Privacy Notice
Introduction
This notice applies across all websites that we own and operate and all services we provide, including our online products, and any other apps or services we may offer (for example, events or training). For the purpose of this notice, we’ll just call them our ‘services’.
This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
When we say 'personal data' we mean identifiable information about you, like your name, email address, telephone number, bank account details, payment information, support queries, community comments and so on. If you can't be identified (for example, when personal data has been aggregated and anonymised) then this notice doesn't apply.
Who are ‘we’?
When we refer to 'we' (or 'our' or 'us'), that means T&B Property Solutions Limited and all its wholly owned subsidiaries. Our operations are in England.
At T&B Property Solutions we take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA241992 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Mrs Christina Jane Baker
Any questions relating to this notice and our privacy practices should be sent to
info@tandbpropertysolutions.com
We collect information about you:
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Where you have made contact with us through the website and we use this to contact you and your organisation in the course of business.
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If and when we sign contracts with you.
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From your application for accommodation,
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From your use of the documents signed and completed in the course of a tenancy (including but not limited to creating tenancy agreements, guarantor agreements, tenant referencing or notice).
We need your information and will use your information:
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to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
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to enable us to supply you with the services and information which you have requested;
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to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
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to help you to manage your tenancy;
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to carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
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to contact you in order to send you details of any changes to our supplies which may affect you; and
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for all other purposes consistent with the proper performance of our operations and business.
Sharing of Your Information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on our behalf, within the UK/EEA. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
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If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
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To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
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If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
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If you are unable to make payments under your tenancy or through the course of our business dealings with you , your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
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In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
We may transfer your information outside the UK and/or EEA.
Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following: Checking the privacy notice and approach of all companies that we work with and ensuring that they are taking the correct steps to protect your data. We use cloud based software packages called Xero , Arthur, Advance Referencing and the servers used to manage the data may be located outside the UK/EEA area.
Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.
Our team password protect all of the systems that they work on and have signed a personal information promise produced by the ICO (Information Commissioners Office) to protect all personal data.
You can find the Data Protection/Privacy Policy for all our system providers via the following links:-
https://www.xero.com/uk/about/terms/privacy/
https://www.arthuronline.co.uk/gdpr/
How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
Our full retention schedule is available at our office.
Your Rights
You have the right at any time to:
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ask for a copy of the information about you held by us in our records;
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require us to correct any inaccuracies in your information;
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make a request to us to delete what personal data of yours we hold; and
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object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact us at:
info@tandbpropertysolutions.com.
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
England:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Scotland:
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk
Wales:
Information Commissioner's Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk
Northern Ireland:
Information Commissioner's Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.