Last updated: 25/05/18
COMMITTED TO PROTECTING YOUR PERSONAL DATA
New View Residential Ltd. Takes care of your data seriously, we only use what is needed to provide our core services of responsible property letting and management. Any data we gather directly is provided by you. Your data is protected and we do not share your data or process your data in any way outside of our legal, contractual and consensual bases in providing our core services. We make sure we are fully compliant with your rights regarding your data as required by the General Data Protection regulation (GDPR).
In a bit more detail,
1. How Do We Receive Your Data?
All personal data belonging to you and used by New View Residential Ltd. is provided by you.
We require applicants to give us enough personal details to enable us to set up a viewing as well as carry out a preliminary review of the suitability of the property to meet the needs of the applicant.
Should an applicant wish to proceed with an application for tenancy, we are required by law to establish that the individual has the right to rent in the UK by obtaining a copy of the applicant’s passport or equivalent proof of identity. Further we are required to perform income, credit and reference checks to gauge the viability of the proposed tenancy – to do this we employ the services of an external agency (data processor), Let Alliance. New View Residential Ltd. informs Let Alliance of the applicant’s name and contact details. Let Alliance requests further personal data from the applicant. Relevant aspects of this personal data and the outcomes of the checks are then shared with New View Residential Ltd. for the benefit of helping us and the landlord make informed decisions about the proposed tenancy.
For successful tenants, New View Residential Ltd. employs the service of a secure tenancy deposit protection scheme to secure tenants’ deposits (with the exception of a Company Let). To this end New View Residential Ltd. shares necessary tenancy details with The Deposit Protection Service (DPS).
To manage a property on behalf of a landlord, we require the landlord to provide some essential details including name, contact details, proof of identity, relevant bank details and relevant property documents that prove ownership and compliance with regulations.
We take our relationships with out contractors seriously to provide a quality maintenance service for our landlord-clients and tenants. To do this requires some basic information about the contractor, supplied by the contractor, including name and contact details, relevant certification and insurance cover details, business bank details. To realise the practicalities of property management tasks we sometimes need to share some basic details of the contractor with the landlord or tenant and vice versa.
2. What Personal Data Do We Collect
The categories of personal data we collect in order to carry out our core aims of responsible property letting and management are:
- Name and Contact Information
For applicants, landlord-clients, tenants and contractors, we need this basic information to deliver our services. For obvious reasons this information is retained for us to continue delivering our services.
- Proof of Identity and Nationality
In the case of applicant-tenants we are legally obliged to confirm their right to rent in the UK and therefore need to gather and keep copies of relevant proof of identity and nationality, such as passport and, if necessary, relevant visa documents.
To protect all our clients and partners we are required to make necessary identity checks.
- Relevant Details Necessary to Evaluate Proposed Tenancy
For applicant-tenants we are obliged to evaluate the viability of the proposed tenancy. We use Let Alliance to gather relevant personal data from the applicant, process this data and return to New View Residential Ltd. relevant results of a check for satisfactoriness of credit history and relevant references, as well as an affordability assessment.
- Required Certification
In the case of our contractors it is important that we are confident each contractor is adequately qualified and insured for the relevant tasks.
- Bank & Payment Details
When it is necessary to make funds transfers, for example, to pay a landlords-client, to pay a contractor and, sometimes, to send money to a tenant, we will need to gather and maintain relevant payment details for those individuals or parties.
- Property Details
To adequately manage a property and a related tenancy it is necessary to maintain some details about the property. Basic details such as address will obviously be needed as well as relevant insurance documents, health and safety compliance certification and utility and council tax details.
3. Why Might We Need To Use Your Data and What Do We Do With It?
Our core aim is to responsibly let and manage our landlord-clients’ properties. You will only be asked to disclose personal data that is needed to enable us to carry out this core aim. The lawful bases for using this data will only ever be a result of our legal or contractual obligations, or actions that you have consented to.
