Privacy Notice

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HOW WE HANDLE & USE YOUR PERSONAL DATA.

We collect, hold and use the personal data you provide to us in order to provide you with the excellent professional service you expect from us. The information within this document outlines how we do this in all situations where you provide us with your data.

Please read it carefully and ensure that you understand it.

INFORMATION APPLICABLE TO ALL CUSTOMERS..

Company Information

Green Door Property Management Services Limited, Company number: 11207179, Registered office: 3 Maiden Street, Weston, Hitchin, Hertfordshire, SG4 7DG.

We are members of The Association of Residential Lettings Agents and The Property Ombudsman Scheme.

Storage of Your Data

In all cases, we will hold your personal data securely, either in hard copy on our property files or digitally within our software. We use Vebra Alto to store your data who are data processors of information we hold. We may transfer, store or process your personal information in locations outside the UK and the European Economic Area (EEA). Where the countries to which your personal information is transferred do not offer an equivalent level of protection for personal information to the laws of the UK, we will ensure that appropriate safeguards are in place.

Mailing List

As a customer or user of our services, your details may be added to our mailing list and we may send you information regarding other relevant services we can provide to you. You will be able to unsubscribe to these emails at any time.

Retention Period

We will retain the personal information we hold for up to 6 years because the time limit for any party to initiate civil action against us should they believe they have a claim is 6 years.

Your Rights

As a customer or user of our services you have the following rights –

  • A right to be informed about our collection and use of personal information;
  • A right of access to the personal information we hold about you;
  • A right to rectification if any personal information we hold about you is inaccurate or incomplete;
  • A right to ask us to delete any personal information held about you unless we are obliged to retain the information for other legal reasons;
  • A right to restrict or prevent the processing of your personal information;
  • A right to data portability (obtaining a copy of your data to re-use with another service or organisation)
  • A right to object to the use of your data for particular purposes.

Applicability

This Policy applies only to your use of services from Green Door Property Management Services Limited.

Complaints

If you have any questions about our policies or have cause for complaint about our use of your personal data, please contact us via email at info@greendoorpm.co.uk or call us on 01462 510765.
We will address your concerns and attempt to solve the problem to your satisfaction. You also have the right to lodge a complaint with the Information Commissioner’s Office. More information on your rights is available from the Information Commissioner’s Office www.ico.org.uk.

WEBSITE USERS

If you do not accept and agree with anything within this usage policy please stop using the website immediately, because your continuing use of our website will be seen as your acceptance of it.

Data Collection

Except where you contact us directly through any of our contact options available on the website, we do not collect any personal data from you.

If you contact us or send us an email, we will retain the details you provide to us including any other information which you choose to give us.

However, we do place cookies on your computer or device (See our Cookie Policy).

Using Your Information

Where we hold any personal information, it will be processed and stored securely, for no longer than is necessary, considering the reason it was provided to us.

We will potentially –

  • Reply to your email;
  • Provide details on the properties requested, plus any others we think may interest you;
  • Offer or provide you with the services requested, plus any others we think may interest you;

We will delete your personal information once your request has been met or the service has been provided, except where –

  • You were interested in details of properties we are offering when we will continue to hold your information in order to send you information on other properties that may interest you;
  • You become a client or a buyer of a property;
  • You require us to retain it for longer;
  • We are required to retain it for longer for other legal reasons.

Links to Other Websites

The website may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we have no liability if you use those websites. You are advised to check the policies of any such websites before providing any data to them.

Changes to our Policies

We recommend that you check this page regularly to keep up-to-date, as we reserve the right to change this Policy from time to time if our policies change or the law changes. Any changes will be posted on this page of the website and you will be deemed to have accepted changes to the Policy on your first use of the website following the changes.

INSTRUCTING US TO RENT OUT YOUR PROPERTY AND/OR MANAGE ANY TENANCY

Data Collection

By entering into an agreement with us to rent out your property you will provide us with various pieces of personal information, which we will need in order to meet our legal obligations, our contractual obligations to you, and provide the high-quality service you require from us to ultimately facilitate a successful rental and/or provide property management services. We will only obtain personal data that is essential.  This data will be obtained by our staff in one of the following ways:

  • Verbal discussions with you
  • Telephone calls with you
  • The documentation you have completed for us
  • Email correspondence with you
  • Data you enter on our website
  • Data available via third parties such as the Land Registry or local authorities

This data will be stored by us either in hard copy form or electronically or both depending on circumstances.

Legal Basis for Processing Your Data

You will have entered into an agreement with us to find a tenant for your property and/or manage the tenancy.  As such the legal basis for us to use your data is contractual; however, we may also use your data to meet our legal obligations.

Data and Usage

We may provide certain of your details to others where it is required and as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed below without obtaining your consent unless we are legally obliged to do so.

We will use your information in the manner outlined below, but may be required to do more –

Identification Details – We may hold copies of your photographic identity documents and at least one document that confirms your home address.  We may also use an online service to verify your identity. This is done to protect our position and look after your interests.  It assists us to ensure we are dealing with the owners of the property and we are not becoming involved in any money laundering situation. The copy documents and/or identity verification report will be held by us and not provided to any other party.

Prospective Tenants – Basic information about your property will be provided to anyone who makes an inquiry to us about potentially viewing or renting your property.  This information will include the property details we produced and any other relevant information you provide to us, including the information in any property information questionnaire you complete for us.

Viewings – We will organize viewings on your behalf, to suit you, any current occupier of the property, and the viewer. Where we are conducting the viewing for you, it is important that you or the current occupier checks the property prior to the viewing to ensure that any personal information you or the occupier would not wish a viewer to see, is removed. We may provide the viewer with details of the person who is to meet them at the property and conduct the viewing if we are not carrying this out on your behalf.

