Policy/Procedure -Data protection

AGENT’S gdpr Privacy Notice to landlord Data controller: Mohammed Athar Rashid T/A Property Trader Nts Letting & Sales Introduction Mohammed Athar Rashid T/A Property Trader Nts Letting & Sales is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. Mohammed Athar Rashid T/A Property Trader Nts Letting & Sales collects, stores and processes personal data relating to landlords and prospective landlords, in order to provide. a lettings service to find a tenant and set up the tenancy; a lettings service to find a tenant and set up the tenancy (including a deposit holding service); a lettings service to find a tenant and set up the tenancy and provide a rent collection service; and a fully managed property service. a tenant find service a rent collection service This privacy notice sets down what personal information the Agent collects, why it is collected, how it is held and what information is processed by the Agent and with whom. The Agent is committed to protecting the privacy and security of your personal information. The Agent is committed to being clear and transparent about how it collects and uses that data and to meeting its data protection obligations. Data Protection Principles

The Agent will comply with data protection law. This means that the personal information we hold about you must be: Used lawfully, fairly and in a transparent way; Collected only for valid purposes that we have explained to you clearly and not used in any way that is incompatible with these purposes; Relevant to the purposes we have told you about and limited to those purposes only; Accurate and kept up to date; Kept only for such time as is necessary for the purposes we have told you about; and Kept securely. What information does the Agent collect and process? The Agent collects and processes a range of personal information (personal data) about you. Personal data means any information about an individual from which the person can be identified. If you are already a client, some of the points below may not be relevant to you. This includes: Identity and personal contact details, such as your name, title, address, email address, telephone number; Bank account details; Proof of ownership; Accounting records; Letting and management records; Insurance information; Licence applications; Details of mortgages; Lender restrictions; Tenancy deposit information (if any); