This Policy applies as between you, the User of this Web Site and Country and Coastal Lettings Ltd the owner and provider of this Web Site. This Policy applies to our use of any and all Data collected by us in relation to your use of the Web Site and any Services or Systems therein.
Policy updated May 2018
‘we’, ‘us’ or ‘our’ means Country and Coastal Lettings Ltd;
‘the site’ means Country and Coastal Lettings website you are visiting or engaging with; and
‘you’ and ‘your’ means you, the person engaging with us, registering for our services or visiting our site.
Address: Stanstead House, Stanstead Park, Rowlands Castle, Hampshire, P09 6DX
Telephone: 01243 375676
We use different ways to collect data about you including the information you supply to us when using our services. If you fail to provide certain information we may not be able to provide you with the service you require. The data gathered depends on whether you are an applicant wanting to just view a property, a tenant taking a property or a landlord advertising a property. We will also hold differing amounts of data depending on whether we manage the property for the landlord or not.
As necessary personal data is processed by us, we retain the following data as applicable: –
We also generate and use data internally, e.g. our rent records if managing the property.
We also collect and receive data about you from third parties. This may be information given to us by the landlord, other tenants or residents or neighbours. It can include information from a guarantor where there is a guarantor for your tenancy or from a joint tenant or other residents. Public bodies such as local authorities or the police, or other law enforcement agencies may give us information about you. This can include the Department for Work and Pensions or the local authority where you are receiving Universal Credit or housing benefit. Information may be given to us relevant to Council Tax by the local authority. Utility companies or service providers may also give us personal information about you. We obtain information about you when we carry out credit checks or take up references. We may also receive information from you via websites or from online rental portals such as Rightmove, Zoopla or Gumtree for example.
The various purposes for which it may be necessary for us to process different categories of your information include: –
We may change the purposes where this is compatible for the purpose for which we obtained the data originally. If we need to use your data for a non-compatible purpose we will notify you and explain the legal gateway that allows us to do so. We may process your information without your knowledge where this is required or permitted by law.
We never sell your data.
In certain circumstances we may share your personal information with:
Selected third parties that we work with, where necessary for the purposes of delivering to you services that you request from us. For example, when you are reference checked, we need to share your information with a third party referencing sub-contractor. Where we use such third parties, those third parties are obligated to protect your data in accordance with the prevailing General Data Protection Regulations.
Selected third parties that you consent to our sharing your information with for marketing purposes (such consent will be sought prior to our sharing of this data).
Any other third parties where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.
For the purposes of delivering to you services that you request from us, we must record your data on our property management system. Your data (name, email address, telephone number) may also be provided to other third party companies in order that we can provide you with the service you have requested from us, for example our reference provider, so that they can provide you with reference reports, and other information that is relevant to you; inventory clerks; gas engineers; EPC assessors etc. If we’re managing the property for you, we’ll also require additional information such as ID and bank details (for rent payments).
For the purposes of delivering to you services that you request from us, we must record your data on our property management system. Your data will be provided to landlords in order that they can contact you to arrange your viewing. Your data (name, email address, telephone number) may also be provided to other third party companies in order that we can provide you with the service you have requested from us, for example our reference provider, so that they can complete your reference report. If you become a tenant of a property we have advertised, we may provide your data to utility companies and the council in order that you can billed directly for services provided. It may also be necessary, from time to time, to provide your data to engineers who may attend the property for the purpose of carrying our inspections, safety certificates, maintenance work etc.
If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit www.aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies, you may not be able to access all of the functions of our websites.
We use a variety of technological and operational security measures to protect your information against any unauthorised access to, unlawful use of, and modification and destruction of any personal data we store.
We will retain your information for as long as is necessary to provide you with the services that you have requested from us, or for as long as the law otherwise permits.
Transmission of information over the internet can be insecure, and although we employ measures to protect your information from unauthorised access we cannot always guarantee the security of information sent over the internet.
Our servers are situated inside the European Economic Area (EEA) and all of the information that we collect about you will be stored on these servers.
You have the right to:
Request a copy of the personal data that we keep about you, by making a request in writing to us. You can ask us to provide the data in a commonly used, machine readable format, and where we are able to; transmit this data to another organisation.
Contact us if you are concerned that any of the information we hold on you is incorrect, to have that data corrected.
Contact the us to ask us to stop processing your data, or withdraw consent where we are relying on consent as the legal basis for any processing of your data.
Contact us to request that we delete your personal data.
To lodge a complaint with the data protection authorities if you believe we have not complied with any applicable data protection law. In the UK, the relevant authority is the Information Commissioners Office, you can find their details at www.ico.org.uk
11 Changes of Business Ownership and Control
Country and Coastal Lettings Ltd may expand or reduce its business and this may involve the sale of certain divisions or the transfer of control of certain divisions to other parties. Data provided by you will, where it is relevant to any division so transferred, be transferred along with that division and the new owner or newly controlling party will, under the terms of this Policy, be permitted to use the Data for the purposes for which it was supplied by you.
In the event that any Data submitted by you will be transferred in such a manner, you will not be contacted in advance and informed of the changes.