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Tenant and Prospective Tenant Privacy Policy

Tenant / Prospective Tenant Privacy Notice

Pilgrims of Hindhead Ltd is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Pilgrims of Hindhead Ltd is the Data Controller, Peter Horridge is the person responsible for data protection and can be contacted at:- 1 Grayshott Terrace, Crossways Road, Grayshott, Hindhead, Surrey, GU26 6HG. Tel: 01428 605438 email: peter.horridge@pilgrimslettings.co.uk
The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.

 

Information held

The personal data we process may include the information in column A of the attached appendix and may also include other sensitive data concerning health, if relevant to your application. Where the provision of data is a statutory, a contractual requirement or a requirement necessary to enter into a contract, a refusal to provide the data may mean that we are unable to provide you with our service.
To ensure that we provide you with the best service possible we will need to collect and retain certain personal data. The data may be collected and processed by those listed in columns B and F. How we source the data is identified in column C. We may source data from third parties or via third parties e.g. Land Registry or local authority licensing schemes.

 

Lawful basis of processing

Your personal data will be used for the activities in column D. There are six lawful bases for processing your data including consent, a legitimate interest, contract fulfilment, a legal obligation and a vital interest. For each usage of the date the lawful basis of the processing of your data will be identified in column E. A legitimate interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you.
Where we state that we have a legitimate interest, the fact that we have a legitimate interest and what that legitimate interest is, will be stated in column E, e.g. to keep in touch with you during the tenancy; to contact you when we need your consent.
 

Online identifiers, IP addresses and cookie identifiers

When you visit our website we may collect information about your computer, including (where available) your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.
We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
• To estimate our audience size and usage pattern.
• To store information about your preferences, and so allow us to customise our site according to your individual interests.
• To speed up your searches.
• To recognise you when you return to our site.
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. You can find more information about cookies at www.allaboutcookies.org
This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the privacy policy of that website provider. We have no control over that privacy policy or the terms of the website and you should check their privacy policy before continuing to access the site.

 

Recipients of personal data

It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations and these may include those listed in column F.
 

Where is the data stored?

Your personal data is stored in the way described in column G and the data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.
 

Retention period and criteria used to determine the retention period

We will retain some elements of your personal data for up to the time defined in column H after we cease to be your agent. The information which can be anonymized will be that which is no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw such consent at any time.

 

Your rights

You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.
You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.
You have a right to require erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).
You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.
 

Your right to object 

You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.
 

Withdrawal of consent

Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, Peter Horridge, Pilgrims of Hindhead Ltd at 1 Grayshott Terrace, Crossways Road, Grayshott, Hindhead, Surrey, GU26 6HG or emailing peter.horridge@pilgrimslettings.co.uk
 

How to lodge a complaint with the supervisory authority

 The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.

 

 

 

 

