Privacy Policy

PRIVACY NOTICE

Who we are:

The Greenroom Lettings Ltd is a small, sole independent Estate Agent based in Mumbles, Swansea. Employing three members of staff in its branch, we deal with both residential lettings and residential sales predominantly within Swansea and the Gower. We at The Greenroom Lettings take the handling and storage of personal information with care and legal consideration and further to the changes in Data Protection legislation and the introduction of the General Data Protection Regulation (known as GDPR) we have fully updated our privacy notice.

Registered Office:

The Greenroom Lettings Ltd

1st Floor, 65, Newton Road, Mumbles, Swansea, SA3 4BL

Company Registration Number:

10782875 - England and Wales

ICO (Information Commissioners Office) Registration Number:

ZA259795

Data Controller:

Name: David Morris

Address: 1st Floor, 65, Newton Road, Mumbles, Swansea, SA3 4BL

Telephone Number: (01792) 439221

Email address: david@thegreenroomlettings.com

Website address: www.thegreenroomlettings.com

What this Notice is about:

This Privacy Notice tells you what information we obtain and hold about you, it explains what information we collect, why we collect it, and what we do with it, as well as who we share it with. We are required by data protection law to give you this notice. We must be open with you about why information is collected about you and then what is done with it. We must act fairly in relation to this information. You have various legal rights relating to this information which are spelt out in more detail in this notice. In order that we can collect or use information about you there must be a legal basis or gateway for doing so. A detailed explanation of these gateways is given in this notice. Under data protection legislation we can only process data “as necessary” and only to the extent that it is needed. You should read this notice when you give us information, so you are aware of how and why we are using this. Please update us if any information supplied by you changes.

The data we collect and hold:

The type of data we may collect depends on the product and/or service we provide or likewise you apply for. Please find below a list of types of data we may collect:

· Name

· Date of birth

· National Insurance Number

· Passport Number

· Marital Status

· Residential Status

· Address (Previous, Current, future)

· Contact Information (Home/work/mobile telephone number, Email Address)

· Employment Status (including Employer name and contact details)

· Accountant details (including business name, accountant name and contact details)

· Student details (including University/College name, course and contact details)

· Landlord details (current and previous – name and contact details)

· Additional Occupants (name and date of birth)

· ID (passport, driving licence, birth certificate, national identity card)

· Nationality (current and valid visa, biometric residence permit)

· Gender

· Payslips (including payroll number)

· Bank Statements

· Credit card statements

· Bank details

· Credit card details

· Proof of ownership (title deeds/mortgage papers)

· Proof of deposit (finance)

· Solicitors details

· Tenancy details (renewals, joint tenants, other residents, guarantors, termination)

· Emergency contact details

· Utilities and services provided

· Verification and credit status (which we obtain from Credit Reference Agencies)

· Referees

· Complaints

· Emails, texts and other communications and via our website

· Website and online portal information.

· Cookies

· IP address

Children:

In cases where you rent a property where a child resides, information will be given to us about resident children; usually by an adult such as a parent on their behalf. Data protection law requires us to give such information additional protection where we collect or use it.

Methods by which we collect data:

We predominantly collect data from yourself first and foremost. However, we may also collect data via the following routes:

· Employers

· Landlords

· Family group (spouse, partner)

· Law establishments (Solicitors)

· Financial establishments (Building Societies, Banks)

· Business affiliates

· Credible sources (government register, law enforcement agencies)

· Utility and service providers

· Public bodies (local authority)

· Third party (information already collected and relayed to us with consent granted)

The channels commonly used to obtain the data in line with the above are for example email, visiting us in our Mumbles branch, via websites (our own and nominated online estate agent portal; Zoopla), via telephone, via social media (Facebook) and the use of our internal forms (Tenant Application). We generate and use data internally, e.g. our rent records, sales offer received. We also obtain information about you when we carry out credit checks or take up references.

Why we collect and process your data:

The various purposes for which it may be necessary for us to collect and process various categories of your data include the following:

· To conduct business activities

· To confirm and verify your identity

· To consider and assess your application for a product and/or service with us

· To communicate with you regarding products and/or services we offer

· For Accounting purposes (processing payments/fees, invoicing, reconciliation, collection)

· To verify credit worthiness.

· To deal with complaints

· To deal with enquiries

· To provide you with information that you ask us for and notify you regarding changes to our products and services.

