What information will we process?
As a landlord offering accommodation for rent, certain personal and financial information will be collected in order to grant a tenancy. This data will be kept to the minimum required to fulfil this contract and any legal obligations we have.
Why do we process personal data?
The reason for collecting this information is
1) to fulfil our contract and form a tenancy agreement between us
2) to ensure we comply with laws and regulations that govern renting property
3) our legitimate interest to ensure that the tenancy can continue unhindered
4) our legitimate interest to ensure we can secure new tenants for the property
5) our legitimate interest to ensure we can secure income from the property
Upon a tenancy contract being agreed, we both have legitimate interest in retaining the information to comply with legal obligations. We will only pass your details on to a third party either with your consent or because we are legally obliged to.
We will only use your information in connection with this tenancy. Occasionally, we will have to share your information with a third party. This includes contractors who will need to effect repairs or carry out safety assessments on our behalf. In these circumstances, we will only share the minimum amount of information that is required for them to complete the action, for instance your tenancy address. We will also seek assurance that your details are deleted by any party on completion of their duty.
We will also need to share certain information with third parties, such as letting agents, in order to market properties to secure new tenants. Again, only the minimum amount of information will be shared.
If a legitimate enquiry in connection with a financial loss is made by any party, or legal action considered, your data maybe used and shared for this purpose under legal obligations and legitimate interest. This includes sharing your data with debt recovery agencies, as well as law professionals and other agencies.
How do we store and protect data?
If the tenancy proceeds, numerous items of personal data will be retained in the following ways:
• Electronically (we are registered with the Information Commissioner for this purpose) and/or
• On paper format, in a locked and secure location.
Information will be retained for six years and six months after the tenancy ends. You may request erasure of your information before this date, unless it is required for legal reasons. You can also request access to the data that is held about you, although this will normally be found on your tenancy agreement. In the event the tenancy does not proceed, I intend to retain this data for a period of up to a year.
We keep your information safe by using technical and security measure to prevent unauthorised and unlawful access. Our small team means that only a limited number of authorised personnel use the accounting software and electronic communications.
We may update this policy to reflect changes in our information practices and will provide information on this website. If you have any queries or would like to delete or amend information, or request to know what information we have about you, please contact our Data Protection Officer at
21 Rotton Park Road
Edgbaston B16 9JH
Mobile 07976 322639