Commercial & Residential Property Tenant - Privacy Notice


What information do we ask to you to provide and what do we do with it?

When you submitted your application you provided us with your full name, current address, phone numbers and email address which we will continue to use during the term of your lease

We ask you to supply

We us it to

Full Name

  • Identify you and personalise any correspondence that we send to you
  • Correspond with you during the term of your lease about matters relating to the agreement

Current Address

  • Correspond with you during the term of your lease about matters relating to the agreement

Previous Addresses

  • Conduct credit checks

National Insurance Number

  • Conduct credit checks

Date of Birth

  • Conduct credit checks

Phone Numbers

  • Correspond with you during the term of your lease about matters relating to the agreement

Email Address

  • Correspond with you during the term of your lease about matters relating to the agreement


Why do we need to process your personal data?

We process your data on a contractual basis in order to ensure that both parties are able to fulfil their obligations under the terms of the assignment or surrender.

How long do we keep your personal data?

We will keep your personal data for the duration of the lease plus 6 years. This applies whether or not you assign your lease.

Who do we share your information with?

We may share your personal data with the companies listed below or such other companies that we may use from time to time.

Company

Why do we pass information to them?

What information do we pass to them?

Experian plc or other such organisations that we may use from time to time

To conduct a credit check and provide us with your credit score once you have submitted your application.

Your full name, date of birth, national insurance number, current address and previous addresses

Equifax Ltd or other such organisations that we may use from time to time

To conduct a credit check and provide us with your credit score once you have submitted your application.

Your full name, date of birth, national insurance number, current address and previous addresses

Gleeds UK Ltd or other such organisations that we may use from time to time

To enable them, as our property management partner, to contact you so that they can maintain the property. They may also pass your personal data to their subcontractors to carry out this work on their behalf and they will send you copies of certificate as necessary.

Your full name, phone number and email address

Gosschalks or other such organisations that we may use from time to time

To correspond with you in legal matters relating to the lease agreement

Your name, current address, phone number and email address

Surveying companies

To contact you to arrange for inspections of the property in order to identify the extent of any property repairs required.

Your name, current address, phone number and email address

Your Local Authority

To ensure that Council tax is billed to you.

Your name and current address.

Your utilities supplier

To ensure that your utilities bill is billed to you.

Your name, current address, phone number and email address


Is your personal data processed outside of the UK or EU countries?

No, your personal data is captured and processed on computer systems that are located within the UK or EU.

Is any “profiling” performed using your personal data?

No, we do not perform any kind of automated processing for the purposes of analysis or prediction using your personal data.

When you submit an application your credit score provided by Experian plc or Equifax Ltd is calculated based on your credit history. For more information about your credit score or the personal data that these companies hold about you then please contact them directly. Your credit score and other information that you provide is assessed by us in order to make a decision on your suitability for a tenancy. We do not make any automatic decisions based on your credit history.

To request a review of any decisions made using your credit history you should contact the Commercial Property Team at Ei Group plc.

For more information about your credit history or the personal data that they hold about you then please contact Equifax Ltd and Experian plc directly.

What are your rights?

For more information on your data protection rights refer to our Ei Group plc Privacy Statement.

 

Version Control
Version Number 1.0
Date Published 21/05/2018