This Privacy Policy explains how we use the personal information we collect about you, how you can instruct us if you prefer to limit the use of that information and the procedures that we have in place to safeguard your privacy.
Plymouth Letting Agency LTD is committed to ensuring that your privacy is protected in accordance with the law, and all personal information shall be held and used in accordance with the Data Protection Act 1998. Further details of which are available from the Information Commissioner’s website www.ico.gov.uk .
Plymouth Letting Agency LTD is registered as Data Controller of your Information, Registration Number ZA216210.
Plymouth Letting Agency Limited
Nature of work - Letting Agents
Description of processing
The following is a broad description of the way this organisation/data controller processes personal information. To understand how your own personal information is processed you may need to refer to any personal communications you have received, check any privacy notices the organisation has provided or contact the organisation to ask about your personal circumstances.
Reasons/purposes for processing information
We process personal information to enable us as a letting agent to carry out property management services; promote and advertise our services; maintain our own accounts and records; and support and manage our employees.
Type/classes of information processed
We process information relevant to the above reasons/purposes. This may include:
personal details
family details
lifestyle and social circumstances
employment and educations details
goods and services
financial details
all information contained in references.
We also process sensitive classes of information that may include:
racial or ethnic origin
religious or other beliefs
trade union membership
physical or mental health details
Who the information is processed about
We process personal information about:
customers
tenants
professional advisers and consultants
complainants, enquirers
suppliers
landlords
employees
Who the information may be shared with
We sometimes need to share the personal information we process with the individual themself and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.
Where necessary or required we share information with:
business associates
suppliers of goods or services
financial organisations
credit reference agencies
debt collection and tracing agencies
local and central government
police forces
current, past and prospective employers
employment and recruitment agencies
educators and examining bodies
other companies in the same group
From 25 May 2018 you have the right to be forgotten; we will remove your contact information from our systems unless we are legally obliged not to do so (ASTs, Invoices etc) - send a request to this email address: plymouthlettingagencyltd.com and it will be done on demand.
· We will also remove your information automatically from our systems 12 months after your tenancy has ended.
· Any emails sent to, or received from, you will also be deleted 1 months after your tenancy has ended.
· Legal documents containing your personal information will not be deleted until 6 months after your tenancy ends.
· Invoices containing your personal information will not be deleted until 6 years after their creation date.
You have the right to know that we use, and sometimes share, your personal information with the following services for which we do not need your explicit consent.
Email (Our preferred way of contacting you)
From 25 May 2018 we now require your consent to share or use this information - at any time in the future you can withdraw that consent and you have the right to see what and when information was used simply by sending a request to this email address: [email protected].
Transfers
It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA). Any transfers made will be in full compliance with all aspects of the data protection act.