PRIVACY POLICY

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?

John Youden & Son/Glanville Property Management 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.

Any questions relating to this notice and our privacy practices should be sent info@johnyoudenandson.co.uk.

How we collect information from you and what information is collected

We collect information about you:

● From your application(s) for accommodation/ guarantor application(s).

● Your business details if applying for a commercial property

● From your use of our website forms, the Zoopla.co.uk forms (including but not limited to creating tenancy agreements, guarantor agreements, or notice).

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);

● 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/guarantor, 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.

● Immigration Status(s), length of time in the country etc.

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 and check tenant's "Right to Rent" in the UK;

● to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;

● to contact you in order to send you details of any changes to our or supplies which may affect you; and

● for all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

The information you provide to me/us will be treated by us as confidential [and will be processed only by any of third party, acting on my behalf, within the UK/EEA]. 

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:

● 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 (including but not limited to "Right to Rent" checks)  and the obtaining of references from relevant parties, whose data you have provided;

● Contact information may be given to a contractor/engineer in order for them to arrange access [to carry out necessary/legally required property maintenance].

● Your information shall be disclosed (as expressed on filled-out forms) 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/guarantor; 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.

How long we will keep your information

We review 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. We may also hold data for liability purposes.

Your Rights

You have the right at any time to:

● ask for a copy of the information about you held by us in our records;

● require us to correct any inaccuracies in your information;

● make a request to us to delete what personal data of yours we hold (that we are not required to hold to manage your tenancy/guarantor agreement and carry out contractual obligations); and

● object to receiving any marketing communications from us; but please note we do not have unsolicited marketing lists. We will only contact you in regards to marketing when expressed interest is given in a particular property and contact information is given.

If you would like to exercise any of your rights above please contact us at info@johnyoudenandson.co.uk.

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:

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk