Privacy Statement

mlettings

mlettings is a specialist letting agency providing housing to the Private rented sector on behalf of our landlords. In order to carry out our services, we require personal data to process your application. We need this information to satisfy our statutory obligations and to satisfy third party interests e.g. Landlord’s insurance terms and conditions.

INTRODUCTION AND SCOPE OF THIS PRIVACY STATEMENT

This privacy statement aims to give you a clear view of how we use personal information that you provide, our dedication to protecting it, your rights and the options you have to control your personal information and protect your privacy. It also outlines what personal information we collect about you when you visit our website and how we use your personal information and the third parties we will share it with.

WHO COLLECTS YOUR PERSONAL INFORMATION

mlettings staff will need for you to provide basic personal information. This is required in order for us to process your property enquiry efficiently. It also forms part of our health and safety policy for our staff when carrying out accompanied property viewings.

“Personal information” is any information that relates to you and identifies you personally, either alone or in combination with other information available to us. mlettings will collect various types of personal information and special categories of personal information in order to fulfill UK Legislation. Without this information we will be unable to progress your application.

USE OF OUR PRODUCTS AND SERVICES

When you contact us to use our services or register to receive information from us, we will ask for some personal information. We will also explain what information is required in order for us to provide the particular product or service.

For example;

• Your full name
• Your email-address;
• Contact telephone numbers;
• Employment status
• Your date of birth and/or confirmation that you are above a certain age; 

 SOURCES OF INFORMATION

Most of the information we collect about you will be personal information that you have voluntarily provided to us. For example; through our website, our head office, via the telephone or email etc. Other sources from whom we may obtain your personal information include:

• third parties (such as credit reference agencies, law enforcement/regulatory bodies, and organisations/companies providing commercially available databases e.g. Electoral roll). Some of these third-party sources may include publicly-available sources of information.

 HOW WE USE YOUR PERSONAL INFORMATION

On acceptance of your application;

To process your application, we use a third-party company called Goodlord;

• The personal information we collect when you create/first sign in via our third-party application processing company (Goodlord) will be used for identification and authentication purposes.
• We will also use this information for credit checking, affordability checks, employment checks and referencing and Right to Rent checks.
• It also ensures you will receive all valuable information relating to your renting rights.
• It provides an enhanced, transparent customer service application process, where you can track the progress your application is making.

You can use the same account details to log in from any location and on any device. It is necessary to process your personal data in this way to ensure that we are fully compliant with UK legislation

In addition, mlettings will create a profile for you within our CRM system (Acquaint) with the information needed to manage your tenancy. The personal information we collect from the above and other sources listed will be used in the format that it is received, or, where appropriate, will be combined with personal information we obtain from other internal or external sources. We use this personal information for the following purposes detailed below:

1.        Efficiency: We process your personal information in this way as it is necessary for the purposes of our legitimate interests in providing better products services for you.

It also forms part of our compliance procedures to ensure we meet our statutory obligations to you.

2.        Processing your Rent payment: We use relevant personal information described above (including your name, email address, postal address, Bank and payment details) to process any rent payments, and to confirm payment.

3.        The Law:We may use your age, year of birth or confirmation that you are above 18 years of age to ascertain whether you meet the minimum age to comply with UK legislation. It is necessary to process your personal information in this way for the performance of a contract with mlettings.

4.        Preventing fraud: we will also use your personal information to assess your creditworthiness, referencing and to prevent fraud. For this purpose, we may need to share your personal information with our credit rating providers (see "how we share your personal information" below). This is necessary for the purposes of our legitimate interests in ensuring we are not the victim of fraud and to protect our legal rights set out in our Terms and Assured Shorthold tenancy Conditions.

5.        To provide customer support: if you contact our Customer Service (or vice versa), we will use personal information such as your contact history to process your request and provide you with the best service possible.

HOW WE SHARE YOUR PERSONAL INFORMATION

We treat your personal information with care and confidentiality and do not share it with third parties other than as set out below.

With service providers;

Other Third Party service providers (with consent);

All our other parties data controllers have signed agreements not to contact individuals after carrying out the specific legitimate interest as instructed by mlettings. This may be as a result of a work order or another specific requirement.

On request from Government agencies;

We will also share your personal information as necessary and only for the purposes and on the lawful grounds described above with various third parties who process your personal information on our behalf, such as third parties that offer support services regarding your tenancy. We require that these service providers and other third parties adhere to strict rules when processing your personal information, including to only use your personal information in accordance with mlettings instructions and the applicable laws.

 WITH LEGAL AND LAW ENFORCEMENT

mlettings will disclose personal information where required by law or legal process, for the administration of justice for investigations by law enforcement or regulatory bodies, to protect and defend landlord’s property and legal rights.

WITH YOUR CONSENT

We will share your personal information with other third parties, different from those described above, for example, insurance products, Broadband, utility companies, TV packages etc. In these instances, we will, where required by applicable law, obtain your consent to share your personal information in this way.

 HOW WE PROTECT YOUR PERSONAL INFORMATION

We are committed to protecting your personal information and implement appropriate technical and organisational security measures to protect it against any unauthorised or unlawful processing and against any accidental loss, destruction, or damage.

 RETAINING YOUR PERSONAL INFORMATION

Initial expression of interest in a property;

We may share limited personal information which you provide when you initiate an interest in a property or formal application to a third person or company. Should you not progress with an application your personal data will be deleted after 60 days.