Negotiating with Prospective Tenants and Handling Offers to Rent the Property – We will negotiate with prospective tenants and take offers from them.  This process will involve providing potential tenants with relevant personal information to facilitate a successful negotiation. This will also involve providing you with relevant and necessary personal information about the potential tenant.  You should ensure that you treat any information we provide to you is confidential and it must not be passed on or shared with any other person or business.

Tenants – Once a tenancy is agreed we will provide the tenant with your personal contact information, as there is a legal requirement to do this.

Sub-Contractors – We may subcontract out some of the services we provide to you under this agreement, such as photography, accompanied viewings, erection of TO LET boards, inventory checks, and property inspections during tenancies. A list of the third-party sub-contractors is available on request.

Contractors – We hold a list of preferred contractors who we may use to provide services to you at the property. We may obtain estimates/quotes for work from these contractors and we may instruct them to carry out work on your behalf. To do this we will provide the appropriate personal information they need to provide the required services. A full list of these contractors is available upon request.

Local Authorities/Utility Suppliers – We will provide your details to the appropriate local authority/utility suppliers, as and when it is required to ensure correct billing.

Should you require any additional detail please feel free to ask a member of staff.

INTERESTED IN RENTING A PROPERTY

Data Collection

By indicating your interest in renting one of the properties we offer you will provide to us with various pieces of personal information, which we will need in order to meet our legal obligations, our contractual obligations to you and the landlord, and to provide the high-quality service you require from us. We will only obtain personal data that is essential.  This data will be obtained by our staff in one of the following ways:

  • Verbal discussions with you
  • Telephone calls with you
  • The documentation you have completed for us
  • Email correspondence with you
  • Data you enter on our website
  • Data obtained during our referencing process

This data will be stored by us either in hard copy form or electronically or both depending on circumstances.

Legal Basis for Processing Your Data

You will have:

  • Requested details of properties;
  • Viewed properties;
  • Applied for a tenancy.

The legal basis for us to use your data in (1) & (2) above is consent.

The legal basis for us to use your data in (3) above is contractual; however, we will also need to use your data to meet our legal obligations and/or the landlord’s legal obligations.

Data and Usage

We may provide certain of your details to others where it is required and as outlined below, or in accordance with your stipulated wishes. Other than to the landlord, your data will not be passed to any third party not listed below without obtaining your consent, unless we are legally obliged to do so.

We will use your information in the manner outlined below, but may be required to do more –

Identification Details – We may hold copies of your photographic identity documents and at least one document that confirms your home address.  We may also use an online service to verify your identity. This is done to meet our obligation under the Immigration Act to verify your right to rent in the UK. Additionally, it is required to protect our position and our landlord’s position.  It also assists us to ensure we are not becoming involved in any money laundering situation. In line with our obligation, the copy documents and/or identity verification report will be held for up to 1 year following the date any tenancy ends.  We will not provide any other party with copies of these documents.

Viewings – Where you view a property, we will require certain pieces of personal information from you in order to provide a professional service to you and our client.  We will not share this information with any third party other than our client, without your consent, unless you make an application for a tenancy.

Tenancy Application – You must complete the tenancy application. This application requires you to provide personal information to The Lettings Hub who carry out credit and referencing checks and provide us with a report on your suitability as a tenant.  We will not share this information with any third party other than our client, without your consent.

ENTERING INTO A TENANCY

Data Collection

By entering into a tenancy you will provide to us with various pieces of personal information, which we will need in order to meet our legal obligations, our contractual obligations to you and the landlord, and to provide the high-quality service you require from us. We will only obtain personal data that is essential.  This data will be obtained by our staff in one of the following ways:

  • Verbal discussions with you
  • Telephone calls with you
  • The documentation you have completed for us
  • Email correspondence with you
  • Data you enter on our website
  • Data obtained during our referencing process

This data will be stored by us either in hard copy form or electronically or both depending on circumstances.

Legal Basis for Processing Your Data

As a tenant the legal basis for us to use your data is contractual; however, we will also need to use your data to meet our legal obligations and/or the landlord’s legal obligations.

Data and Usage

We may provide certain of your details to others where it is required and as outlined below, or in accordance with your stipulated wishes. Other than to the landlord, your data will not be passed to any third party not listed below without obtaining your consent, unless we are legally obliged to do so.

We will use your information in the manner outlined below, but may be required to do more –

Identification Details – We may hold copies of your photographic identity documents and at least one document that confirms your home address.  We may also use an online service to verify your identity. This is done to meet our obligation under the Immigration Act to verify your right to rent in the UK. Additionally, it is required to protect our position and our landlord’s position.  It also assists us to ensure we are not becoming involved in any money laundering situation. In line with our obligation, the copy documents and/or identity verification report will be held for up to 1 year after the date any tenancy ends.  We will not provide any other party with copies of these documents.

Tenancy Agreements and other related documents – Once a tenancy is agreed we will provide a copy of the tenancy agreement and any other related documents to our client, the landlord.

Sub-Contractors – We may subcontract out some of the services we provide to you under this agreement, inventory checks and property inspections during tenancies. A list of the third-party sub-contractors is available on request.

Contractors – We hold a list of preferred contractors who we may use to provide services to you at the property. We may obtain estimates/quotes for work from these contractors and we may instruct them to carry out work at the property. To do this we will provide the appropriate personal information they need to provide the required services. A full list of these contractors is available upon request.

Local Authorities/Utility Suppliers – We will provide your details to the appropriate local authority/utility suppliers, as and when it is required to ensure correct billing.