Other lawful permitted grounds for the use of personal data are ‘vital Interests’ (ie. the processing is necessary to protect someone’s life), carrying out a ‘public task’ or, where necessary, for ‘legitimate Interests’.
New View Residential Ltd. takes care to be fully compliant with all of your rights at any time regarding the processing of your personal data.
You have the rights to:
- Be informed about how we use any of the data you have given us
- Access any of your personal data held by New View Residential Ltd.
- Request corrections or updates to any of your personal data held by us
- Have any of your personal data held by New View Residential Ltd. to be forgotten*
- Restrict the processing of your personal data*
- Have your personal data stored by New View Residential Ltd. to be available to you in a form that is portable
- Object to the use and storage of your personal data*
- Not be subject to automated decision-making*
* Please note that it is possible that a request to delete, personal data or restrict its processing may practically prevent us from providing our client-services to you. Note that we are required to use, hold and (in the limited case of most applicant-tenants) have some automated decision-making carried out by a 3rd party on some of the personal data you have supplied in order to carry out some of our contractual and legal obligations involved in letting property.
4. How Do We Share Your Data?
To fulfil our aim of letting and managing property we may share your data with a small number of GDPR-compliant and trusted 3rd parties as necessary. In these cases we always abide by the lawful bases for the sharing of personal data outlined above.
These 3rd parties include:
- Let Alliance (applicant-tenants)
- Deposit Protection Service (tenants)
- Metro Bank (landlords, tenants & contractors as needed)
- HMRC (overseas landlords only)
- Contractors (as needed for essential maintenance works)
- Utility providers (as needed to manage electricity, gas and water supplies)
- Councils (as needed to manage Council Tax)
- An external financial auditor (as required by law)
We will never share your data with anyone we do not trust to be GDPR compliant and where we do not have a lawful basis or your consent or where the aim falls outside of our core aim of letting property.
5. Do We Process Your Data Automatically, For Example, For Profiling?
No. For most applicant-tenants we will be required to share a name and contact details with an external credit and reference checking agency, Let Alliance, who in turn request further details directly from the applicant. These further details along with the relevant credit and reference scoring are forwarded to New View Residential Ltd. by Let Alliance to assist in the assessment of the viability of the proposed tenancy.
6. Securing Your Personal Data
Maintaining the security and integrity of your personal data is a high priority and we endeavour to maintain appropriate technical and organisational measures to secure the integrity of information, using accepted technological standards to prevent unauthorized access to or disclosure of your personal data and to protect them from misuse, loss, alteration or destruction.
7. Some More Important Stuff
- How long do we store your data?
Like most UK companies, by law, we are obliged to retain legal and financial records for 7 years. This will include some of the personal data you have shared with us, unless of course you have asked us to delete it.
- Do we pass your data outside European Economic Area (EEA)?
8. What About Our Website – Cookies etc?
- Log data
Like many site operators, we collect information that your browser sends whenever you visit our site (‘log data’). This log data may include information such as your computer's Internet Protocol (‘IP’) address, browser type, browser version, the pages of our site that you visit, the time and date of your visit, the time spent on those pages and other statistics. In addition, we may use third party services such as Google Analytics that collect, monitor and analyse this information.
We will only use your personal information to contact you with our email newsletter.
Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your computer's hard drive. Like many sites, we use ‘cookies’ to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.
The security of your personal information is important to us, but remember that no method of transmission over the internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
9. How Do You Contact New View Residential Ltd. About Your Personal Data
New View Residential Ltd.’s Data Protection Officer is John Linney, you can contact him by telephone (01223 868 574), by email email@example.com or in person at our offices at 6 Cobble Yard, Napier Street Cambridge CB1 1HP.
10. Changes To This Policy And Final Provisions
(01223) 868 570
As a not-for-profit agency, every year we donate the previous year’s surplus to charities chosen by our landlord clients and our staff.