· To perform our legal obligations for compliance with legal and regulatory requirements

· To comply with industry standards

· For the establishment and defence of legal rights

· For prevention, detection and investigation of crime (fraud, money laundering)

We may change the purposes where this is compatible for the purpose for which we obtained the data originally. If we need to use your data for a non-compatible purpose, we will notify you and explain the legal gateway that allows us to do so. We may process your information without your knowledge where this is required or permitted by law.

Special categories of data/sensitive personal data:

We will not process information about your health or any disability. This data is given special protection under data protection law. Normally we would expect to ask you for your explicit consent before we collect or use this kind of data.

The legal basis for processing your personal data:

We must tell you why we collect and hold information about you. We must also have a legal basis before we are allowed to collect or process your personal data. Processing personal data includes recording, storing, altering, using, sharing or deleting data. We only need one of these “gateways” and for our purposes they are –

· Your consent. Consent may be requested in certain cases, e.g. to obtain a reference but generally we do not rely on your consent to process your personal data.

· To perform our contract - so that we can carry out our responsibilities as part of our contract with you or for taking steps prior to entering into a contract

· Compliance by us with a statutory or other legal obligation.

· Where this is in your vital interests, e.g. if there is a life-threatening situation.

· Where we are pursuing our own legitimate interests or those of a third party. This will not apply if our interests are overridden by your interests or your fundamental rights and freedoms. We must carry out a balancing exercise therefore to decide whether we can rely on this gateway to ensure that it applies. In each case we have done this and we do not consider your interests, rights or freedoms outweigh our own or those of the third party concerned.

In some cases, we will rely on more than one gateway depending on the particular purpose for which we are using your data. Additionally, any data must be processed by us fairly and openly.

Sharing data with others:

We will share information we hold with others, where this is necessary. When we do this, we must comply with data protection legislation. Information can be shared with other letting and managing agents including where you apply to another letting and managing agent for a tenancy; to the purchaser (or prospective purchaser)/vendor of any business or asset that we are selling; contractors/ suppliers; utilities and service providers; tradespeople; financial organisations (including banks and insurance companies); credit reference, debt collection and tracing agents; public and government bodies (HMRC, Land registry); courts; police and law enforcement agencies; taxation authorities; local authorities in relation to Council Tax and regulatory functions.

We may need to share information with your next of kin etc., e.g. in an emergency. We also may share information with professional advisers such as lawyers and accountants or an advice agency. We send notifications to and have correspondence with the Deposit Protection Scheme (DPS) protecting any tenancy deposit which has been paid. In some cases, we may be under a legal obligation to provide information either because of the law or because of a contractual obligation binding us. What we share will depend on what is necessary in the circumstances.

We will not pass over or sell your data to third party organisations for marketing or other purposes.

How long we store data:

Data can only be stored on a time limited basis and not indefinitely. We keep information both electronically and in a manual filing system (hard copy format) to maintain our records. We will hold personal data about you for the duration of your contract and/or last contact date and for a period of seven years after this ends. This is the statutory limitation period of six years, plus a further year to allow for service of proceedings should proceedings commence later. We are also required to retain information for up to six years for tax purposes. If an application for a product/service does not go ahead then we retain data for one year.

Holding data outside the European Union:

Third countries are currently classed as countries outside of the EU. The GDPR puts strict restrictions on the transfer of data to these third countries. Your personal information is stored by The Greenroom Lettings Ltd within the UK. We do not transfer your personal data outside the EEA European Economic Area.

How we protect your data:

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. Unfortunately, please bear in mind that sending information via the internet is not completely secure. We will do our upmost to ensure that we protect your information but cannot guarantee information sent this way. Information sent in this manner is therefore at your own risk.

The Greenroom Lettings security: AV Bitdefender
The Greenroom Lettings Ltd storage and emails consolidated by: Microsoft Outlook 365
The Greenroom Lettings Ltd Website provider: SA1 Creative

Retaining Communications:

We will monitor, record and retain your calls, emails, text messages, social media messages and other communications. This is in our legitimate interests to maintain an accurate record of these. We need these records for our ongoing dealings with you, including our data protection obligations.

