Sales
Valuation

Rental
Valuation

Rent
Guaranteed

01752 514500

Sales Valuation
Rental Valuation
Rent Guaranteed

01752 514500

Lettings Privacy Statement

We process data in accordance with the lawful processing basis as detailed below:

The information we hold on clients as a necessity for the performance of a contract is as follows:

Landlords

This includes: Full names, date of birth, home address, property address, email addresses, telephone numbers, national insurance number, bank account details.

Tenants

Personal data is required for us to perform our contract with you. This includes: Full names, date of birth, home address, property address, email addresses, telephone numbers, national insurance number.

This information will be held for 6 years following the end of our business relationship.

 

The information we hold on clients for compliance with a legal obligation

Anti-Money Laundering Regulations

Landlords

Anti-Money Laundering regulations require us to hold copies of your address and identity documents. This may be (but not exclusively) a copy of your passport, driving licence or a utility bill. This information will be held for 5 years following the end of our business relationship.

Tenants

Anti-Money Laundering regulations require us to hold copies of your address and identity documents. This may be (but not exclusively) a copy of your passport, driving licence or a utility bill. This information will be held for 5 years following the end of our business relationship.

 

HMRC Compliance

Landlords

HMRC require us to hold your information, to include rent received. We hold this for a period of 7 Years

 

The information we hold on clients to protect the legitimate interests of a data subject or another person

Tenants

In order to obtain a reference and right to rent checks for tenants we hold the following information: Full name, address, telephone numbers, email addresses, financial information, copies of photographic identification (such as a passport or driving licence) and copies of proof of address (such as a utility bill). We hold this information for the term of the tenancy plus 7 years.

We will pass personal data to utility suppliers and debt collectors in order to protect third parties vital interests.

 

Special Category Data

We do not hold special category data (previously known as sensitive data) for any clients.

 

Consent of the Data Subject

We request consent of the data subject when data is processed for the means of marketing. This consent will be specifically requested on an ‘opt in’ basis only. Where consent to process data is requested, we are making the data subject aware that:

  • The data controller is Plymouth Residential Lettings Limited.
  • The purpose of the data processing will be to make clients aware of suitable properties available to rent.
  • The personal data we collect will be name, address, telephone number and email address.
  • You can withdraw consent for your data to be used at any time. You can opt at any time out by contacting us on (01752) 514500, option 2, or emailing [email protected]
  • No automated decisions will be made using this data.
  • This data will not be shared with other organisation for the purposes of marketing.

Soft ‘Opt In’ Marketing

Where a data subject has willingly provided their personal data when enquiring about properties we market for let, in accordance with the ‘soft opt in’ marketing option, we may provide details of similar properties. If processing data for this purpose, we are making the data subject aware that:

  • The data controller is Plymouth Residential Lettings Limited.
  • The purpose of the data processing will be to make clients aware of suitable properties available for rent.
  • The personal data we collect will be name, address, telephone number and email address.
  • You can withdraw consent for your data to be used at any time. You can opt at any time out by contacting us on (01752) 514500, option 2, or emailing [email protected]
  • No automated decisions will be made using this data.
  • This data will not be shared with other organisation for the purposes of marketing.

Who We Share Your Personal Data With.

In order to effectively manage the tenancy, we will share some personal data with third parties.

To Let Board Contractor

Our board contractor who will be provided with your address for the purpose of erecting and removing a ‘to let’ board (if required).

Letting Software Management System

This is our cloud-based software provider. They have no reason to access or use your data but do have access to our databases for the purposes of maintaining and managing our software.

File Storage

Our computer files are held on Microsoft’s cloud based ‘One Drive’, this is hosted within the European Union.

Referencing Company

Our referencing company. They will be provided with tenants’ details (see our Privacy and Fair Processing Statement) for the purpose of providing a reference.

Inventory Provider

Two Counties provide our inventory’s and property maintenance reports. They will be provided with tenants’ and landlords’ contact details for the purpose of arranging access to a property.

Contractors

We use multiple contractors to maintain and repair properties. Where necessary, we will provide access arrangements (this may include tenant’s details).

Online Communication Repair System

Posidacious are an online communication tool used for managing maintenance issues at properties. Landlord and tenant information will be added to the system in order facilitate the maintenance required.

Website Design And Hosting

Web Design and SEO Company Limited host and maintain our website. It’s hosted on a secure server with an SSL certificate. They have access to the user data for development and maintenance reasons only.