Our Privacy Policy explains what personal data we hold about you, how we collect it, and how we use and may share information about you. It also contains information about your rights as a data subject and how to contact us or supervisory authorities in the event you have a complaint. Xenia Lettings are required to notify you of this information under the General Data Protection Regulation.
What is personal data?
Personal data includes information relating to a natural person(s) who:
- can be identified or who are identifiable, directly from the information in question; or
- who can be indirectly identified from that information in combination with other information.
Where we hold your personal data
Personal data may be held at our office and in our servers which are located within the EU. Information may also be held by our Group companies, service providers and third party agents. Xenia Lettings have measures in place to ensure there is appropriate security for personal data.
How long do we keep your personal data
Once we have ceased being your lettings and management agent, we may hold your personal data for up to 6 years. All other personal data will be kept for up to 2 years.
Why do we collect and process you personal data
For existing customers, Xenia Lettings rely on contract as the lawful basis on which we collect and process your personal data.
For prospective customers, we reply on legitimate interest as the lawful basis on which we collect and process your data.
What information is being collected?
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data including first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data including billing address, home address, email address and telephone numbers.
- Financial Data including bank account and payment card details.
- Transaction Data including details about payments to and from you.
We do not collect any Special Categories of Personal Data about you including details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We also do not collect any information about criminal convictions and offences.
What are your right?
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
How do I exercise my rights?
- You are not required to pay any charge for exercising your rights.
- All requests must be in writing either via email to [email protected] or in writing to DPO, Xenia Lettings, Marsland House, Marsland Road, Sale, M33 3AQ
- Before processing your request, we may ask for 2 forms of identification.
- Upon receiving 2 forms of identification, we will respond to your request within 1 month unless we give a specific reason why it cannot be completed in time.
- Information can be provided electronically and in printed hard copy.
Rental Exchange Notice
Not only will we be able to work with you more closely to manage your existing tenancy agreement, your track record as a tenant will enable Experian to use the information supplied to them to assist other landlords and organisations to:
- assess and manage any new tenancy agreements you may enter into;
- assess your financial standing to provide you with suitable products and services;
- manage any accounts that you may already hold, for example reviewing suitable products or adjusting your product in light of your current circumstances;
- contact you in relation to any accounts you may have and recovering debts that you may owe;
- verifying your identity, age and address, to help other organisations make decisions about the services they offer;
- help to prevent crime, fraud and money laundering;
- screen marketing offers to make sure they are appropriate to your circumstances;
- for Experian to undertake statistical analysis, analytics and profiling,
- and for Experian to conduct system and product testing and database processing activities, such as data loading, data matching and data linkage.
If you would like to see more information on these, and to understand how the credit reference agencies each use and share rental data as bureau data (including the legitimate interests each pursues) this information is provided in this link: www.experian.co.uk/crain (Credit Reference Agency Information Notice (CRAIN)). (For a paper copy, please get in touch with us or with Experian using the contact details in this letter).
How to complain?
If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]
You can also complain to the ICO if you are unhappy with how we have used your data.
- Information Commissioner’s OfficeWycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF - Helpline number0303 123 1113
- ICO websitehttps://www.ico.org.uk