Property Search

PRIVACY POLICY

During the course of our activities we will process personal data (which may be held on paper, electronically or otherwise) and are committed to protecting your privacy. We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are notified as a Data Controller with the Office of the Information Commissioner under registration number Z363938X and we are the data controller of any personal data that you provide to us

Any questions relating to this policy and our privacy practices should be sent to Tom Clarke (tom.clarke@maison-lettings.co.uk).

HOW WE COLLECT INFORMATION ABOUT YOU

We collect information about you:

  • Applicants / Tenants
    • From your expression of interest in / request to view a property made directly to us or via our website or property portals;
    • From your completion of online forms with referencing companies acting on our behalf.
  • Landlords
    • From you during contractual negotiations
    • From you during the course of our contract

    We collect the following information about you:

  • Applicants / Tenants
    • Prospective tenant’s name, e-mail address, telephone number, date of birth, current and previous address(es), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying, the name of friends that you are staying with;
    • Guarantor’s name, e-mail address, telephone number, date of birth, address (including any previous addresses), marital status, National Insurance number, nationality, next of kin;
    • Property address; term, rent, deposit, utility and service responsibilities;
    • The employment status of prospective tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
    • Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
    • Any welfare benefits that you may be eligible for, or are currently receiving.
  • Landlords
    • Name
    • Address
    • Contact number(s)
    • Address(es) of property owned
    • Tenure
    • Rental value
    • Mortgagee

    WHY WE NEED THIS INFORMATION ABOUT YOU AND HOW IT WILL BE USED

    We need your information and will use your information:

  • Applicants / Tenants
    • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
    • to enable us to supply you with the services and information which you have requested;
    • to help you to manage your tenancy;
    • to carry out due diligence on any prospective tenant, including whether there are any CCJs or any history of bankruptcy or insolvency;
    • to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
    • to contact you in order to send you details of any changes to our suppliers which may affect you; and
    • for all other purposes consistent with the proper performance of our operations and business.

  • Landlords
    • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
    • to enable us to supply you with the services and information which you have requested, and;
    • for all other purposes consistent with the proper performance of our operations and business.

    SHARING OF YOUR INFORMATION

    The information you provide to us will be treated as confidential and will be processed only by any third party acting on our behalf within the UK/EEA. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

    • If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
    • To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
    • If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
    • If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
    • In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

    Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

    TRANSFERS OUTSIDE THE UK AND EUROPE Your information will only be stored within the UK and EEA. SECURITY

    When you give us information we follow strict security procedures regarding the storage and disclosure of your personal data and to protect it against accidental loss, damage or destruction.

    We may disclose your information to trusted third parties for the purposes set out in this Privacy Policy. We require all third parties to have appropriate technical and operational security measures in place to protect your personal data.

    HOW LONG WILL WE KEEP YOUR INFORMATION

    We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you. Data will be retained for the following periods:

    • up to one year after an enquiry / unsuccessful tenancy application
    • up to 7 years after the expiry of the tenancy agreement if accepted
    • up to 7 years after the expiry of an agency agreement

    YOUR RIGHTS

    You have the right at any time to:

    • ask for a copy of the information about you held by us in our records;
    • require us to correct any inaccuracies in your information;
    • make a request to us to delete personal data of yours we hold: and
    • object to receiving any marketing communications from us.

    If you would like to exercise any of your rights above please contact us at info@maison-lettings.co.uk

    Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:

    Information Commissioner's Office Wycliffe House, Water Lane Wilmslow, Cheshire, SK9 5AF Telephone: 0303 123 1113 Email: casework@ico.org.uk

    Get a FREE Market Appraisal

    • Personal & Friendly Service
    • Competitive Rates
    • FREE Guidance & Advice
    • In-Depth Local Knowledge
    • Professional, Dedicated Staff
    • FREE Valuations

    Register Now

    Sign Up Now to find your perfect new home