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Data Protection Policy

Registration Number: Z2173479

Registered Since: 13 April 2010

Data Controller: LET ME LIMITED

Address:

1 HATFIELD ROAD
ST ALBANS
HERTFORDSHIRE
AL1 3RR

Other Names:

LET ME PROPERTIES

This data protection policy describes, in very general terms, how we handle the personal data we process

Nature of work – Letting Agents

Description of processing

The following is a broad description of the way this organisation/data controller processes personal information. To understand how your own personal information is processed you may need to refer to any personal communications you have received, check any privacy notices the organisation has provided or contact the organisation to ask about your personal circumstances.

Reasons/purposes for processing information

We process personal information to enable us as a letting agent to carry out property management services; promote and advertise our services; maintain our own accounts and records; and support and manage our employees.

Type/classes of information processed

We process information relevant to the above reasons/purposes. This may include:

personal details
family details
lifestyle and social circumstances
employment and educations details
goods and services
financial details
all information contained in references.

We also process sensitive classes of information that may include:

racial or ethnic origin
religious or other beliefs
trade union membership
physical or mental health details

Who the information is processed about

We process personal information about:

customers
tenants
professional advisers and consultants
complainants, enquirers
suppliers
landlords
employees

Who the information may be shared with

We sometimes need to share the personal information we process with the individual themself and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

business associates
suppliers of goods or services
financial organisations
credit reference agencies
debt collection and tracing agencies
local and central government
police forces
current, past and prospective employers
employment and recruitment agencies
educators and examining bodies
other companies in the same group

Transfers

It may sometimes be necessary to transfer personal information overseas. When this is needed information is only shared within the European Economic Area (EEA). Any transfers made will be in full compliance with all aspects of the data protection act.

Additional Data Protection and Privacy Policy to ensure compliance with General Data Protection Regulation (Updated 03 April 2018)

Let Me Limited Data Protection and Privacy Policy:

Using your personal information (data):

Personal information which you supply to us or which we collect from other sources may be used in a number of ways, for example, we may share your information with, and obtain information about you from:

credit reference agencies, debt collection companies, or fraud prevention agencies.
previous and/or future landlords and letting agents, if you are a former tenant, current tenant or prospective tenant.
The landlord of a property you intend to let (including their agents and advisors), if you are a previous tenant, current tenant or prospective tenant.
The Lettings Hub (tenant referencing, media and utility switching, and insurance providers)
Maintenance Contractors (facilitate their work if it relates to you or your property)
Various Banks and Insurance Companies (if required to facilitate a transaction or claim that relates to you or your property)
Our Software Providers (such as Google, LetMC, BriefYourMarket, Vebra, Freshdesk, and various other software and security companies we work with)
Our advisors, lawyers, accountants, etc.
registers of tenants shared with other landlords and letting agents to help prevent fraudulent applications.
Any party who we are required by law or court order to share your information with
Various other 3rd Parties who may need to contact you for transactional reasons

We will not disclose your personal information to any company outside of Let Me Limited (Let Me Properties and Moulton Estates) or any 3rd party other than our selected 3rd parties.

We will not disclose your personal information to any 3rd parties for marketing purposes without your express consent.

When you are applying to be a tenant, your contact information and information relating to your tenancy (start/end dates, address, etc.) may be passed to the Lettings Hub and their selected 3rd party suppliers to provide you with quotes for insurance products, utility account switching, and media services (such as setting up a broadband connection for you).

Types of Personal Information we collect, store, and process:

The specific personal data we collect, store and process will depend on the circumstances of the business we are conducting with you, for example:

If you are a prospective, current, or former tenant, landlord, staff member, or contractor, we may collect, store, and process the following types of personal data:
- Name, Date of birth, Nationality, National Insurance Number, Passport Number, Telephone Number, Email Address, Bank Account Details, Current and Previous addresses, family member information, employment details, details of your criminal history, details of your medical history, etc.
- Documents showing the above information such as your passport, driving license, utility bills, bank statements, payslips, etc.
If you are a 3rd party we may record your contact details, address, and information about how you relate to our business dealings.

Reasons for collecting, storing, and processing your Personal Information:

We collect, process, and store a variety of personal data for the purpose of complying with regulations, complying with our contractual duties, and/or conducting business with you.

How long we will collect, store, and process your Personal Information:

We will collect, store, and process your personal data for only as long as is necessary to comply with regulations, our contractual duties to you and others, or whilst we have a vital or legitimate interest to retain your personal information. This may be for as long as we are conducting business with you, or for as long as we are conducting business with other parties who were involved in a previous business relationship with you, or for as long as we are required to retain information by law (for example 7 years for tax and accounting purposes). We cannot accept a request from you for us to erase your data if it would breach regulations or our contractual duty to a contract that is ongoing or has ended within the last 7 years.

Portability of your Personal Information:

You have the right to data portability only if you supply data to us and it is processed automatically. At present all data provided to us is processed manually and therefore, the right to data portability does not apply.

Special Category Data and Personal Information of Children:

We do not process any special category data or personal information of Children. We may collect and store Special Category Data such as the names and ages of your children, your medical conditions, your financial history, information of any criminal convictions, or any other Special Category Data that you provide to us. We do not process or profile data subjects using any Special Category Data.

Transfer of your Personal Information Outside the EU:

Your personal information may be stored outside of the EU by one of our Software Service Providers (such as Google, Freshdesk, LetMC, Vebra, etc.). Where this happens, it will be done so in a manner that complies with the relevant GDPR regulations.

For more information:

For more information on our privacy and data protection policy please contact Gregory Moulton on 01727846361 or email management@letmeproperties.co.uk.

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