Data Controller - Pilgrims of Hindhead Ltd   Data Subject:  Tenant / Prospective Tenant  
Information held Who is collecting it How is it collected Why is it collected Lawful basis for processing Who will it be shared with How stored When will it be deleted
Column A Column B Column C Column D Column E Column F Column G Column H
Name, address, telephone numbers, email address, forwarding address Staff, Website host Office visit, phone, email, self-registration, tenancy application forms, post To use on Contract Contract Fulfillment Staff, landlord, local authority, utilities, guarantor, software provider, person providing deposit, landlord's insurance company, Home Office Paper, electronic, cloud storage 7 years after end of tenancy
Name, address, telephone numbers, email address || || To add to property management software Contract Fulfillment Staff, software provider, cloud storage provider, auditor Paper, electronic, cloud storage 7 years after end of tenancy
|| || || To pass to utility providers and local authority Contract Fulfillment Council tax & utility providers Paper, electronic, cloud storage 7 years after end of tenancy
|| || || To offer extra services Legitimate Interest - Other property related activity such as utilities, general insurance, no deposit schemes etc. 3rd parties such as insurance companies, utility companies, referencing agencies etc. Paper, electronic, cloud storage Within 12 months of last contact, upon request.
Name, rental address, telephone numbers, email address || || To use on Deposit Prescribed information Legal Obligation Landlord, tenant, person providing deposit, staff, deposit protection scheme Paper, electronic, cloud storage 7 years after end of tenancy
|| || || To pass to Deposit Protection Scheme Contract Fulfillment / Legal Obligation Staff, landlord, deposit protection scheme Paper, electronic, cloud storage 7 years after end of tenancy
|| || || To send forms / documents electronically via our partners Contract Fulfillment Staff, landlord, tenant, guarantor, person providing deposit, Inventory Clerk, electronic signature platforms, referencing agencies, Inventory Clerks Paper, electronic, cloud storage up to 7 years after end of tenancy
|| || || To pass to 3rd parties who have vested interests in dealing with issues affecting the rental property and its surroundings Contractual Fulfillment / Legitimate Interest - to facilitate 3rd party performance of their duty Mortgage Companies Insurance companies, block management companies, residents' associations etc. || ||
Employment details, credit history, previous address, NI Number Staff Office visit, phone, email, self-registration, tenancy application forms, post Referencing & assessment Contract Fulfillment Staff, landlord,  Paper, electronic, cloud storage 7 years after end of tenancy
Results of referencing process i.e. employers, accountants and current/previous landlord's reference, previous addresses. credit score, financial documents etc. Staff, referencing agency Email, post, telephone Referencing & assessment Contract Fulfillment Staff, landlord Paper, electronic, cloud storage 7 years after end of tenancy
Other occupants of any age Staff, referencing agency Email, post, telephone, tenancy application forms To establish other occupiers (Permitted Occupants) Contract Fulfillment Staff, landlord, software provider Paper, electronic, cloud storage 7 years after end of tenancy
Forwarding contact details, Relevant Person (person other an tenant providing Deposit) Staff, Website Host Email, post, telephone, tenancy application forms To include in Prescribed Information (Deposit) Legal Obligation Staff, tenant, landlord, deposit protection scheme, Relevant Person, software provider Paper, electronic, cloud storage 7 years after end of tenancy
|| || || Contact in case of emergency, alternative correspondence address at end of tenancy Contract Fulfillment, Legitimate Interest - Emergency contact details. Staff, landlord Paper, electronic, cloud storage 7 years after end of tenancy
Date of Birth Staff, Website host Email, office visit, post, tenancy application forms To verify age, to establish if Right to Rent checks apply Contractual Fulfillment, Legal Obligation Staff, landlord, software provider, Home Office Paper, electronic, cloud storage 7 years after end of tenancy
Nationality, ID and proof of address documents Staff Email, office visit, post To comply with Right to Rent checks, to verify identification and proof of address  Legal Obligation, Contract Fulfillment Staff, landlord, software provider, Home Office Paper, electronic, cloud storage 7 years after tenant leaves except 1 year after tenant leaves for Right  to Rent ID
Bank details Staff, Website host Email, Post, tenancy application forms Referencing & assessment. To process payments Contract Fulfillment Staff, landlord, bank, software provider Paper, electronic, cloud storage Within 7 years of end of tenancy
Criminal Record Staff Email, tenancy application forms, post Referencing & assessment Legitimate Interest - Insurance disclosure requirement, to assess suitability Staff, tenant, landlord, landlord's insurance company Paper, electronic, cloud storage Within 7 years of end of tenancy
Name, address, telephone numbers, email address Staff, Website host Office visit, phone, email, self-registration, tenancy application forms, post To send work sheets to Contractors and Inventory Clerks Contract Fulfillment Contractors, Inventory Clerks,  Paper, electronic, cloud storage 7 years after end of tenancy
|| || || To be able to contact tenant e.g. property management and maintenance issues Contract Fulfillment Staff, Contractors Paper, electronic, cloud storage 7 years after end of tenancy
Name, address (property / forwarding / post tenancy), telephone numbers, email address Staff Office visit, phone, email, self-registration, tenancy application forms, post, end of tenancy form To chase rent arrears Contract Fulfillment Debt Agency, solicitors, court services, landlord, guarantor Paper, electronic, cloud storage 7 years after end of tenancy
|| || || If legal action is required Contract Fulfillment Solicitor, Court Services, landlord Paper, electronic, cloud storage 7 years after end of tenancy or legal action
|| || || to chase any outstanding debt whether connected to the tenancy or not Contract Fulfillment / Legitimate Interest - to protect future occupants against debt claims. Debt Agency, solicitors, court services, landlord, guarantor Paper, electronic, cloud storage 7 years after end of tenancy or legal action
Name  || Contractors noting on certificates Noted on safety certificates such as landlord's safety records  Contract Fulfillment, Legitimate Interest - Provision of statutory and non statutory documents Contractors, future tenants,  Paper, electronic, cloud storage Expiry of relevant certificates
 Health Conditions  Staff, Landlord Office visit, phone, email, self-registration, tenancy application forms, post, medical questionnaire To pass to parties, including 3rd parties, who have vested interests in the well being of tenants or dealing with issues affecting the rental property and its surroundings Legal Obligation / Legitimate Interest - to keep visitors to the property safe from infection. Record medical information volunteered by tenants. Staff, landlord, tenant, contractors, software provider, tenant's relatives, medical professionals, block management companies, residents' associations etc. Paper, electronic, cloud storage 7 years after end of tenancy

 
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