Green Door is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice.
Our use of your personal data will be governed by this Privacy Notice. Green Door is a controller for the personal information that it collects and uses about you. We will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
This Privacy Notice explains the following:
- What personal information is
- How we collect your personal information
- The types of personal information we collect
- How we use your personal information
- The legal basis for processing your personal information
- How we share your personal information
- How long we keep your personal information
- How we keep your personal information secure
- Overseas transfers of your personal information
- Your rights in relation to your personal information
- How to make complaints and how to contact us
If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.
2. Personal information – what is it?
Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.
Some personal information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.
Any references to personal information in this privacy notice will include personal data, and where relevant, special categories of personal data.
3. Personal information – what do we collect?
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us. In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
If you are a landlord we will also request bank details to enable us to make payment of rent due to you. In the event you have chosen a fully managed service for your property and tenancy, we will ask for additional emergency contact information in case we need to get in touch with you outside of working hours or in the event there is a matter requiring your urgent attention.
If you are a tenant, under the ‘Right to Rent’ scheme we will collect details of your passport, Biometric residence card, your immigration status document and/or your birth certificate to carry out the required checks under this scheme
4. Personal information – how we use it
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information:
- Where we need information to perform the contract we have entered into with you fulfilling our obligations to you to arrange a contract for rental for you
- If you are a tenant, we will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent that property
- Where we are managing a property on your behalf we may need to pass your personal information from time to time on to third party contractors whom we have engaged to carry out maintenance on your properties
- Where we need to comply with a legal obligation
- Where the processing is necessary for us to carry out activities for which it is in our legitimate interests (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests, including processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively; processing for administrative efficiency purposes such as where we outsource certain administrative functions to third parties who specialise in such services; processing for network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your rights outlined below.
In more limited circumstances we may also rely on the following legal bases:
- Where we need to protect your interests (or someone else’s interests); and/or
- Where it is needed in the public interest or for official purposes
We may process special categories of personal information and criminal conviction information in the following limited circumstances:
- With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.
5. Information security – how we do it
The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information. All data is hosted in datacentres which have systems and protections in place to protect against both unauthorised access, and other external factors that could cause damage to your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary. We ensure access to personal information is restricted to Green Door employees and workers or other persons appointed to carry out tasks on Green Door’s behalf.
6. Personal Information – how long do we keep it?
We are required to keep your information for as long as is reasonably necessary to fulfil our legal and regulatory obligations. Landlord information will be kept for 7 years after ceasing use of our services. General enquiries and marketing information will be retained for 2 years. Copy ID documents for both landlords and tenants which are needed to verify your identity will be kept on file for anti-money laundering purposes for 5 years. Tenant reference checks will be kept for a minimum of 1 year. General information or marketing emails which are generated by our software will be retained for 3 months. Emails sent using our email provider will be kept for 12 months. We will then dispose of your information by deleting all digital records and securely shredding any paper records.
7. Personal information – overseas transfers
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 put in place.
8. Personal information – what are your rights?
You have a number of rights in relation to your personal information, these include the right to:
- Be informed about how we use your personal information
- Obtain access to your personal information that we hold
- Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate
- Request that we erase your personal information in the following circumstances:
- If we are processing your personal information beyond the period when it is necessary to do so for the purpose for which it was originally collected
- If we are relying on consent as the legal basis for processing and you withdraw consent
- If we are relying on legitimate interest as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us to continue with the processing
- If the personal information has been processed unlawfully
- If it is necessary to delete the personal information to comply with a legal obligation
- Ask us to restrict our data processing activities where you consider that:
- Personal information is inaccurate
- Our processing of your personal information is unlawful
- Where were no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim
- Where you have raised an objection to our use of your personal information
- Request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal information where we are relying on consent to process your personal information
- Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information
- Not be subject to automated decisions which produce legal effects or which could have a similarly significant effect on you
If you have any complaints about the way we use your personal information please contact us at firstname.lastname@example.org and we will try to resolve the issue. If we cannot resolve any issue, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK).