The following information constitutes our privacy notice. In this document, “we”, “our”, or “us” refer to My-Landlord.co.uk.
Our registered office is at 2 Burton House Repton Place, White Lion Road, Amersham, Buckinghamshire, England, HP7 9LP
You can contact us by e-mail about privacy at email@example.com.
This is the privacy notice of Premier Red Property Ltd which trades under the name ‘My-Landlord.co.uk’. In this document, “we” or “us” refers to Premier Red Property Ltd.
Our company number is 07952411 and is registered in the United Kingdom. Our registered office is at 2 Burton House Repton Place, White Lion Road, Amersham, Buckinghamshire, England, HP7 9LP. The notice relates to your use of our website, www,My-Landlord.co.uk, and your use of the services that we provide.
This notice serves to inform you of any processing we do on personal data relating to you. It covers data which could identify you directly and indirectly (“data” or “personal data”).
We understand that any client or persons expressing interest in either Premier Red Property or My-Landlord.co.uk reserve the right to know that their data will not be used for any purpose unintended by them and will not accidentally or deliberately fall into the hands of a third party. Our privacy notice is both specific and strict. It complies with UK law on data protection as well as the EU General Data Protection Regulation. Should you in any way feel that we are not adhering to your rights within the necessary legal frameworks, please feel free to address this with our Data Protection Team by emailing firstname.lastname@example.org.
We adhere to the following General Data Protection Regulation Principles when processing personal data:
Our services are not intended for use by children and we do not knowingly collect data relating to children. We are the controller and responsible for your personal data. Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. How we collect your data
We use different methods to collect data from and about you including through:
Direct interactions: You may give us information on your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Automated technologies or interactions: As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies (see below), server logs and other similar technologies.
Third parties or publicly available sources: We may receive personal data about you from various third parties as set out below:
(a) analytics providers such as Google based outside the EU;
(b) advertising networks; and
(c) search information providers.
3. Data we hold on you, use made of that data, and our grounds for processing
Depending on what type of relationship you have with us, whether it be at enquiry stage, contractual or post contractual, this will distinguish the type of data we collect and process. Below we have provided an extensive but not exhaustive list of the several types of data we collect and process:
Prior to entering into a contract, we will collect and process the following data, with the intention of entering into a contract, this includes (but may not be limited to):
Once entered into a contract we will require further information in addition to the above in order to carry out the service intended. This data will include (but may not be limited to):
In addition to the data listed above, for legal purposes we are required to process the following data:
Applicant: The data we collect from you upon enquiring about a property through us, with the intention of entering into a contract includes (but may not be limited to):
Tenant: Upon putting an offer forward on a property with the intention of renting it we will require further information in addition to the above in order to set up the tenancy, this will be used for the purpose of entering into a contract. This data includes (but may not be limited to):
Potential Employee: The data we collect from you for recruitment purposes is everything which is reflected in your Curriculum Vitae. A copy of your Curriculum Vitae would have either been obtained directly from yourself, a recruitment agent or a referral for which you would have consented to sharing with us for the specific purpose of recruitment. This information would normally include, but is not limited to:
Employee: Upon entering into a working contract with either Premier Red Property or My-Landlord.co.uk we will require further information from you in order to carry out this contract. This data will include (but may not be limited to):
For financial, tax and legal purposes, we will process the following data:
For legal purposes, depending on your position within the company, we may ask you for your historical driving records which would include any offences or convictions should you have any. This is for the purpose of adding you to the company vehicle insurance.
The types of data listed above can be grouped together in the following categories:
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new customer||(a) Identity|
|Performance of a contract with you|
|To process and perform our obligations under our contract with you including:|
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(e) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary for our legitimate interests (to recover debts due to us)
|To manage our relationship with you which will include:|
(a) Notifying you about changes to our terms or privacy notice
(b) Asking you to leave a review
(d) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how clients use our products/services)
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||(a) Identity|
|(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)|
(b) Necessary to comply with a legal obligation
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you||(a) Identity|
(e) Marketing and Communications
|Necessary for our legitimate interests (to study how clients use our products/services, to develop them, to grow our business and to inform our marketing strategy)|
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences||(a) Technical|
|Necessary for our legitimate interests (to define types of clients for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you||(a) Identity|
|(a) performance of a contract with you|
(b) where third parties are not a necessity in order to perform a contract, we will ask for your consent via a preference tool or within your contract.
|As part of the surveillance of our business premises by CCTV||Necessary for our legitimate interests (to ensure the safety of our members of staff, and other clients)|
|Employee self-certification of any illness in the event of absenteeism||(a) Identity|
|(a) performance of a contract with you|
(b) processing is necessary for the purpose of carrying out the obligations and exercising specific rights of the controller in relation to employment, social security and social protection.
With regards to our marketing practices, content we send to you can be managed by yourself through our Marketing Preference Function which is a web page allowing you to choose to opt-in or opt-out from receiving marketing material. You can access this web page by following the link at the bottom of our marketing e-mails. We shall only market to you with your express consent. Should you wish to update your preferences or withdraw your consent, please log in to the Marketing Preference Function or contact our Data Protection Team by emailing email@example.com. Some preference change requests are processed manually and can take up to a two weeks to implement across all of our systems.
