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, 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?
Careswell Property Services Ltd, (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.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number CSN 7908366 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Mrs D Andrews contact debbie@careswell.co.uk.
Any questions relating to this notice and our privacy practices should be sent to Mrs D Andrews 163 Mytchett Rd, Mytchett, Camberley, Surrey GU16 6BD or email: debbie@careswell.co.uk
How we collect information from you and what information we collect
We collect following information about you:
- From your completion of Careswell Property Services Ltd forms, verbal and written communication ,including emails and telephone contact. (including but not limited to creating tenancy agreements, guarantor agreements, or notice).
- Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses/forwarding address’s), marital status,
- Guarantor name, e-mail address, telephone number, address (including any previous addresses), marital status,
- Landlord name, email address, telephone number
- Property address; term, rent, deposit, utility and service responsibilities;
- Bank account details, including account number and sort code,
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 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 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 us will be treated by us as confidential /[and will be processed only by any third party, acting on our behalf, within the UK] 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
- If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
- If you request so, your information shall be disclosed 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; 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.
- Tenants details will be passed to sub-contractors when required to assist with repair or emergency access to the property
- Tenants details will be provided to the Landlord of the property.
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.
Transfers outside the UK and Europe
Data is stored within Dropbox.com. Dropbox is certified under the EU-US Privacy Shield framework
Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.
- All communication records are held digitally and password protected
- All company laptops and electronic devices are password protected
- We aim to be a paperless company and all signed documents are scanned and saved digitally, and all original paperwork shredded and disposed of safely
How long we will keep your information
We review our 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 I have with you.
- Data will be kept for 7 years (in line with the Statute of Limitations UK) from the end date of your tenancy, data will then be removed from all devices.
Changes to Privacy Policy & Notice
If we change our Privacy Policy & Notice we will post an updated version on our website www.careswell.co.uk and send an email notice in reasonable time so you can be aware. In the event of an update we will change the date of our Privacy Policy & Notice on our website and you should check our website to ensure you are happy with any changes made
Your Rights
You have the right at any time to:
- ask for a copy of the information about you held by us in all records;
- require us to correct any inaccuracies in your information;
- make a request to us to delete what personal data of yours we hold; and
- object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact us at info@careswell.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
Scotland:
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk
Wales:
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk
Northern Ireland:
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk
The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.
Third Party Interests
Name of Third Party |
Purposes for Carrying out Processing |
| Landlord | Property owners |
| Utility Suppliers | Supply of Gas, Electric, Water, Solar Power |
| HSBC | Bankers |
| Cleaning Contractors | Professional cleaners |
| Gardening Contractors | Gardening Services |
| Energy Assessors | EPC and Floor Plans |
| Block Management Companies | Leasehold Services & Ground Maintenance |
| Freeholders & Agents | Leasehold Services |
| Property Maintenance Contractors | Internal and External Property Maintenance, repairs and improvements |
| Local Authorities | Council and local services |
| Quickbooks | Accounting Software |
| Inventory Providers | Inventory Services |
| Norwich & Peterborough Building Society | Bankers |
| Business Driven IT | IT Support Services |
| Manners Residential | Letting Agent |
| My Deposits | Deposit Protection Service |
| BSG Valentine | Accountants |
| Solicitors | Legal Services |
| Surveyors | Surveys and Valuations |
| Dropbox | File storage |
| Gmail | Email hosting |