Data Protection Notice: Uses and Sharing of Personal Information
We take the privacy and security of your personal data very seriously and at all times we will comply with the prevailing laws and regulations governing confidentiality, data protection and security of information. When we say personal data, we mean any information that is about you or which can help identify you.This privacy policy explains how we use your personal data. It also explains your rights over your personal data, and how you can exercise them. If you have any questions about this privacy policy or how we use your personal data, please contact us by writing to: Peter Barry Estate Agents, 946 Green Lanes, Winchmore Hill, N21 2AD.
We are registered with the Information Commissioner's Office (ICO) in the UK with the registration number Z3379656.
What personal data do we use?
In the context of providing letting, property management and sales service to you, we will use the following information:
- Personal details such as your full name, address of rented properties, telephone numbers and e-mail addresses.
- For landlords, details of your rented property including address, rental amount, number of bedrooms.
- For tenants, details of tenancies including agreed rental amount, deposit values, tenancy start date and duration.
- Landlords bank account details (account number and sort code).
- Personal data you submit or that is obtained from other parties to deal with disputes related to tenancy deposits.
Where do we obtain your personal data from?
The personal data we collect will be provided directly by you when you sign up for tenancy or when you contact us by email, letter, or phone. We may also generate payment, transaction and dispute resolution data as a function of providing a service to you.
If you contact us via social media we may collect available details from your social media account.
How do we use your personal data?
We use your personal data in the following ways:- To validate your identity.
- To identify you when you contact us.
- To deal with requests you send us and respond to your queries.
- To discuss your enquiries in relation to your deposits, for instance to initiate a repayment.
- To keep records of your tenancy and any transactions to us.
- To provide you updates on changes to your tenancy, our policies or terms and conditions.
- To comply with our legal and regulatory obligations.
- To deal with any complaints or legal claims.
- To detect, prevent and report fraud and financial crime.
- To perform audit and assurance activity.
- To manage our business in an efficient and proper manner, including the management of our financial position, our resources, the risks to which we are exposed and the way in which we arrange our internal operations.
What is our legal reason for processing your personal data?
We may only use your personal data where we have a valid legal basis for doing so. The legal bases for us processing your personal data are that:- It is necessary for us to process your personal data for us to perform our obligations under either a contract you have with us (or to take steps at your request before entering a contract with you) or a contract we have with a Government Agency to provide the service.
- It is necessary for us to comply with a legal obligation to which we are subject.
- You have given consent to processing for one or more specific purposes.
- It is necessary for the purposes of legitimate interests pursued by us or by a third party, and those interests are not overridden by your interests or your fundamental rights and freedoms.
How do we share your personal data?
We may share your personal data with other companies to help us deliver services as follows:- Contractors or agents who are instructed to deliver services on the property during your tenancy.
- Utility companies or the local council in case registration is necessary, or utility and council tax bill enquiries are made by them.
Other Data Sharing
We will also share your personal data in the following circumstances:- Where we need to do so to comply with our legal, regulatory or contractual obligations.
- In an effort to trace you if we lose contact with you.
- Where necessary to protect or defend our legal rights or the legal rights of another company or person.
- If our business, or any part of it, is transferred or sold, we will transfer your personal data to the company taking over our role, which could include a purchaser or the provider replacing us. We will never sell your information to anybody for unsolicited marketing.
How long we do we keep your personal data for?
We keep your personal data for as long as we need to for the purposes for which it was collected or (if longer) any period for which we are required to keep personal data to comply with our legal, regulatory or contractual requirements.Our data retention standard is 5 years after the 31 January submission deadline of the relevant tax year, as it's in line with the current UK accounting practices for agents, and HMRC's record keeping requirements set by the Money Laundering Regulations 2017.
Do we transfer your personal data overseas?
In connection with the services provided, we will not transfer or process your personal data outside of the UK or EU.Your rights accessing your information
You may ask for a copy of the personal data we hold about you by contacting us. You can contact us via:Email - property.management@pbea.co.uk
Telephone - 020 8360 4777
Mail - Peter Barry Estate Agents, 946 Green Lanes, Winchmore Hill, N21 2AD
Correcting your information
We try to ensure all of your personal data is accurate. If you find any inaccuracies or if your details change, please notify us promptly and we will correct them.Erasing your restricting use of your information
You may ask us to erase or restrict use of your personal data. If you do, we will comply with your request unless there is a legal reason for us not to (for example, if a law says we must retain records of transactions for a fixed period and to do so we must retain your personal data, or if it is necessary for us to retain the personal data for the purpose of performing a contract with a government agency).Withdrawing consent
Where the legal basis for us processing your personal data is that you have given your consent to that processing, you may withdraw your consent at any time. If you do so we will stop processing your personal data promptly.Marketing preferences
Where you have provided consent for us to provide you with marketing information, you can change your preferences in relation to marketing at any time by contacting us at property.management@pbea.co.ukPlease note that where you contact us to exercise your data protection rights we may ask you to provide a form of identity verification before we can process your request.