This Privacy Notice explains what happens with any personal data we gather from you in relation to:
- your application for a tenancy with us
- your tenancy with us
- your occupation of one of our properties
- guarantor information
- any enquiries you submit to us
We recognise our obligations under data protection legislation and we are committed to keeping your personal data safe and secure. You should read this Privacy Notice so that you understand how we will handle your personal data. Our aim is to only use and hold your personal data in ways that you would reasonably expect us to.
We reserve the right to amend this Privacy Notice from time to time. If we amend this Privacy Notice we will make you aware of this via updates posted on our website.
Who we are
We are Leeds Rentals Limited, based at 28 Headingley Lane, Leeds LS6 2AS, company registered number 08929548.
If you have any questions regarding this Privacy Notice or how we process your personal data please contact us using the details below:
Data Protection Officer
Leeds Rentals Limited, 28 Headingley Lane, Leeds LS6 2AS.
Telephone 0113 274 9283
Email: info@leeds-rentals.com
What personal data do we gather about you?
“Personal data” is any information about an individual from which that individual can be identified. It does not include data from which an individual cannot be identified, for example anonymised data.
The types of personal data we may collect, use, store and transfer in relation to you may include the following:
Data Subject – Prospective Tenant
Types of Personal Data – Name, address, e-mail, telephone number, identity details, date of birth, employment status, welfare benefits
Data Subject – Tenants
Types of Personal Data – Name, address, e-mail, telephone number, identity details, date of birth, employment status, welfare benefits National Insurance number
Data Subject – Guarantors
Types of Personal Data – Name, address, e-mail, telephone number, identity details, employment status, home ownership
Data Subject – Individual making enquiries
Types of Personal Data – Name, e-mail, telephone number.
How do we collect your personal data?
We may collect personal data about you from the following sources:
- via paper forms, emails and direct contact with our staff whether in person or over the phone
- information you provide to us via our website
How do we store your personal data and keep it secure?
We use reasonable and up-to-date security methods to:
- keep your data secure
- prevent unauthorised or unlawful access to your personal data
- prevent the accidental loss of or damage to your personal data
All personal data is stored on our secure servers and in secure filing systems.
We have in place policies, procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction including procedures to deal with a security breach.
We will ensure your personal data is only accessible by those who need to see it for their specific role.
We will only transfer your personal data to a third party if that third party agrees to comply with our procedures and policies or if they have put in place equivalent policies and procedures of their own.
How and why we will use your personal data?
We will usually only process your personal data where:
- you have given your consent;
- the processing is necessary to comply with our legal obligations
- the processing is necessary for the performance of a contract, e.g. a tenancy agreement
- the processing is necessary for the exercise or defence of legal claims
- the processing is necessary for reasons of substantial public interest
The table below provides examples of the various ways in which we may use your personal data and which of the legal reasons we rely on when processing your personal data.
Data Subject – Website visitor / user
Purpose of Processing – To assist or improve the individual’s use of the website
Legal Reason for Processing – Legitimate Interests
Data Subject – Prospective Tenant
Purpose of Processing – To assist with applications or enquiries for a tenancy
Legal Reason for Processing – Contract – Legitimate Interests
Data Subject – Tenant
Purpose of Processing – To conclude a Tenancy Agreement
Legal Reason for Processing – Contract – Legitimate Interests
Data Subject – Tenant
Purpose of Processing – To process rent payments and tenancy costs/expenses
Legal Reason for Processing – Contract
Data Subject – Tenant
Purpose of Processing – To enforce and/or perform terms and conditions within Tenancy Agreements, e.g. repairs; rent arrears claims; damage to property; anti-social behaviour and termination of tenancies
Legal Reason for Processing – Contract – Legal Obligation
Data Subject – Tenant
Purpose of Processing – Sharing data with third party suppliers, such as utility and energy providers, to manage tenant accounts
Legal Reason for Processing – Contract – Legitimate Interests
Data Subject – Tenant
Purpose of Processing – Inviting tenants to housing events / surveys
Legal Reason for Processing – Legitimate Interests
Data Subject – Tenant
Purpose of Processing – Profiling for the purposes of managing Tenancy Agreements
Legal Reason for Processing – Legitimate Interests
Data Subject – Individual making enquiries
Purpose of Processing – Adding individuals to ‘seeking a property’ mailing lists
Legal Reason for Processing – Legitimate Interests
Where the legal reason for processing is the performance of a contract with you, if you do not provide relevant personal data we will not be able to fulfil our contractual obligation(s) to you and this may have a detrimental impact on you.
