Who are we?

How we collect information from you and what information we collect

We collect the following information about you:

• Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, name of university or college where you are studying (if applicable);
• Tenant name, email address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);
• Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
• Property address; term, rent, deposit, utility and service responsibilities;
• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the 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 and prospective tenants, 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 on.
• Landlords’ names, email address, telephone number, date of birth, personal addresses, rental property addresses, tax residency, sex, nationality.

Why we need this information about you and how it will be used

We need your information and will use your information:

• 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 and/or guarantor, including whether there is any money judgements against them, 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.

Sharing of Your Information

The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on my behalf, within the UK. 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 merge 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.
• During the tenancy your contact information may be disclosed to any relevant contractor in order to carryout essential maintenance of the property.
• Information may be shared using relevant software that enable us to produce reports in creating, managing and ending your tenancy.

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

Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

Your personal information will be stored in The Cloud. The Cloud uses strong security methods, employs strict policies to protect your information and leads the industry in using privacy-preserving security technologies, such as end-to-end encryption for your data.

Our web hosting provider is based in the USA. The website security includes DDoS protection which helps identify and detect malicious activities such as unauthorized access and device malfunctions to prevent IT incidents.

Security

When you give us information, we take steps to make sure that your personal information is kept secure and safe. Data protection law requires that ‘Personal data shall be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed’.

How long we will keep your information

Your information is stored safely on an encrypted server. We review 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.

Please see our Data Retention Policy

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 what 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 support@blundyspropertymanagement.com

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:

England:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Scotland:

The Information Commissioner’s Office – Scotland, Queen Elizabeth House, Sibbald Walk, Edinburgh, EH8 8FT

Telephone: 0303 123 1115

Email: Scotland@ico.org.uk

Wales

Information Commissioner’s Office, 2nd floor, Churchill House, Churchill way, Cardiff, CF10 2HH

Telephone: 0330 414 6421

Email: wales@ico.org.uk

Northern Ireland:

The Information Commissioner’s Office – Northern Ireland ,10th Floor, Causeway Tower, 9 James Street South, Belfast, BT2 8DN

Telephone: 0303 123 1114

Email: ni@ico.org.uk

The accuracy of your information is important to me – please help us keep our records updated by informing us of any changes to your email address and other contact details.