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Accessible Letting Scheme
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Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share personal data. It also explains an individual’s rights in relation to their personal data and how to contact us or supervisory authorities in the event they have a complaint.
When we use personal data we are regulated by the Information Commissioner under the General Data Protection Regulation (
) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of personal data is subject to an individual’s instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
We are Accessible PRS and the "data" is any information relating to you as an identified or identifiable natural person.
PERSONAL DATA WE COLLECT
For the purposes of this website, the personal data we will collect for provision of our newsletter is your first and last name and your email address.
If you are a tenant signing up, the personal data we will collect includes:
Your name, address and telephone number
Information relevant to a private residential rental contract
Electronic contact details, e.g. email address and mobile phone number
We collect this information directly from forms on our website, which you complete and submit. However, we may also collect it directly from you via direct conversation or email.
Under data protection law, we can only use personal data if we have an appropriate legal basis for doing so, e.g.:
to comply with our legal and regulatory obligations;
for the performance of our contract with a client or to take steps at a client’s request before entering into a contract;
for our legitimate interests or those of a third party; or
where we have been given consent by the data subject.
A legitimate interest is when we have a business or commercial reason to use personal information, so long as this is not overridden by the data subject’s own rights and interests.
The below explains what we use (process) tenant data for (our purpose) and our legal basis for doing so:
To provide professional services to clients
Our Legal Basis:
For the performance of our contract with clients or to take steps at clients’ request before entering into a contract
Statistical analysis to help us manage our business, e.g. in relation to our financial performance, client base, work type or other efficiency measures
Our Legal Basis:
For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for clients at the best price
Updating and enhancing client records
Our Legal Basis:
For the performance of our contract with clients or to take steps at clients’ request before entering into a contract. To comply with our legal and regulatory obligations. For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our clients about existing and new services
Marketing our services to:
existing and former clients;
third parties who have previously expressed an interest in our services;
third parties with whom we have had no previous dealings.
Our Legal Basis:
For our legitimate interests or those of a third party, i.e. to promote our business to existing and former clients
We may use personal data to send clients updates about our services, including exclusive offers, promotions or new services.
We have a legitimate interest in processing personal data for promotional purposes (see above ‘
How and why we use personal data
’). This means we do not usually need consent to send promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat personal data with the utmost respect and never sell it to other organisations for marketing purposes.
Clients have the right to opt out of receiving promotional communications at any time by contacting us by email.
WE DO NOT SHARE SHARE PERSONAL DATA WITH THIRD PARTIES
WHERE PERSONAL DATA IS HELD
Information may be held at our office or in secure storage.
HOW LONG PERSONAL DATA WILL BE KEPT
We will keep personal data after we have finished advising or acting for clients. We will do so for one of these reasons:
to respond to any questions, complaints or claims made by clients;
to show that we treated clients fairly;
to keep records required by law.
We will not retain client data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data.
When it is no longer necessary to retain personal data, we will delete or anonymise it.
Data subjects have the following rights, which can be exercised free of charge:
: The right to be provided with a copy of personal data held on a data subject
: The right to require us to correct any mistakes in a data subject’s personal data
To be forgotten
: The right to require us to delete personal data—in certain situations
Restriction of processing
: The right to require us to restrict processing of certain personal data—in certain circumstances, e.g. if the accuracy of the data is contested
: The right to receive the personal data provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
: The right to object: —at any time to personal data being processed for direct marketing (including profiling); —in certain other situations to our continued processing of personal data, e.g. processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision-making:
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning a data subject
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the
Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation
To exercise any of those rights, please contact us —see below: ‘
How to contact us
KEEPING PERSONAL DATA SECURE
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to personal data to those who have a genuine business need to access it. Those processing 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 clients and any applicable regulator of a suspected data security breach where we are legally required to do so.
HOW TO COMPLAIN
We hope that we can resolve any query or concern raised about our use of personal information.
General Data Protection Regulation
also gives the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at
or telephone: 0303 123 1113.
HOW TO CONTACT US
We can be contacted by post, email or telephone.
Our contact details are shown below:
46 Horseferry Rd, Westminster, London SW1P 2AF
+44 (0) 7836 225435
ABOUT THE COOKIES WE USE…
Last updated 18th March 2020
WHAT ARE COOKIES?
Websites work effectively when they collect certain basic information about their visitors. In order to perform this task a website will create small text files known as cookies on the user’s device.
Cookies are designed to allow websites to identity and track users as they navigate through different pages on a website and identify users on repeat visits.
We use two types of cookies on our website
stored by the web browser and remain valid for a set period of time, as specified in the cookie (unless deleted by the user before the expiry date). The cookie is activated every time the user visits the website on the same device that created the cookie.
which are temporary files and enable website operators to link the actions of a user during that visit. A session cookie is activated when a user opens a browser window and deactivated when the browser window is closed, subsequently all session cookies are deleted.
Cookies do not contain any information that personally identifies you, such as name and address.
They are used to improve your user experience of a website; here are some example of how we may use the information we obtain from your use of our cookies
to recognise your computer when you visit our website;
to track you as you navigate our website and to enable the use of the some of the features on our website;
to improve the website’s usability;
to analyse the use of our website;
in the administration of this website;
to personalise content on our website for you.
THIRD PARTY COOKIES
You may be sent third party cookies when visiting our website. We use Google Analytics to analyse the use and performance of this website.
BLOCKING & DELETING COOKIES
Most browsers allow you to refuse to accept cookies, however, blocking cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use some of the features of this website.
You can also delete cookies already stored on your computer. Links with details on how to clear, enable and manage cookies to the most common browsers are below
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