EASYLET LETTING AGENTS LTD
Easylet are committed to protecting and respecting your privacy when you are visiting our website. This includes without limitation the website at
www.easyletsussex.co.uk, other sites used by us and our social networking pages (together the “Website”) or communicating electronically with us.
This policy, together with our GDPR information further down this page explains what types of personal and non-personal information we collect when you use the Website and provide us with any additional information. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By disclosing your personal information to us, by using the Website or speaking to us over the telephone, by email or letter, you consent to the collection, storage and processing of your personal information as stated in this policy.
Easylet uses the personal information we collect from you to provide our Letting service and create a tenancy. We will not rent, sell or share your personal information with any other company for its own marketing purposes without your consent except where mentioned in this policy.
The data controller Easylet Letting Agents Ltd, company registered with Companies House (no. 6411933) and based at 1-3 South Street, Tarring, Worthing West Sussex BN14 7LG.
WHAT PERSONAL INFORMATION DO WE COLLECT?
We may collect, store and use the following kinds of personal information.
When you register as a tenant or applicant on our Website, on the phone, by email, or by person, you may be asked to provide additional information: name, address, date of birth, income details, bank statements, pay slips, credit history, email address, telephone number, number of tenants, number of children, pets, smokers and copies of passports and proof of residency. We may also request the same details for guarantors (if required)
We may also ask you to provide, some or all of the information set out in the paragraph above as well as additional information required so that we can best assist you with your tenancy enquiry and pass you as a suitable tenant to create the tenancy.
We may collect, store and use information about your computer, mobile device or other item of hardware through which you access our Website and your visits to and use of the Website (including without limitation your IP address, geographical location, browser/platform type and version, Internet Service Provider, operating system, referral source/exit pages, length of visit, page views, website navigation and search terms that you use).
If you access the Website through a social networking profile, we may collect, store and use the details of that social networking profile and any information contained therein in order to populate any forms you might wish to complete.
We may also ask you to complete surveys and give feedback that we use for research purposes, to improve our services, although you do not have to respond.
HOW DO WE USE PERSONAL INFORMATION?
We may use your personal information for the following purposes:
• to manage and administer the Website and any tenant/landlord services agreed to undertake
• to improve your browsing experience by personalising the Website
• to enable you to use the Website
• to complete references, via a third party: Let Alliance insurers to secure a property
• to credit search and verify income for both tenant/guarantor
• to obtain right to rent checks
• to obtain citizenship information/right to work entitlement
• to pass onto the landlord to obtain his/her permission to proceed with the tenancy
• to deal with any enquiries, complaints, repairs and feedback from you and people with whom you must interacted with as part of our letting services, your involvement with Easylet or that of the Landlord/Tenant/workman/insurers or other linked provider.
• to provide third parties with detailed tenancy information for insurance
• to send you emails
• to analyse and improve the services offered
WHEN MIGHT WE DISCLOSE PERSONAL INFORMATION?
We reserve the right to disclose your personal information to the extent required by any applicable law or governmental body or judicial body, or to landlords, tenants, contractors in the event of repairs or emergency. In addition, we must also pass on your information to the referencing agency and the landlord. From time to time we may provide limited anonymised information relating to your usage and browsing habits on our Website to third parties. Without limitation, we may disclose any information relating to your behaviour and any other information we consider in our sole and absolute discretion to be relevant where we believe that you have, or may in the future, commit any criminal offence in the context of your relationship with us the agent/landlord/tenant/insurers.
We will use all reasonable endeavors to ensure that any person to whom we disclose confidential information is compliant with current data laws and policies as regards its use and storage of your personal information. In particular, our contracts with referencing providers, landlords, tenants and third-party providers state that they may use personal information relating to our tenant and landlord, disclosed to them by us solely for the purposes of providing services to our customers/clients and that they may not disclose or otherwise use any such personal information for any other non-tenancy related purpose.
NEWSLETTERS AND OTHER PROMOTIONAL COMMUNICATIONS
Cookies are text files stored, either on a temporary or persistent basis on the hard drive of your computer. Cookies are used for authenticating, session tracking and maintaining specific information about the use and users of the Website (including user site preferences). Cookie files may also be placed on your computer by our trusted third-party companies for the purposes as set out in this paragraph.