Application progression;

We may share information we keep in your file with third parties if they are acting as our service providers and processing your personal information on our instructions or on our behalf. This sharing is to ensure that each third party can carry out support services for which it is responsible, in order that it can comply with its legal obligations.

If you have been a tenant or landlord of mlettings;

We will keep your personal information for six years from your last interaction with us, for example the date your last tenancy terminated, unless a longer retention period is required by law.

The following are examples to illustrate how mlettings keeps your personal information for as long as necessary for a particular purpose:

• we may keep your personal information collected during a tenancy agreement for as long as required by UK tax laws. This may be as long as 6 years from the end of our agreement/tenancy.
• we may keep your personal information for a shorter period if you ask us to delete your personal information. In such a case, mlettings will aim to delete your personal information within a maximum period of one month from the date of the request; e.g. (non- completed application)

 INFORMATION ABOUT CHILDREN

As a general rule, we do not intentionally collect personal information about children under the age of 18. except where we are required by applicable law to keep it. E.g. Tenancy set up/to amend tenancy for dependents over the age of 18.

 LINKS TO OTHER WEBSITES AND SERVICES

Our websites may contain links to third party websites, and some of our services provide you with access to third party services (such as social networks e.g. Facebook/twitter/LinkedIn).

We have no control over how third-party websites and services process your personal information. We do not review third party websites and services, and we are not responsible for such third-party websites and services or their privacy practices. We advise that you read the privacy statements of any third-party websites or services that you access from our websites or services.

CHANGES TO THIS POLICY

mlettings has pledged to adhere to the fundamental principles of privacy and data protection. We therefore regularly review our online privacy statement in order to ensure that it is free of errors and clearly visible our website. We are committed to providing appropriate information about your rights and our processing activities, and that it is implemented and is compliant with applicable law. We may update this privacy statement from time to time to keep it up to date, to keep pace with new developments.

 CONTACT INFORMATION

If you have any questions about our use of your personal information, how to exercise your rights or about our privacy statement you are welcome to contact us at:

DATA PROTECTION Officer

by E-mail at : info@mlettings.com

 If you prefer to contact us by regular mail, please send your request to the following address:

mlettings Limited
36 High Street
Cricklade SN6 6AY

We are registered to process data by the Information Commissioners Office (ICO)
Our registration number is Z2448587 

 YOUR RIGHTS

Fair play and transparency are important to us. We are open about the personal information we collect and have implemented mechanisms to enable you to exercise any rights you might have with respect to your personal information.

Under the General Data Protection Regulation Act 2018 you have the following rights:  

• to obtain access to, and copies of, the personal information that we hold about you;
• to require that we cease processing your personal information if the processing is causing you damage or distress;
• to require us to erase your personal information;
• to require us to restrict or object to our data processing activities;
• to receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal information to another data controller; and
• to require us to correct the personal information we hold about you if it is incorrect.

Please note that these rights may be limited by data protection legislation, and we may be entitled to refuse requests where exceptions apply.

We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to the Information Commissioner’s Office using their website.

You can find out more about your rights under data protection legislation from the Information Commissioner's Office website: www.ico.org.uk.

Last Updated; 25th May 2018

Cookies

You should also be aware that when you visit our website we collect certain information that does not identify you personally, but provides us with “usage data,” such as the number of visitors we receive or what pages are visited most often.

Like many other web sites, we use “cookie” technology. A “cookie” is an element of data that a web site can send to your browser. It is not a computer program and has no ability to read data on your computer or instruct your computer to perform a function. A “cookie” is only used so that the web site can recognise repeat users, track usage patterns and better serve you when you return to the site. Most browsers provide a simple procedure that will enable you to control whether you want to receive cookies or not.

Linking to Other Sites

Our web site provides links to other web sites, not owned or controlled by us, that we think might be useful or of interest to you. We cannot, however, be responsible for the privacy practices used by other web sites or their content or accuracy.

Property Information

All measurements, areas and distances mentioned are approximate and are issued as a guide only. If such details are fundamental to a purchase, purchasers must rely on their own enquiries. Nothing in these particulars should be seen as a statement that the property or any fixture described or shown is in good condition or otherwise. Purchasers must satisfy themselves as to the condition of any property or item included within the sale. None of the appliances or services mentioned in these particulars have been tested and no warranty is given or implied. If reference is made either to alterations to the property or a change of use, no warranty is given by us or the Vendors/Lessors that any planning or other consents or Building Regulations approval has been obtained. Where references are made to potential uses (subject to planning) this information is given in good faith although purchasers must take their own enquiries to the relevant authorities. Most importantly if there is any particular aspect of the property about which you would like further information, we invite you to discuss this with us before you travel to view the property.

Indemnity

You acknowledge that you are solely responsible for the use to which you put this website and all information you obtain from it. All warranties, conditions, representations and terms are hereby excluded to the fullest extent permitted by law. We and all contributors to this website hereby disclaim to the fullest extent permitted by law all liability for any loss or damage including any consequential or indirect loss or damage incurred by you, whether arising in tort, contract or otherwise, and arising out of or in relation to or in connection with your access to, or use of, or inability to use this website

Copyright

The copyright of text and images on this website belongs to us. You may not make a permanent copy of or reproduce this web site in any form. You may not reproduce or incorporate this web site into any other website. You may only print, display or download temporary copies of the content to your computer for your own personal non-commercial use. You may not link to this site or frame it without the express consent from us.