Privacy Policy

Personal Data Privacy Policy

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Who am I?

We at Clethorne Properties 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 ZA439846 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is Eleanor Thorne (Email address eleanor@clethorneproperties.co.uk).

Any questions relating to this notice and our privacy practices should be sent to eleanor@clethorneproperties.co.uk.

How we collect information from you and what information we collect

We collect information about you:

From your application for accommodation
From any information provided on the Tenancy Detail Sheet
From any information provided via email correspondence

We collect the following information about you:

Tenant name, e-mail address, telephone number, parental home address, parental landline, emergency contact name and number, name of university where you are studying, campus and course.
Property address; term, rent, deposit, utility and service responsibilities.
A copy of UK passport (front and photo page), or UK birth certificate or other forms of identity that prove they have the right to work and study in the UK.

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 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 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 merge with a business entity, your information may be disclosed to our new business partners or owners;
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

We may need to transfer your information outside the UK and/or EEA:

In the case of storing information on a secure GDPR compliant cloud storage system.
When the jointly liable contract needs to be sent to an international student that resides outside of the UK when not a tenant.

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:

Decision by the Commission that the third country has adequate safeguards and details of appropriate security provisions in place.

By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Security

When you give me/us information I/we take steps to make sure that your personal information is kept secure and safe. All information you provide to us is stored on our, or our partners’ secure servers.

Any physical hard copies of data are kept in secured locked storage systems.
Any electronic data will be stored in encrypted secure servers.

Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your personal data. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How long we will 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.

Your Rights

You have the right at any time to:

ask for a copy of the information about you held by me us in my 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 Thorneelc@aol.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

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

Wales

Information Commissioner's Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400

Email: wales@ico.org.uk

Northern Ireland:

Information Commissioner's Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757

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.