1) We promise to keep your information safe
2) We promise not to sell it
3) We give you ways to manage and review your marketing choices at any time.
4) We keep a record of when and how we got consents and what you were told at the time.
How the law protects you
The law says we must have one or more of these reasons to collect your data:
1) To fulfil a contract with you
2) When it is our legal duty
3) When it is in our legitimate interest (which we must define)
Transparency means you have the right to be informed about how we will use your data.
Groups of Personal Information
Financial – your financial position, status and history
Contact – Where you live and how to contact you
Socio-Demographic – Details about your work, nationality, education, and where you fit into general social or income groups.
Transactional – Details of payments you make to us.
Contractual – Details about the products or services we provide to you.
Communications – What we learn about you from letters, emails and conversations between us.
Open Data and Public Records – Eg Electoral Information, Internet, Newspapers.
Documentary Data – Eg copies of ID
Consents – How you agree we can contact you
National Identifiers – Eg National Insurance Number
We collect data from social networks, fraud prevention agencies, public information services.
We may share this information with :
1) HMRC, regulators, and other authorities
2) Credit referencing agencies.
3) Fraud Prevention Agencies
4) Any party linked to you (joint tenant)
5) Workmen needing to enter your rented property.
6) Companies you ask us to share data with (eg Rent4Sure)
7) If we sell our business we will only do this if they agree to keep your information safe.
Credit Referencing Agencies (CRAs)
We will share information with CRAs and they will give us information about you. The data we exchange can include:
1) Name, address and date of birth
2) Application Form Details
3) Financial situation and history
4) Public information
We will use this information to:
1) Assess if you can afford the property
2) Make sure what you have told us is the truth
3) Help detect and prevent fraud
4) Track and recover debts
On a joint tenancy CRAs may link your data to other joint tenants. You can ask CRAs to break the link but you would normally have to prove you no longer have a financial link with them.
If you do not provide data we may not be able to offer you a tenancy
How long we keep information
1) We will keep it as long as you are a client
2) After you stop being a client we may keep data for up to 10 years for one or more of the following reasons:
To respond to questions or complaints to show why we have treated you fairly.
What if you ask us to stop using your personal information?
This is also known as the ‘right to be forgotten’. There may be legal or other reasons why we need to keep or use your data. In such cases we can restrict the use of data to legal claims or to exercise legal rights.
You can withdraw consent by writing to us at Hestia Property Services, 14 Marten Road, Folkestone, Kent CT20 2JR
YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT Hestia Property Services, 14 Marten Road, Folkestone, Kent. CT20 2JR
YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISIONERS OFFICE. Details on their website ‘How to report a concern’
VITAL INTERESTS – We can pass on details in an emergency eg medical care if you are physically or legally incapable of giving consent.
We supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive, particularly if it is repetitive. We may charge a fee where we have already supplied the information.
We must supply information without delay and in any event within one month. This can be extended by up to 2 months if during that month the request is considered complex and / or numerous, and if we do we have to explain why.
We must verify the identify of the person making the request using ‘reasonable means’