Assents Property Investments is committed to protecting your privacy and this Privacy Notice explains how we use information about you and how we protect your personal data.
Data protection is changing. On 25 May 2018 existing data protection laws – as set out under the Data Protection Act 1998 – will change and be replaced by General Data Protection Regulations (GDPR).
Personal data is the information we hold about you.
We have a Data Protection Officer who makes sure that we respect your rights and follow the law. If you have any questions please contact our Data Protection Office by emailing email@example.com (please put DPO in the email subject line); or calling 020 7099 6713.
What information do we collect?
Assents Property Investments collects, uses, manages and stores personal data of people applying to us for marketing information as well as our current tenants and homeowners. If you are a tenant or homeowner in one of our properties we manage, we will use your information to provide services related to your agreed requirements.
Personal data can be any information that identifies and relates to a living person. This can include information that, when put together with other information, can then identify a person. For example, this could be your name and contact details.
The type of information we collect from you to provide services includes contact details such as you name, date of birth, previous address, telephone numbers, email address, financial information, nationality, immigration status, employment and details of your current or previous residence.
We will always talk to you about your information and why we need it when we collect if from you.
You can see a full table showing what data we collect, what we do with it and how long we keep it at the end of this privacy notice.
Why do we collect and store your personal information?
In order for us to provide you services related to your enquiry that we can supply our services for, we need to collect some personal information.
We also process personal data to pursue our legitimate interests. This means helping us to do our job as a property agent, for example ensuring prospective homeowners can obtain a mortgage on one of our properties or an applicant looking to rent one of our properties.
We are committed to ensuring that the information we collect and use is appropriate for this purpose, and is not an invasion of your privacy.
We would never pass on your details to third party marketing companies, such as mortgage providers and solicitors without asking for your permission first. If you do agree to this, then you keep the right to withdraw your consent at any time.
What do we do with the data we collect?
We use the data we collect, store, use and manage so that we can deliver our services to you. We use your data to:
- provide a lettings repairs and maintenance service;
- provide support services;
- provide you with information on properties or services that may interested you;
- investigate complaints;
- engage with customers to get feedback on our services;
We will do our best to keep your data accurate and up to date, and not keep it for longer than is necessary. We are required by law to keep some data, for example information needed for income tax and audit purposes. Some other types of personal data may need to be kept for longer periods depending on the reasons we have collected it. You can ask us about how long we need to keep your data and why we need it when we collect if from you.
Based on information you share with us, we may send you information properties, services or other promotional material. We will always ask you for your consent to share information with you. At any time, you will be able to withdraw consent and we will no longer contact you. Information you share with us will be saved in a secure database for two-years. After this time, it will be deleted, unless you ask us to remain in contact with you.
You can register your interest on our website www.assents.co.uk or by contacting us through the channels above.
Our promises to you
We take the issue of your privacy extremely seriously and we promise to
- respect your personal data and keep it secure on your behalf;
- allow you to access the data that we hold about you;
- let you know how we use your data. We may update this notice, or contact you directly, from time to time to provide you with more information about how we use your data and protect your privacy;
- keep your data accurate and up to date by amending your records when you contact us or by asking you, from time to time, if the information we hold on you is still up to date.
The law gives you a number of rights to control what and how your personal data is used by us. You have the right to:
- be informed about what we do with your data. This privacy notice (which may be updated from time to time) is the principal way we will do this;
- access the data we hold about you;
- object to Assents Property Investments processing your data (on the basis of our legitimate interests);
- tell us to correct your data where it is inaccurate and to ask us to stop processing your data until it has been corrected. If you think the data we hold on you is not accurate then please contact us at firstname.lastname@example.org.
- ask us to erase your data. We will only do this if we no longer have any contractual obligations to you or there are compelling reasons to retain your data and we promise to explain these to you.
Who do we share your information with?
We may pass your personal data on to companies and people who work with us in providing property related services to you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf, such as, dealing with new build defects, improvement works on your home or assist in marketing your property. When they no longer need your data to carry out this service, they are obliged to dispose of your details in line with Assents Property Investments’s procedures. If we need to pass your sensitive personal information onto a third party we will only do so once we have obtained your permission, unless we are legally required to do otherwise.
The types of organisations we may share your data with are:
- Contractors who work with us to provide property related services to you such as heating engineers, plumbers or carpenters in the event of a renovation, repair or defect;
- Local councils including council tax departments
- Utilities companies
- Local Estate Agents – if they are our appointed selling/marketing partners
- Solicitors for the conveyancing process
- Independent mortgage advisors to carry out preliminary financial checks if you decide to enter into a contract with us
- Referencing company who will carry out full referencing check prior to tenancy being accepted
Who can you contract for more advice?
We don’t want to be intrusive and don’t want to ask you irrelevant or unnecessary questions. The information you give us will be kept securely to minimise the risk of it being accessed by someone who shouldn’t have it.
We have a Data Protection Officer who makes sure that we respect your rights and follow the law. If you have any questions please contact our Data Protection Officer by emailing email@example.com (please put DPO in the email subject line) or calling 020 7183 6388.
For independent advice about data protection, privacy and other data sharing issues you can contact the Information Commissioner’s Office (ICO).
You can also contact the ICO directly if you think we have processed your data in a way, which you think is unfair or unlawful, or are unhappy with how we protect your privacy rights in general:
By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
|What do we collect/process||What is it used for?||Our legal basic for processing||How long do we keep it?|
|Contact information (including Name, Address, Telephone numbers/s and Email address/es)||This data is used from your initial enquiry through to maintaining your rental/management/sales/acquisition renovation accounts with us.||Contractual basis||6 years or after interest cease|
|Contact information for marketing (including Names, Address, Telephone number/s, Email address/es)||This data is used to send you marketing information about properties or services we think may be of interest to you based on data you have shared with us||Consented||2 years|
|Proof of identity (including Proof of address, Proof of income, Proof of savings / deposit, Financial information, Proof of nationality, Immigration status, Proof of ownership, Any other information as and when required, pending on individual circumstances)||This data is used to confirm your identity during the service process issues and to confirm Affordability, Money laundering (legislation) and Right to rent (legislation)||To fulfil legal obligations||6 years after settlement|
What is a cookie?
A cookie is a small text file that is downloaded onto ‘terminal equipment’ (eg a computer or smartphone) when the user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions.
What do we need to do to comply?
The rules on cookies are in regulation 6. The basic rule is that you must:
- tell people the cookies are there;
- explain what the cookies are doing and why; and
- get the person’s consent to store a cookie on their device.
As long as you do this the first time you set cookies, you do not have to repeat it every time the same person visits your website. However, bear in mind that devices may be used by different people. If there is likely to be more than one user, you may want to consider repeating this process at suitable intervals.
Where can we get more information?
For more detailed information and practical advice on this topic, see our guidance on cookies.
The information contained in this website is for general guidance only and no warranty is given to its accuracy, completeness, timeliness or suitability for any purpose of any information. Assents Property Solutions LTD is not liable for any errors, omissions, technical inaccuracies or typographical errors. All information on this website is subject to change without notice.
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