Update – Privacy Policy – GDPR update May 2018

Privacy Policy

Your privacy

As Landlords for properties around Scarborough, we are committed to the the security and privacy of your information and data. Whether you contact us by phone, email, text or by paper copy, we will only collect data that is necessary for us to contact you about potential tenancies you have enquired about, process your application for a tenancy, produce a tenancy and manage the tenancy you have with us. This policy lets you know more about this information, when and why we collect personal information, how we use it and identifies the very occasional times when, under specific and limited situations, we may need to disclose it to others.

Collection of your Personal Information

In addition to your basic contact information (full name, telephone numbers, email address, previous address) we will collect other relevant details which may include passport copies/numbers, National Insurance number, employer, bank name. These may be needed in order to comply with legal obligations such as the Right to Rent legislation or to conduct credit and reference checks. For the later, consent will be requested in order to manage and process this information.  We may also store associated information received from other organisations, for example, credit check application results, Local Housing Allowance payment records from the council (if in receipt of LHA and paid directly to us as landlords) and Deposit Protection Service (DPS) confirmation of lodgings of deposits.

How we use this information

We use this information when we are gathering data to produce a draft tenancy, to conduct any checks that may be needed, to produce a contract for a tenancy and to manage the tenancy; all this to ensure we effectively manage your tenancy, rent payments and provide excellent customer service and fulfil legal and contractual obligations.

Our policy on storage, processing and retention of your information.

Data is stored and processed by us both electronically and by hand, both methods of information retention are stored securely. We retain your information for as long as reasonably necessary to provide and to maintain your tenancy and to satisfy legal requirements.

How and when we may share your Personal Information

Where necessary, we may need to disclose your information to third parties, for example when submitting data to the lodge deposits with the Deposit Protection Service and on some occasions to conduct a credit and reference check. In these instances, approval will have been requested during the application process. We may also need to pass information to external agencies, e.g. the Local Authority/Council, in relation to Housing Allowance or Council Tax issues which can be a legal obligation. Lastly, in more extreme circumstances, we may need to pass information to organisations, including the police or courts, associated agencies  for the prevention and detection of fraud, criminal activity or to process a court order in relation to a possession request or rent arrears that have been unresolved and unpaid despite every effort to work towards cleaning any arrears over a period of time. The latter is a last resort. At this point information would be passed to the appropriate third parties. Should any insurance claim be made, we may need to pass your personal information to insurers and if our business is wholly or partially transferred to a third party, your personal information may need to be transferred assets.

Your rights with respect to the Personal Information we hold and updating your communication preferences

You can request that we only contact you via specific methods, e.g. by text or phone rather than email.  Please contact us if so to identify your communication preferences. In the absence of any requests, we will contact you by the most appropriate method based on the query, either phonecall, email, or text. You are entitled to access the personal information that we hold on you; any such request should be made using our contact details below. If any data we hold is inaccurate, this will be corrected promptly on request. In certain circumstances you can request that we erase your data which we will do where this would not prevent us meeting our contractual, legal and regulatory obligations.

Privacy Policy Updates

We may need to make changes and updates to this privacy policy without giving you notice as and when we need to. Any changes to policy will be communicated to you.

Contacting us

You can reach us by email: Telephone: 01723 500864; 07711 937321 (Philip May) 07729 292903 (Caroline May), carolinemmay@aol.com or info@studenthousingscarborough.co.uk and our address for contract details is upon every tenancy agreement.