A few of our processes described in the table above are based on Legitimate Interest as the lawful ground for processing. Under this lawful basis, you as a data subject are entitled to challenge the lawfulness of this process. You can do so by contacting our Data Protection Team by emailing firstname.lastname@example.org.
4. Storage of data
Your data will be stored on our CRM systems to enable us to carry out the necessary steps to provide you with the service for which you enquired about or entered into a contract for. This data will be willingly provided to us by yourself. In some cases, we may get your information from a third party or partner company. This information would only be shared with us should you have provided the third party or partner company with prior consent to do so.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
5. Your rights as a data subject
We understand how important your data and the processing of it is to you. We therefore adhere to the rights of the data subject within the various grounds of Lawful Processing (as defined in the General Data Protection Regulation). These rights include:
Should you wish to exercise any of these rights, please do so by contacting our Data Protection Team by emailing email@example.com. To better safeguard your data, we will also take reasonable steps to verify your identity before granting access or making corrections to your data.
After receiving your written request, we will tell you when we expect to be able to provide you with the information, and the fee for providing it to you.
6. Sharing of data
We will not sell or rent your data to third parties.
7. Retention period of data
We keep data which forms part of our business record for a minimum of six years. That is because we may need it in some way to support a claim or defence in court. That is also the period within which our tax collecting authorities may demand to know it. Financial records may be kept longer where legally required.
8. Website usage information
Cookies are small text files that are placed on your computer’s hard drive through your web browser when you visit any website. They are widely used to make websites work, or work more efficiently, as well as to provide data to the owners of the site. Like all other users of cookies, we may request the return of data from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser) or may remain on your computer until you delete them or until a defined period of time has passed.
10. Financial data relating only to your credit cards
This data is never collected by us either through our website or otherwise. At the point of payment, you are transferred to a secure page on the website of WorldPay / SagePay / PayPal / MoneyBookers or some other reputable payment service provider as notified by us from time to time. That page may be dressed in our “livery”, but it is not controlled by us. Our staff and contractors never have access to it.
11. Note on padlock symbols and other trust marks
Many companies offer certification and an icon or other small graphic to prove to site visitors that the site is safe. Some certify to a high level of safety. We do not handle data about your credit card so do not subscribe to any such service. However, we suggest you assess this notice to judge that we do take your privacy seriously.
12. Financial data about your direct debit or your credit cards
When you have agreed to set up a direct debit arrangement, the data you have given to us is passed to our own bank for processing according to our instructions. We do keep a copy.
We are registered under the direct debit guarantee scheme. This provides for the customer’s bank to refund disputed payments without question, pending further investigation. Direct debits can only be set up for payments to beneficiaries that are approved “originators” of direct debits. In order to be approved, these beneficiaries are subjected to careful vetting procedures. Once approved, they are required to give indemnity guarantees through their banks.
13. Credit reference
To assist in combatting fraud, we share data with credit reference agencies so far as it relates to clients or customers who instruct their credit card issuer to cancel payment to us without having first provided an acceptable reason to us and given us the opportunity to refund their money.
14. Business and personal data
This includes all data given to us in the course of your business and ours, such as data you give us in your capacity as our client. We undertake to preserve the confidentiality of this data and of the terms of our relationship. It is not used for any other purpose. We expect you to reciprocate this notice.
15. Calling our office
When you call our office, we may collect Calling Line Identification (CLI) data. We use this data to help improve the efficiency and effectiveness of our help line.
16. Sending a message to our support system
When you send a message, we collect the data you have given to us in that message in order to obtain confirmation that you are entitled to receive the information and to provide to you the information you need. We record your request and our reply in order to increase the efficiency of our business / organisation. We may keep personally identifiable data associated with your message, such as your name or email address.
When we receive a complaint, we record all the data you have given to us. We use that data to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the data contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give data, and, if we do, what that data is.
We may also compile statistics showing data obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
For further information on how you can submit a complaint, please refer to our complaints procedure by following this link: https://www.premierredproperty.com/complaints/
If you feel that either Premier Red Property or My-Landlord.co.uk are not adhering to the law surrounding data protection and your rights as a data subject, you have the right to take this up with the Information Commissioners Officer. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
18. Job application and employment
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date. If we employ you, we collect data about you and your work from time to time throughout the period of your employment. This data will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
19. Marketing information
With your prior consent, expressed by selecting an opt-in tick-box on a form submitted to us and thereafter managed by you via our online Marketing Preference tool, we will send you relevant information relating to our associates whom we consider may provide services or products which you would find useful. You may opt out from receiving this information at any time via our online marketing preference tool or by contacting our Data Protection Team by emailing firstname.lastname@example.org.
20. Disclosure to Government and their agencies
We are subject to the law like everyone else. We may be required to give data to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
21. Sale of your personal data
Except as specified above, we do not rent, sell or otherwise disclose any of your data to any person outside our business.
22. Data may be “processed” outside the UK
Our websites are hosted in the EEA. We also use outsourced services to data processors in countries outside the EEA from time to time in other aspects of our business. Accordingly, data obtained within the UK may be “processed” outside the UK and data obtained in any other country may be processed within or outside that country. With this, we have put in place safeguards to ensure an adequate level of data protection.
23. Compliance with the law
This privacy notice has been compiled so as to comply with the law of every jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your country, we should like to hear from you, but ultimately it is your choice as to whether you wish to use our website and/or services knowing how we process your data as per this privacy notice.