Introduction
We have developed this policy to inform you how we at Little Mansions collect, store and use your personal data. There is a lot of information, but we want you to be fully informed of our processes.
About us
Little Mansions are a private limited company, registration number 07520499, registered office 23a Greengate Street, Stafford, ST16 2HS and will be referred to as ‘we’ throughout this policy. We are a registered data controller with the ICO (Information Commissioner’s Office), registration reference ZA295603. Any information you supply to us will be treated in accordance with GDPR. Further information about data protection laws can be found on the ICO’s website https://ico.org.uk/.
Under GDPR we will process your data in line with the following lawful basis:
Consent – In specific situations, we will process your data with your consent. For example, when you ask to be added to our mailing list of available properties.
Contractual necessity – In certain circumstances, we need your personal data to comply with our contractual obligations. For example, providing contractors with your details for them to arrange and complete maintenance / annual gas safety inspections.
Compliance with legal obligations – To comply with common law or statutory obligations we may need to process your data. For example, securely storing it 6 years so it’s readily available for financial audits if required.
Legitimate Interest – In specific situations we require your data to pursue our legitimate interest in ways you would reasonably expect with minimal privacy impact. For example, updates on offers and direct marketing.
How do we collect your data?
Landlords / Tenants / Applicants
- When you submit an enquiry to ourselves though our website or third-party portal’s such as Rightmove or Zoopla
- When you visit our offices / contact us by phone for information on our services
- When you provide us in writing with updated details
Guarantors
- When provided to us by applicants or tenants you agree to guarantee
Contractors
- When provided direct by yourselves to offer your services
- If required when researched online
- In some cases, landlords will provide us with their own preferred contractors data
What sort of personal data do we collect?
Landlords
- Name
- Address
- Contact details
- Copy of I.D
- Bank account details
- Security password
- Tax exemption code for overseas landlords
- Copy of any relevant insurances
Tenants / Applicants / Guarantors
- Name
- Address
- Contact details
- Copy of I.D’s, Visa’s and supporting documents for applications
- National Insurance number
- Bank account details
- Security password
- Referencing information for credit check, income reference and landlord reference
- Character reference and next of kin details
- Copy of any relevant insurances
Contractors
- Name
- Address
- Contact details
- Copy of I.D and professional qualification
- Bank account details
- Copy of public liability insurance
How do we store and keep your data safe?
All data provided is stored on secure password protected devices. Such as the office computers and servers, laptops and mobile phones. These devices are always locked when not in use.
In our offices we operate a “clean desk policy” where any documents which have not yet been added to our computer systems are stored out of site. Once scanned to the system they are then disposed of in a confidential waste bag which are then collected and shredded.
We check with any third parties that we provide your data to have measures in place to also be GDPR compliant.
How do we use your personal data?
Landlords
- To promote our services and any offers of interest to you
- Arrange to assess your rental properties
- To generate tenancy paperwork
- Provide to any necessary third parties, for example, utility companies
- Complete financial transaction, for example, rental payments
- General letting updates
Tenants / Applicants / Guarantors
- Provide updates on available properties and arrange viewing appointments
- To progress an application by completing sufficient referencing
- To generate tenancy paperwork
- Provide to any necessary third parties. For Example, utility companies and contractors for maintenance
- Complete financial transactions and protect any deposits paid
- General letting updates
Contractors
- Provide to landlords / tenants where works are required
- Complete financial transactions
Third parties that we may need to share your data with:
- CFP Winman Database
- Google Calendar
- Brief Your Market
- Rent4Sure
- MI Program
- DocuSign
- Tenant Shop
- The Deposit Protection Service
- Utility companies
- Contractors for works
What are you rights over your data:
- To be informed – This is covered by this privacy policy
- To be given access – You can request copies of the data we hold about you, free of charge in most cases
- To be forgotten – You may request your data be erased if no longer needed for the original purpose or the data has been processed incorrectly
- To be ably to rectify or change – You may update your personal data at any time as long as using an already known contact or identification is provided
- To restrict / object – You can restrict / object your data being used for marketing. This can be done verbally or by updating your preferences panel accessible in marketing emails. However, if we have made transactions with yourself then some of your data may need to be stored up to 6 years
- To be protected – It is our responsibility as a data controller is to ensure your data is protected and used lawfully. Our website may contain links to other third parties however as we have no control over these websites we cannot be responsible for the protection of any data you enter onto them
This policy is available in our offices and on our website and where necessary will be updated. You can contact us on lettings@little-mansions.co.uk if you have any queries regarding your data.
This notice was last updated on 7.5.18.