Introduction

IPS Estates are committed to protecting your privacy. This Policy explains how and for what purposes we use the information collected.

Please read this Policy carefully. By using the Website and the Online Platform and any services we offer, you are agreeing to be bound by this Policy in respect of the information collected about you.

If you have any queries or comments about the policy, our use of your personal information or wish to unsubscribe, please get in touch by writing to the ‘Letting Manager’ at the office address.

Information We Hold That Constitutes Personal Data

Personal DataInformation relating to identifiable individuals, such as job applicants, current and former employees, contractors and other staff, clients, suppliers and marketing contacts.
Personal data we gather may include: individuals' contact details, educational background, financial and pay details, details of certificates and diplomas, education and skills, marital status, nationality, job title and CV.
Sensitive personal dataPersonal data about an individual's racial or ethnic origin, political opinions, religious or similar beliefs , trade union membership (or nonmembership), physical or mental health or condition, criminal offences, or related proceedings-any use of sensitive personal data should be strictly controlled in accordance with this policy.

Why We Have Collected and Hold Your Personal Data

The main reason we would give for holding personal data is that there is a legitimate reason for the data being collected and stored that allows us to conduct our business. Signed agreements and contracts give consent for this data to be collected, used and stored.

Applicants

Personal Data is collected during the referencing process to allow thorough referencing to be carried out, and detailed information to be provided to landlord to allow an informed decision to be made as to whether to accept an applicant for a tenancy.

If the application is declined, the personal data should be destroyed, unless it has been understood that the applicant may apply for another property very soon and we keep the information with the applicant’s consent.

Tenants

Personal Data is collected during the referencing process to allow thorough referencing to be carried out, and detailed information to be provided to landlord to allow an informed decision to be made as to whether to accept an applicant for a tenancy.

Once the Tenancy begins, most of the original information will still be held, however bank statements used for original referencing, previous landlord details, Credit Score and Bank details should now be destroyed as we do not need to continue to hold this information.

We also use the data in order to register protected deposits.

Landlords

Personal Data held will be used for contact purposes, payments to the landlord etc.

We will originally have ID and Business and companies house info in order to comply with Money Laundering checks, and confirm ownership of rented properties before agreements etc. are signed

Contractors

Personal Data held will be used for contact purposes, payments to the contractor etc.

We will keep ID, Business and Companies House info, Third Party Liability and Qualification Documents to ensure that the contractor is suitable and qualified and insured to carry out work for our landlords and their properties. These will be held to produce if requested to show that we checked for compliance and competence in case of issues with repairs carried out.

Interested Parties (person/s wanting to view properties, Prospective Landlord Clients)

Personal Data is taken to facilitate booking appointments to view properties, meet with prospective new clients etc.

If the interested party does not move forward and continue their business with us, then this data will be destroyed.

Next of Kin

Next of Kin details are taken from the tenants to be kept in case of emergency. The persons provided as next of kin for the tenants must be approached and their permission sought to keep their personal data in our files.

If permission is not given this data must be destroyed.

Referees

This Personal Data is to be used only for the purpose of referencing. Once the referencing process is completed this information must be destroyed.

Sharing Personal Data

We will share personal data we have collected in certain situations for legitimate reasons only.

The methods in which our company will share data will be:

  • Housing Benefit - In the cases where a tenant is in receipt of Housing Benefits and we have applied for Housing benefit on their behalf at the commencement of the tenancy, and then communications regarding the claim etc. throughout the tenancy.
  • Repairs – Personal data will be shared with contractors for communication purposes when for example, a tenant has reported a repair, or a gas safety certificate is due.
  • Landlord Records – A tenant’s personal data may be shared with the landlord in the form of providing them with a copy of the Tenancy Agreement for their records.
  • Deposit Registration – We will share personal data with My Deposits for the purpose of registering the deposit for protection.
  • References – We will provide references for present and past tenants when requested and accompanied by a signed permission mandate from the data subject.
  • Mandatory Sharing of Personal Data – To comply with requests from bodies such as the Police and Courts etc.

Storage of Personal Data

We store Personal Data by the following methods:

  • On PC’s and software. This is password protected and we have up to date Anti-Virus Software.
  • Emails – As Previously. Any emails that are printed onto paper are either stored in files in locked cupboards or destroyed.
  • Paper Files – These are kept in locked rooms or locked cabinets. The keys to which are stored in a coded system.
  • Application Forms and Supporting Documents – These are stored on the computer software and a copy kept as a paper file. If the application is unsuccessful the paperwork is destroyed, otherwise it is kept with the Tenant Details in the property file.
  • Tenancy Agreements/Management Agreements – Paper copies are retained by yourselves and in locked rooms or cabinets as preciously described. Digital copies are stored on the computer software.
  • Back-up Drives for Server Data – These are stored off the premises in a coded safe.

How Long Do We Keep Your Personal Data

We will store your data for six years, after which time it will be securely destroyed. If you would no longer like us to process your data at any time, you may have the right to object to processing of your data. To do this, please contact lettings@ipsestates.com

You have the right to object to the processing of your data. You also have the right to request access to your data at any time. You have the right to rectification and/or erasure of personal data or restriction of processing. This means that you have the right “to be forgotten”

In the Case of a Data Breach

In case of a serious breach, the supervisory body (ICO) and data subject must be contacted within 72 hours. This would in our case more likely be if Lettings Software was hacked. If, for example simply the loss of a list of names was the breach, notification to the supervisory body would not be required. However, if the breach included names, dates of birth, housing history and copies of identification, we would be required to follow the notification process.

Notification

Even in the case of a breach that would not require the supervisory body being contacted we still must notify the data subject and advise them of the following:

  • The nature of the personal data breach
  • The name and contact details of the data protection officer.
  • A description of the likely consequences of the personal data breach.