When you register with Classic Lettings, contact us by email, telephone or in writing we will collect and process personal information about you.
We understand the importance of looking after the Personal Information that you provide and this notice (“Privacy Notice”) sets out what Personal Information we collect, why we need to collect it, how we will use it and how long we will store it for.
How we will use your Personal Information
We will process your Personal Information insofar as it is necessary for the performance of our contract with you to provide a Tenancy Agreement. This will involve using your Personal Information to provide us information related to the contract. You can choose how you would like to receive these communications by email or SMS. Please talk to one of our members of staff if you would like to change how you receive Service Communications.
|WHAT PERSONAL INFORMATION DO WE COLLECT||WHY DO WE COLLECT IT?|
|NAME||So that we can identify you|
|ADDRESS||So that we can identify you and communicate and correspond with you|
|E-MAIL ADDRESS||So that we can communicate and correspond with you about The Tenancy|
|MOBILE NUMBER||So that we can contact you and communicate with you|
|TELEPHONE NUMBER||So that we can contact you and communicate with you|
|NATIONAL INSURANCE NUMBER||So that we can identify you|
Please remember to let us know if any of the above information changes as soon as possible so that we have up to date records.
Classic Lettings Ltd do not use any personal information for marketing purposes.
We will keep your Personal Information for as long as you are a client of Classic Lettings Ltd and thereafter for as long as any legal claim may be made against Classic Lettings Ltd and for as long as is required to comply with our legal and regulatory requirements including to the HMRC.
Sharing your information
We are required to share your Personal Information in certain circumstances to ensure that we are able to provide you with management services relating to The Tenancy. In each case we will only share the data necessary for the purpose and it will only be in relation to the specified purpose. Each third party is required to have in place comparable data security measures and to be fully compliant with the terms of the General Data Protection Regulations.
Who do we share information with?
Landlord, Tenant, Employers, Previous Employers, Previous Landlord
Previous Agency, Gas Safe Engineers, Maintenance Contractors
Credit Checking Agency
Fraud Prevention Agencies
Debt Collection Agencies
What information do we share?
Your name, addresses, email address, phone number.
We may share your personal information with fraud prevention agencies.
If you fall behind with payments relating to your Tenancy provided, we may engage a debt collection agency to recover the debt on our behalf.
We communicate with you so that we can send you reminders, administrative information relating to the way we provide our contract to you, If you move Agency we send your information, with your consent, to the new Agency that you are using.
Keeping your data secure
We recognise the importance of keeping your personal data safe and we have in place security measures and policies to prevent personal data from being lost, used or accessed without our permission. We limit access to your Personal Information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
The General Data Protection Regulation grants all data subjects the following rights without charge. These include the right to:
- fair processing of information and transparency over how we use your use Personal Information
- access your Personal Information and to certain other supplementary information that this Privacy notice is already designed to address
- require us to correct any mistakes in your information which we hold
- require the erasure of Personal Information concerning you in certain situations
- receive the Personal Information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- object at any time to processing of Personal Information concerning you for direct marketing
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of your rights, please contact The Director at Classic Lettings Ltd. In order for us to deal with your request efficiently, please provide:
- Sufficient information to allow us to identify you;
- evidence of your identity and your address (for example, a copy of your driving licence or passport)
Or write to us at Classic Lettings Ltd, The Watermill, Maidstone Road, Ashford, Kent, TN26 1AE
This Policy applies as between you, the User of this Website and Classic Lettings Ltd, the owner and provider of this Website. This Policy applies to our use of any and all Data collected by us in relation to your use of the Website.
- Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
means collectively all information that you submit to Classic Lettings Ltd, via the Website. This definition shall, where applicable, incorporate the definitions provided in the Data Protection Act 1998;
means a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in Clause 12;
Means Classic Lettings Ltd, The Watermill, Maidstone Road, Ashford, Kent. TN6 1AE
UK and EU Cookie Law
means the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011;
means any third party that accesses the Website and is not employed by us and acting in the course of their employment;
means the website that you are currently using (www.classiclettings.co.uk) and any sub-domains of this site unless expressly excluded by their own terms and conditions.
- Scope of this Policy
This Policy applies only to the actions of Classic Lettings Ltd, and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.
- Data Collected
Without limitation, any of the following Data may be collected by this Website from time to time:
3.2 date of birth;
3.4 job title;
3.6 contact information such as email addresses and telephone numbers;
3.7 demographic information such as post code, preferences and interests;
3.8 financial information such as credit / debit card numbers;
3.9 IP address (automatically collected);
3.10 web browser type and version (automatically collected);
3.11 operating system (automatically collected);
- Our Use of Data
4.1 Any personal Data you submit will be retained by Classic Lettings Ltd, for duration of the time you are our client. If you are no longer our client we are obliged to keep your records for 7 years and your contact details for 12 months.
4.2 Unless we are obliged or permitted by law to do so, and subject to Clause 5, your Data will not be disclosed to third parties.
4.3 All personal Data is stored securely in accordance with the principles of the Data Protection Act 1998. For more details on security see Clause 11 below.
4.4 Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:
4.4.1 internal record keeping;
4.4.2 improvement of our services;
4.4.3 transmission by email of promotional materials that may be of interest to you;
4.4.4 contact for market research purposes which may be done using email, telephone, fax or mail. Such information may be used to customise or update the Website.
- Third Party Websites and Services
5.1 Classic Lettings Ltd, may, from time to time, employ the services of other parties for dealing with matters that may include, but are not limited to, payment processing, search engine facilities, advertising and marketing. The providers of such services do not have access to certain personal Data provided by Users of this Website.
5.2 Any Data used by such parties is used only to the extent required by them to perform the services that Classic Lettings Ltd requests. Any use for other purposes is strictly prohibited. Furthermore, any Data that is processed by third parties shall be processed within the terms of this Policy and in accordance with the Data Protection Act 1998.
- Links to Other Websites
- Changes of Business Ownership and Control
7.1 Classic Lettings Ltd may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Classic Letings Ltd. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Policy, be permitted to use the Data for the purposes for which it was originally supplied to us.
7.2 In the event that any Data submitted by Users is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will not be given the choice to have your Data deleted or withheld from the new owner or controller.
- Controlling Use of Your Data
8.1 Wherever you are required to submit Data, you will be given options to restrict our use of that Data. This may include the following:
8.1.1 use of Data for direct marketing purposes; and
8.1.2 sharing Data with third parties.
- Your Right to Withhold Information
9.1 You may access certain areas of the Website without providing any Data at all. However, to use all features and functions available on the Website you may be required to submit certain Data.
- Accessing your own Data
You have the right to ask for a copy of any of your personal Data held by Classic Lettings Ltd (where such data is held) on payment of a small fee which will not exceed £25.
11.1 Data security is of great importance to Classic Lettings Ltd and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected via this Website.
12.2 By using this Website you may receive certain third party Cookies on your computer. Third party cookies are those placed by websites and/or parties other than Classic Lettings Ltd. All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.
12.3 Certain features of the Website depend upon Cookies to function. UK and EU Cookie Law deems these Cookies to be “strictly necessary”.
12.4 This Website uses analytics services provided by Google. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better understand how Users use the Website. This, in turn, enables us to improve the Website and these services offered through it. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of the Website, it does enable us to continually improve our business.
12.6 You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.
12.7 You can choose to delete Cookies at any time however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.
12.8It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.
- Changes to this Policy
Classic Lettings Ltd reserves the right to change this Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the Policy on your first use of the Website following the alterations.