We collect and process your information according to the following Record of Processing:

Information you give us:

· First name

· Surname

· Date of Birth

· Gender

· Addressline1

· Addressline2

· Postal code

· Email address

· Phone No

· Marriage Status

· Employment Status

· Name of Bank

· Account Name

· Branch

· National Ins Number

· Bank Sort Code

· Bank Account Number

· Card Number

· Passport Number

· Pay Slips

· Utility Bills

· Credit Report

· Personal References

· Previous Address

· Previous Postcode

· Vehicle Make/Model

· Vehicle Registration

· Guarantor Name

· Guarantor Address

· Guarantor Postcode

· Next of Kin

Information we collect automatically:

· Email address if you have contacted us via email

Information we receive from third parties:

· Any personal information you have given estate agents (or equivalent referral agencies) and have given them consent to share with us

– To carry out a contract with you or to provide a required service.
– Assessing your tenancy application
– Creating a tenancy contract
– Processing your rental payments
– Undertaking property management services
– On-boarding and off-boarding your residency
– Where we have your consent
– You provide your consent at all stages of the tenancy application process
– Where we have a legitimate interest
– Investigating any issues associated with failure to make rental payments in line with tenancy agreement
– Where we have a legal obligation
– Providing information as requested by an investigating or regulatory authority

We will only retain your personal information for as long as it is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements and limitation periods.

To make the move happen as quickly as possible, please make sure you send in with your application:

Your last three months bank statements.

A passport of visa for ID so we can satisfy Right to Rent checks.

We look at all applicants’ individual circumstances and sometimes tailor our reference requirements to suit. Again, we’ll be clear and open about what we’re doing and why.

We share your personal information with trusted third parties where we have retained them to provide services that you receive, such as property maintenance and security services. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality.
We share your personal information with third parties who perform functions on our behalf and who also provide services to us, such as professional advisors, IT consultants carrying out testing and development work on our business technology systems. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality.

We share your personal information with our other Group companies for internal reasons, primarily for business and operational purposes.

Where required we share your personal information with third parties to comply with a legal obligation; when we believe in good faith that an applicable law requires it; at the request of governmental authorities conducting an investigation; to verify or enforce applicable policies; to detect and protect against fraud, or any technical or security vulnerabilities; to respond to an emergency; or otherwise to protect the rights, property, safety, or security of third parties, our business or the public.

If you do not provide the personal information necessary, or withdraw your consent for the processing of your personal information, where this information is necessary for us to provide services to you, we will not be able to provide these services to you.

We do not carry out any purely automated decision making and use processed information within human-based decision-making processes.

To provide better service to you on our websites, we use cookies to collect your personal data when you browse. See our cookie policy here for more details.

The only location outside of the EEA to which we transfer personal data is Canada – we have appropriate controls in place as it is processed in compliance with the Canadian Personal Information Protection and Electronic Documents Act (PIPEDA) at all times which is formally classified by the ICO as providing adequate protection for individuals’ rights and freedoms for their personal data.

We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know.

If you have any enquires you can contact us at [email protected].

You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy. You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy).

This is so you’re aware and can check that we’re using your information in accordance with data protection law.

You are entitled to have your information corrected if it’s inaccurate or incomplete.

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

You have rights to obtain and reuse your personal information for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.

You have the right to lodge a complaint about the way we handle or process your personal information with your national data protection regulator.

If you have given your consent to anything we do with your personal information, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal information with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal information for marketing purposes.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

• baseless or excessive/repeated requests, or

further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.