Table of contents
Summary
Who do we collect data from?
What data do we collect and process?
How do we collect this data?
Why do we collect this data?
Lawful basis of processing
Data Subject Rights
Right to be informed
Right of Access & Correction
Right to Erasure (Right to be Forgotten)
Right to restrict processing
Right to Object (Right to withhold Consent)
Data sharing
How long do we keep data?
International Transfers
How do we protect Personal Data?
Updates to this statement
Feedback or Questions relating to this statement
Summary
This is the privacy statement for Property Solutions. This statement details how Property Solutions, its subsidiaries, branches or representative offices, websites, and services collect, use, secure, transfer and share your information.
Property Solutions is a provider of rental properties and property management.
The companies address is;
45 Market Street
Hoylake
Wirral
CH47 2BQ
Who do we collect data from?
As a company we provide property for rent and property management services, as a result we primarily collect and process data in relation to the following data subjects;
- Tenants
- Landlords
- Suppliers/Tradespeople
What data do we collect and process?
The type and amount of data that is collected, is different in relation to these two types of “data subjects”.
| Tenants | Landlords & Suppliers |
| Full name | Full name |
| Address | Address |
| Contact numbers | Email address |
| Nationality | Contact numbers |
| Date of birth | Passport number |
| Previous Addresses | Driving licence number |
| Employment History | Bank details |
| Email addresses | Payment/account history |
| Payment history with Property Solutions | |
| Bank details | |
| Occupation | |
| Previous addresses | |
| Credit history | |
| Passport number | |
| Driving Licence number |
How do we collect this data?
| Tenants | Landlords & Suppliers |
| In person from the data subject | In person from the data subject |
| During conversations over the phone | During conversations over the phone |
| Post | Post |
| Data Suppliers | Data Suppliers |
| Credit reference agencies | Credit reference agencies |
| Other landlords | |
| Other agents |
Why do we collect this data?
The reasons we collect information is different depending on the types of “data subject”
| Tenants | Landlords & Suppliers |
| Assess the suitability of the tenant | Access the suitability of the landlord/supplier |
| To facilitate smooth operation of tenancy | To administer the landlord/supplier relationship |
| Administer and manage the tenancy | Make outstanding payments |
| Collect payments and manage rents | Due diligence |
| Prevent fraud and financial crime | Manage effective communications |
| Manage communications | Ensure contractual obligations are met |
| Ensure contractual obligations are met | Compliance & regulatory obligations |
| Compliance with regulatory obligations | |
| Due diligence |
Lawful basis of processing
The lawful basis of processing is based on the “data subject” as detailed below:
| Tenants | Landlords & Suppliers |
| Consent – We will process your data to tell you about ours and our selected partners services and improve the service we give to you. | Consent – We may process your data to tell you about any opportunities that may be of interest to you. |
| Contract – We will process your data to perform the necessary actions to deliver our commitment under the contract we have with you. | Contract – We will process your data to perform necessary actions to deliver our commitment under the contract we have with you. |
| Legal Obligation – We will process your data to comply with our regulatory obligations. | Legal Obligation – We will process your data to comply with our regulatory obligations. |
| Legitimate Interest – We may process your data for market research, analysis our performance and statistical analysis, or to defend a legal claim made against us | Legitimate Interest – We may process your data for market research, analysis our performance and statistical analysis, or to defend a legal claim made against us |
| Legitimate Interest – We may process your data to provide references to other landlords under an authorised reference request. |
Data Subject Rights
The following outlines the rights that you hold in respect of the processing of your data by Property Solutions.
Some of the rights may not apply or have limitations, based on the Lawful Basis of processing that is taking place.
Right to be informed
All Data Subjects will be informed that Property Solutions is processing their data and what Lawful Basis that data is being processed under.
Right of Access & Correction
All Data Subjects have the right to access all of the data about them which is being processed by Property Solutions. All Data Subjects can correct any information held about them that is incorrect, to exercise these rights please contact us so that we can ensure your requirements are met.
Right to Erasure (Right to be Forgotten)
All Data Subjects have the right to be forgotten in relation to any data collected and processed as a result of the Consent basis of processing. If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
Right to restrict processing
All Data Subjects have the right to restrict the processing of data held by Property Solutions to limit the activities it can carry out in relation to the Consent Basis of processing.
If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
Right to Object (Right to withhold Consent)
All Data Subjects have the Right to Object or withhold consent to the processing of their data under the Consent basis of processing as detailed in the “Lawful Basis of processing” table above.
If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
Data sharing
Property Solutions, will only share data, with its partners/suppliers in order to fulfil its obligations under the contract it has with them and to satisfy the Legal Obligation requirement.
Property Solutions may share data with prospective/future landlords in respect of current and past tenancies.
Nothing in this document will prevent Property Solutions from making any disclosure of data as required by law or by any competent authority.
Property Solutions does not share any data for any other reason other than what is stated above.
In respect of data that is shared as above, Property Solutions contractually requires all service providers and/or recipients, to safeguard the privacy and security of personal information they process on our behalf and authorise them to use or disclose the information only as necessary to perform services on our behalf or comply with legal requirements.
Property Solutions reserve the right to transfer your information in the event of a sale or transfer (wholly or partially) of our business or assets, with reasonable efforts on the acquirer to protect/use the information consistent with this statement.
How long do we keep data?
We only keep information for the amount of time necessary to fulfil the Contract obligation.
We will keep information for an extended period of time in relation to our Legal Obligation, but we will only keep the necessary information for this purpose.
We will keep some information for an extended period of time in relation to our Legitimate interest, but we will only keep the necessary information for this purpose.
International Transfers
Property Solutions does not carry out transfers of data outside the EEA.
How do we protect Personal Data?
The security of personal data is extremely important to Property Solutions, as a company we are committed to protecting the information we collect store and process. We maintain administrative, technical and physical safeguards designed to protect the data you provide, or we collect, against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.
We use TLS encryption in transit.
Property Solutions stores data only for as long as it is necessary to fulfil the purpose for which the data is collected, unless otherwise required or authorised by applicable law.
Property Solutions takes appropriate measures to destroy or permanently de-identify any data it is instructed to remove from the system as required by the User or legal authority.
Updates to this statement
From time to time this statement may be updated in light of regulatory changes or changes in the manner or way in which Property Solutions operates in relation to its data. With this in mind we suggest you review this statement at regular intervals. If any changes are significant we will endeavour to notify you and, where applicable, ensure your ongoing consent and/or acceptance.
Feedback or Questions relating to this statement
For any enquiries relating to this statement Property Solutions can be contacted in the following ways:
Address
Mr Chris Clare
Property Solutions
45 Market Street
Hoylake
Wirral
CH47 2BQ
Telephone 0151 632 6055
Email Info@PropertySolutions.co.uk