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.
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.
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 : firstname.lastname@example.org
If you prefer to contact us by regular mail, please send your request to the following address:
36 High Street
Cricklade SN6 6AY
We are registered to process data by the Information Commissioners Office (ICO)
Our registration number is Z2448587
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