THE LETTING PARTNERSHIP LIMITED
The Letting Partnership understands that your information is important and in the wrong hands it poses a risk to your rights and freedoms. In order to help you protect your information this notice will explain what information we collect, why we collect it, what we do with it, how long we keep it for, who can access it and what your rights are.
What we need
We need to collect the following information:
• Company registration details
• Bank details of any Bank Account held by the Company that is used for Client Money
• Directors’ names
• Directors’ dates of birth (in some cases only)
• Information regarding any bankruptcies, receiverships or liquidations
• Details where a Principal, Partner or Director has been struck off by Companies House
• Details of Redress Schemes and other industry regulatory and trade body memberships
• Details insurance cover held by the company
• Breakdown of your company’s current residential letting portfolio
• Your fees and charges
• Name, email address and phone number of person completing the form
• Bank statements
• Details of your Deposit Protection Scheme
Why we need it
We need to collect this information to:
• To fulfil our contract with you
• To allow us to verify information provided against Companies house and other official records
What we do with it
We use this data to enable us to carry out a due diligence and risk assessment of your business using an analytic programme designed and built by The Letting Partnership.
Data from bank statements and ‘Stress tests’ is input to the programme and combined with answers provided on the online HealthCheck Questionnaire to provide a risk report.
We do not use automated decision making.
How long we keep it
We retain your information for 5 years
In special circumstances such as a legal dispute we may need to retain your information for longer.
Who can see it
The parties that can access this information are;
• Direct employees of the Letting Partnership
• Subcontractors of The Letting Partnership
o IT provider
o Software providers
• A copy of the final report is sent to the PPD email provided by you
• A copy of the final report is sent to the relevant Client Money Protection scheme provider or Industry body to whom you are applying for membership
Like many businesses, we collect information through cookies and similar technologies.
Cookies are small, often encrypted, text files containing small amounts of information which are downloaded to your device when you visit a website. A device can refer to a computer, smartphone or tablet. Cookies are then sent back to the originating website on each subsequent visit. They are useful because they allow a website to recognise a user’s device.
We use the following kinds of cookie:
Strictly necessary cookies. These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for cannot be provided.
These cookies collect information about how visitors use the website, for instance which pages visitors go to most often, and if they get error messages from web pages.
These cookies don’t collect information that identifies a visitor. The information collected is anonymous and statistical in nature. It is only used to improve how a website works and to give us insight into how our users interact with the website, for example the number of visitors to the website, where they have come to the site from and the pages they have visited.
You may refuse to accept cookies by altering the settings on your internet browser. For more information about how to do this, look at your browser ‘help’ section or visit www.allaboutcookies.org and www.youronlinechoices.eu.
Please note that if you adjust your internet browser settings to refuse the setting of cookies, you may not be able to access or use fully certain parts or functionality of our website.
How we protect it
All data you provide is kept secure and any staff or contractors that handle this data have a commitment and the necessary training to keep it private and secure. We have a number of policies and procedures in place to ensure that data is handled correctly and kept secure and have implement the necessary technical controls to support these. (Please refer to our Data Protection Policy)
What are you rights
• Request a copy of the data we hold on you.
• Request that we correct or update the data that we hold on you.
• Request that we delete the information we hold on you.
• Request that we keep your data but do not use it.;
• Request that we send a copy of your data to another organisation
• Object to how we are using data.
• Withdraw consent to process your data at any time.
If you wish to exercise your rights then write to the The Letting Partnership Ltd, Second Floor, 3 Liverpool Gardens, Worthing, West Sussex BN11 1TF or email: firstname.lastname@example.org.
To raise a compliant with the Information Commissioner’s Office about us visit the ICO website: https://ico.org.uk/concerns/ or call their helpline: 0303 123 1113.
To take us or the Information Commissioner’s Office to court in the first instance write to The Letting Partnership Ltd, Second Floor, 3 Liverpool Gardens, Worthing, West Sussex BN11 1TF, or email: email@example.com.
Additionally, we must inform you of the following:
• If we suffer a data breach and your data is affected in a way that it poses a risk to your rights and freedoms.
• If we carry out your request to correct/update, erase or not use your data