Data Policy & Fair Processing Notice For AGÀPE Properties’ Clients, Tenants, and Users
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 are we?
AGAPE Properties Ltd is a private limited company that manages and actively invests in properties. We 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 08446824 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Francesco Perticarari.
Any questions relating to this notice and our privacy practices should be sent to email@example.com
How we collect information from you and what information we collect
We collect information about you:
- From your application for accommodation
- From your use of the forms downloaded and completed from our own website or from third parties (including but not limited to creating tenancy agreements, guarantor agreements, tenant references, or notices).
We collect the following information about you:
- Tenant name, e-mail 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), copy of any document we might be required to check for the determination of the tenants’ right to rent based on their immigration status;
- 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, 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.
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, including whether there are 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 market relevant services we may deem appropriate to the contacts provided by you or through you;
- to contact you in order to send you details of any changes to our or supplies which may affect you; and
- to conduct internal market and statistical research;
- 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 me as confidential and will be processed only by any of third party, acting on my behalf. 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 merged 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.
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
Your information will be stored within the UK and/or EEA whenever stored locally, but since we use cloud services within our organisation, the servers holding digital copies of such data might be physically outside the UK and/or EEA
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 assessing reasonable evidence declared by the chosen service providers that the third country has adequate safeguards and security measures and that data is stored securely using methods such as SHA-2 encryption.
When you give us information, we take steps to make sure that your personal information is kept secure and safe.
Our physical documents are securely kept within our offices, in premises that stay locked when people are away. Such premises are private and only ourselves or individuals authorised by ourselves have access to these.
Digital documents containing your information are stored either in our own password-protected computers, either on trusted cloud services such as Google Drive, Dropbox, or DocuSign, either on our own encrypted hosting spaces online. The specific third parties we use may change at any time and without notice, however, we will ensure that any storage provider chosen to store your data will have to be individually reviewed and approved by our directors before being used by the company.
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.
Our information retention schedule is of 6 years for any document type. This may, however, be shortened if we deem your information not to be needed any longer, after our contractual agreements with yourself terminate.
You have the right at any time to:
- ask for a copy of the information about you held by 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 me/ us.
If you would like to exercise any of your rights above please contact us at firstname.lastname@example.org
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:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.