1. Introduction
PR Lettings & Management Limited (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal information
This Privacy Notice outlines how we collect and use personal information about you during and after your contract with us, in accordance with the General Data Protection Regulation ((EU) 2016/679 and the Data Protection Act 2018 ("Data Protection Legislation").
We are classed as a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under the Data Protection Legislation to notify you of the information contained in this Privacy Notice.
This notice applies to current and former landlords, and does not form part of any contract to provide services. We may update this notice at any time.
It is important that you read this notice, together with any other Privacy Notice we may provide on specific occasions when we are collecting, storing or using personal information about you, so that you are aware of how and why we are using such information.
2. Data Protection Principles
There are six overarching principles of the GDPR which we will ensure compliance with when processing your personal data:
- used lawfully, fairly and in a transparent way;
- collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
- relevant to the purposes we have told you about and limited only to those purposes;
- accurate and kept up to date;
- kept only as long as necessary for the purposes we have told you about; and
- kept securely.
3. The categories of information we hold about you
In connection with our Agency Agreement with you for letting and or management services, we will collect, store, and use the following types of personal information about you:
- personal contact details such as your name, title, addresses, telephone numbers, and personal email addresses;
- bank account details;
- investment (Property) details;
- mortgage details;
- identification documentation i.e. a copy of your passport or driving licence;
- insurance details;
- NRL Tax Details;
We collect identification documentation and so we will also, store and use "special categories" of more sensitive personal information. In particular information about your race or ethnicity.
4. How we use your information:
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- where we need to perform the contract we have entered into with you;
- where we need to comply with a legal obligation; and
- where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We use this personal information to carry out our duties as an agent. This includes:
- communicating with you;
- paying relevant monies to you
- legal, personnel, administration and management purposes;
- quality, monitoring and training purposes;
- complying with legal requirements and obligations to third parties.
Failure to provide the personal information requested may result in us being unable to fulfil our obligations to you. For example, if you failed to provide your bank details we would be unable to pay you.
5. How we share your information:
We will share your personal information with third parties where required by law, where it is necessary to administer the agency agreement with you or where we have another legitimate interest in doing so.
Third party providers include the following:
- Vouch reference services;
- Expert Agent;
- Onedrive;
- Payprop;
- Goodlord;
- Automated Accounting;
- Googlemail;
- Homeshift;
- Reposit;
- The Deposit Protection Service;
- Maintenance Contractors; and
- Utility Providers.
Any third parties must process the information as permitted by the GDPR and the Data Protection Act 2018.
Where it is required or necessary in accordance with the Data Protection Legislation, we may share information with:
- HMRC
- suppliers and service providers;
- financial organisations;
- auditors;
- professional advisers and consultants;
- police forces;
- courts and tribunals;
- professional bodies; and
- insurers.
6. Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
7. How long we keep personal information
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal information are available in our retention policy which you can request from us by contacting us.
8. Your rights
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your employment with us.
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Branch Manager. Please note, there are some specific circumstances where these rights do not apply and we can refuse to deal with your request
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Branch Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Complaints:
We take any complaints we receive about the collection and use of personal information very seriously. We would encourage you to bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate. You can make a complaint at any time by contacting us (see contact details section below).
If you think our collection or use of personal information is unfair, misleading or inappropriate or if you have concerns about the security of your personal information, you also have the right to make a complaint to the Information Commissioner's Office. You can contact the Information Commissioner's Office at the following address:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Contact us:
You can e-mail us at office@prlettings.com or write to us at the following address:
6 Cross Street, Preston, Lancashire, PR1 3LT
Tel: 01772 284606
If you have any questions about this Privacy Notice or how we handle your personal information, please contact the Branch Manager using the details above.