Your rights:

Where we hold personal data about you, you are the data subject. Data protection legislation gives you a number of rights. To exercise any of these rights you should contact us. You can do so by email at the address given above or you can telephone us on the number given above. You can also write to us at our address given at the top of this notice. Normally no fee is payable. We may charge a reasonable fee only where a request is manifestly unfounded or excessive, especially if it is repetitive. We will provide information without delay and within 1 month. This may increase to 3 months if the request is complex. We will need to verify the identity of the person before conducting the task. In particular, you have a right to object to the processing of your information where we are processing this in our own legitimate interests or those of someone else. This applies if you feel that this impacts on your own interests or your fundamental rights or freedoms. You may opt out of collection of personal data and its processing by automated means i.e. visiting our website. Please refer to our cookies policy on our website, without cookies you may be unable to utilise all website features/services.

These rights are as follows –

· Access – you have the right to make a request to be told what personal data we hold about you. This is a right to obtain confirmation that data has been processed and to have access to your personal data and the right to information details which should be provided with the privacy notice.

· Correction/Rectification – if you consider any data we hold about you is inaccurate you can tell us so that where appropriate this can be corrected. Where a mistake is made in data processing then you can ask to have it rectified. Any third parties who have received the data from us should then be told of the rectification and you should be informed by us of any such third parties.

· Erasure – you have a right to ask us in certain circumstances to erase any data we hold about you (the so called right to be forgotten). Individuals can request the right to have personal data erased to prevent processing in specific circumstances, i.e. it is no longer necessary, consent has been withdrawn, there is an objection and where applicable your rights etc., override the legitimate interests to continue our processing, or data has been unlawfully processed.

· You can object to our processing of data – this allows you to object to our processing of data about you. We must then stop processing data unless we can establish legitimate reason for continuing. In particular this applies where we are relying on our own legitimate interests or those of a third party to process data, but it can also apply in other situations.

· Restricting processing – you can ask us to suspend processing of your personal data and we must then restrict processing of data. This includes where you are contesting the accuracy of a statement or the lawfulness of the processing.

· Data portability – this allows individuals to reuse their personal data for their own purposes across different services allowing them to move, copy or transfer personal data more easily.

Withdrawal of consent

Where your consent provides us with the legal gateway to process data about you, you can withdraw this at any time by telling us by email or post using the telephone/addresses given above.

Complaints/Queries

We operate our own internal complaints policy and if you have any concerns or queries about the way in which we collect or handle data please contact us in the first instance. Please direct your queries/complaints to:

Bernadette Howells – Lettings Manager

The Greenroom Lettings

1st Floor, 65, Newton Road

Mumbles

Swansea

SA3 4BL

Telephone: (01792) 439221

Email: bernadette@thegreenroomlettings.com

Additionally, you have the right to lodge a complaint with the Supervisory Authority who is –

Information Commissioner

Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

www.ico.org.uk

If there is a personal data breach that is likely to result in a risk to the rights and freedom of an individual then The Greenroom Lettings will inform the ICO within 72 hours and, if the risk is deemed to be high, also inform the individuals concerned.

Updating this Privacy Notice:

This Privacy Notice will be updated periodically, therefore we advise that you review on a regular basis.

May 2021

WEBSITE

This website is used for information purposes only and is subject to change at any time.

DISCLAIMER

Whilst The Greenroom Lettings Ltd use all reasonable efforts to ensure that the information prescribed on this website is accurate we cannot accept responsibility for any loss arising directly or indirectly from the use of any information contained or any other site to which we may be linked. We make no warranty that this web site is free of errors, defects or viruses.

COPYRIGHT NOTICE

LEGAL INFORMATION AND YOUR AGREEMENT

Access to our website is your acknowledgement that you agree to abide by its terms and conditions.

COOKIES POLICY

Last updated: 22nd August 2017

The Company (The Greenroom Lettings) ("us", "we", or "our") uses cookies on the Website (www.thegreenroomlettings.com)

Our Cookies Policy explains what cookies are, how we use cookies, how third-parties we may partner with may use cookies on the Service, your choices regarding cookies and further information about cookies.

What are cookies?

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third-party to recognize you and make your next visit easier and the Service more useful to you.

Cookies can be "persistent" or "session" cookies.

How the Company (The Greenroom Lettings) uses cookies

When you use and access the Service, we may place a number of cookies files in your web browser.

We use cookies for the following purposes: to enable certain functions of the Service, to provide analytics, to store your preferences, to enable advertisements delivery, including behavioural advertising.

We use both session and persistent cookies on the Service and we use different types of cookies to run the Service:

Essential cookies. We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.

Third-party cookies

In addition to our own cookies, we may also use various third-parties cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on.

What are your choices regarding cookies?

If you'd like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.

Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.

Where can your find more information about cookies?

You can learn more about cookies and the following third-party websites:

01792 439221