The data collected by cookies is anonymous. You can delete all cookies that are already on your computer’s hard drive by searching for files with “cookie” in it and deleting them. In addition, if you want to stop cookies from being stored on your computer, you can edit your browser settings so that cookies are blocked. Unfortunately, if you block cookies you may not be able to use the full functionality of the Website. For more information about cookies, please visit: www.allaboutcookies.org
In order to improve our Website and the services we offer you, we use (temporary and persistent) cookies, authorised third parties cookies and/or other technologies to collect non-personally identifiable data. This non-personally identifiable data helps us to track browsing behaviour, to create specific or tailor-made information for landlords and tenant, and to monitor and record the visits and use of our Website.
In order to understand how people use our website and for marketing analysis and quality improvement purposes, we (and/or third party service providers) may collect, record, process and use on an anonymous basis certain information (including the total number of transactions, viewed web pages, referring/exit pages, platform type, date/time stamp information and details like the number and location of mouse clicks on a given page, mouse movements, scrolling activity and the search words you use while being on and using the Website.
WHERE WE STORE YOUR PERSONAL DATA
The data that we collect from you may be in paper and/or electronic format. Tenancy documentation and personal data regarding tenants and landlord must be held for the entire tenancy period by law. Once the tenancy ends, this information is stored at a secure site, and held for a period of seven years – after which time it is destroyed.
All information you provide to us is stored securely and/or encrypted.
Unfortunately, the transmission of information via the internet is not completely secure and is beyond our control. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through our agency to the referencing agency. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
The Act gives you the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for purposes of a tenancy. Legally, Easylet must thoroughly check and vet all tenants that therefore, the referencing process cannot be avoided. You can exercise your right to prevent such processing but with regret, we would not be able to create a tenancy.
The Website may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
ACCESS TO INFORMATION
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.
The General Data Protection Regulation
GDPR comes in to force from 25 May 2018. This will replace the Data Protection 1998 Act.
How do I contact you?
What information do you hold on me?
Customer will be required to complete full comprehensive referencing to be considered and passed as a suitable tenant for a property let via Easylet.
This provides us with your full name, home address, contact number, email address, financial income, credit history, number of children, dates of birth, pets, smoking, bank details, proof of residency, passport and driving license copies. We also collect personal banking details from landlords and tenants so that we can collect rent and pay landlords accordingly.
We require this information to ascertain the information you have supplied is correct and truthful, it also enables us to obtain insurance for rent and legal protection, verifies legal tenancy requirements, right to rent, right to work and live in the UK, this also helps us to clarify your situation for a landlord to consider the tenancy. Legally this information would be required if the tenancy went into arrears or if legal action was needed. Easylet must prove to both the landlord and the insurers that all adult tenants you were thoroughly vetted. Therefore, the information is mandatory and will be held to uphold our obligations as Agents for the Landlord.
If we need to be aware of any medical issues or concerns that may affect your tenancy, please provide this information in advance. IE: any special adaptations to the property, which would make your life easier.
What will you do with this?
This information will never be shared with any other parties that you have not been notified of within this document.
We shall only use your address or email contact to notify you of tenancy information, changes, amendments, repairs, renewals, complaints, for landlords and tenant and fees or access to our services. We may however also contact you to provide information about special offers, legal legislation, property updates, you may choose to ‘opt-out’ of emails at any time. If you wish to be excluded from these now, please email us using the address above and confirm your full name and contact details to ensure we do this effectively.
Where is my information held?
All paper copies are held securely and all electronic information is stored in accordance with the GDPR encryption guidelines
Can I access my information?
Yes, you may request a copy of all the information we hold by writing to us, visiting our office, or by sending an email. We will acknowledge your request within 48 hours and provide the details within 30 days.
Information collected from you will be added to Easylet Letting Agents Ltd, information property databases. We may use this for administrative purposes in providing the rental services and for communication with you.
In compliance with the GDPR and the DPA, all information will be treated confidentially and will not be shared with any other organization, listed within this document, unless informed and consent is given.
For further information on how we hold and use your personal data please see our website for full policy terms.