used by other web sites or their content or accuracy.

Property Information

All measurements, areas and distances mentioned are approximate and are issued as a guide only. If such details are fundamental to a purchase, purchasers must rely on their own enquiries. Nothing in these particulars should be seen as a statement that the property or any fixture described or shown is in good condition or otherwise. Purchasers must satisfy themselves as to the condition of any property or item included within the sale. None of the appliances or services mentioned in these particulars have been tested and no warranty is given or implied. If reference is made either to alterations to the property or a change of use, no warranty is given by us or the Vendors/Lessors that any planning or other consents or Building Regulations approval has been obtained. Where references are made to potential uses (subject to planning) this information is given in good faith although purchasers must take their own enquiries to the relevant authorities. Most importantly if there is any particular aspect of the property about which you would like further information, we invite you to discuss this with us before you travel to view the property.

Indemnity

You acknowledge that you are solely responsible for the use to which you put this website and all information you obtain from it. All warranties, conditions, representations and terms are hereby excluded to the fullest extent permitted by law. We and all contributors to this website hereby disclaim to the fullest extent permitted by law all liability for any loss or damage including any consequential or indirect loss or damage incurred by you, whether arising in tort, contract or otherwise, and arising out of or in relation to or in connection with your access to, or use of, or inability to use this website

Copyright

The copyright of text and images on this website belongs to us. You may not make a permanent copy of or reproduce this web site in any form. You may not reproduce or incorporate this web site into any other website. You may only print, display or download temporary copies of the content to your computer for your own personal non-commercial use. You may not link to this site or frame it without the express consent from us.