We do not sell or rent personal data which you provide to us.
If you have any questions about the contents of the above table (for example, if you would like to understand what our ‘legitimate interests’ are for any specific processing activity) please contact our Data Protection Officer.
How we keep your personal data accurate?
We will keep the personal data we store about you accurate and up-to-date.
We will take every reasonable step to erase or rectify inaccurate data without delay.
Please tell us if your personal details change or if you become aware of any inaccuracies in the personal data we hold about you.
We will contact you if we become aware of any event which is likely to result in a change to your personal data.
How long will we keep your personal data?
We will not keep your personal data for longer than is necessary for the purpose(s) for which we process it.
This means that data will be destroyed or erased from our systems when it is no longer required.
For guidance on how long certain data is likely to be kept before being destroyed, please contact our Data Protection Officer.
What rights do you have in respect of your personal data?
You have the right to:
- request access to any personal data we hold about you
- request for any inaccurate personal data which we hold about you to be rectified
- request to have your personal data erased
- request to have the processing of your personal data restricted (for example, if you think the personal data we hold about you is inaccurate you can ask us to stop processing it until we will either correct it or confirm it is accurate)
- request the transfer of your personal data to another data controller
- object to certain types of processing, including processing based on legitimate interests
- withdraw consent to the processing of your personal data (where the legal reason for the processing of your personal data was your consent)
If you wish to exercise any of the rights set out above, you must contact our Data Protection Officer.
Automated decision-making
We do not conduct automated decision making in connection with your personal data.
Decisions are always determined by a human.
Who will have access to the data we hold?
Our staff who need to access your personal data will view it in order that we can provide our services to you.
All of our staff have received data protection training and understand the need to keep your personal data confidential and to use it only for legitimate purposes.
In addition to our own staff, other personnel from our service providers may process your personal data on our behalf (i.e. third party suppliers who need to carry out repairs at your property; third party suppliers who provide utilities and energy).
We may disclose your personal information to third parties:
- if Leeds Rentals or substantially all of its assets are acquired by a third party, in which case personal data held by us will be one of the transferred assets
- if we are under a duty to disclose or share your personal data in order to comply with legal obligations or to protect the rights, property or safety of others. This includes:
- exchanging personal data with other companies and organisations for the purposes of fraud protection and credit risk reduction
- sharing personal data with the emergency services or healthcare providers, e.g. to assist tenants with welfare needs and to deal with incidents involving anti-social behaviour
If your personal data is provided to any third parties you are entitled to request details of the recipients of your personal data or the categories of recipients of your personal data.
We carry out due diligence on our service providers/ third parties and make sure we have a contract with them which satisfies the requirements of data protection legislation.
Apart from the situations referred to above, we will not disclose your personal data to a third party without your consent unless we are satisfied that they are legally entitled to access your personal data.
Transferring your data outside the European Economic Area (EEA)
We will not transfer your personal data outside the EEA unless such transfer is compliant with data protection legislation.
This means that we cannot transfer any of your personal data outside the EEA unless:
- the EU Commission has decided that another country or international organisation ensures an adequate level of protection for your personal data
- the transfer of your personal data is subject to appropriate safeguards, which may include binding corporate rules or standard data protection clauses adopted by the EU Commission
- an exception applies (including if you explicitly consent to the proposed transfer)
Following the principles above, we may share your data with the following US Company as they are part of the Privacy Shield which requires them to provide similar protection as GDPR to personal data shared between Europe and the US:
- Facebook – we use Facebook to respond to queries you may raise with us.
Right to make a complaint
We operate our own internal complaints policy and procedure. If you have any concerns about the way in which we collect or handle data please contact us.