PRIVACY NOTICE
This notice explains what information Idris Davies Ltd collects, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we will recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who am I?
Idris Davies Ltd take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number Z7093950 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Mrs Lorna Scott, Telephone number 01242 226026, email lorna@idrisdavies.co.uk.
Any questions relating to this notice and our privacy practices should be sent to lorna@idrisdavies.co.uk.
How we collect information from you and what information I collect
We collect information about you:-
• From Letting Agents that may act on our behalf in the letting of property
• From you when you contact our office (by post, in person, by telephone, by email) regarding the letting of property
We collect the following information about you:-
• Applicant(s) full name(s), email address(es), telephone number(s), current address(es), future address(es), bank account details, photographic ID(‘s)
• Applicant(s) Financial Guarantor(s) full name(s), email address(es), telephone number(s), current address(es), future address(es), bank account details, photographic ID(‘s)
Why we need this information about you and how it will be used
We need your information and will use your information:-
• To use on Tenancy Agreements and associated legal documents
Sharing of Your information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on the Landlords behalf, within the UK. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
• To discuss your Tenancy Agreement
• To process and execute your Tenancy Agreement
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA.
Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.
• A paper copy of your information is held on file within the office.
• An email copy of your information received is held on file within the office.
• Your full name, current address(es), future address(es), telephone number(s), email address(es), bank account details, photographic ID(‘s) are stored on our cloud data tenancy system, “Arthur”.
• Your full name, current address(es), future address(es), telephone number(s), email address(es), bank account details are stored on our cloud data accounts system, “Xero”.
• Your full name, current address(es), future address(es), telephone number(s), email address(es), bank account details, photographic ID(‘s) are stored in our cloud data filing system, “Dropbox”.
• Your full name, current address(es), future address(es), telephone number(s), email address(es), bank account details, photographic ID(‘s) are stored in our Letting Agents office.
The cloud systems are password protected and can be accessed by Idris Davies Ltd and the system providers of Arthur, Xero and Dropbox. All paper records are held in locked filing cabinets and access to all pc’s / laptops is password protected. Our office is locked securely out of office hours. During office hours, access may only be gained to our building through an electronic door entry system.
How long we will keep your information
Personal data is not stored for any longer than it is reasonably required.
• Your details will be securely destroyed by Letting Agents six years after tenancy has terminated and deposit finalised
• Your details will be securely destroyed by Idris Davies Ltd six years after your tenancy has terminated and deposit finalised
We will review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
Your rights
You have the right at any time to:
• Ask for a copy of the information about you held by us in our records
• Require us to correct any inaccuracies in your information
• Make a reasonable request to us to delete personal data of yours we hold; and
• Object to receiving any marketing communications from us
If you would like to exercise any of your rights above, please contact me at lorna@idrisdavies.co.uk
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
England Wales
Information Commissioner’s Office Information Commissioner’s Office
Wycliffe House, Water Lane 2nd Floor, Churchill House
Wilmslow, Cheshire Churchill Way, Cardiff
SK9 5AF CF10 2HH
Telephone: 0303 123 1113 Telephone: 029 2067 8400
Email: casework@ico.org.uk Email: wales@ico.org.uk
The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.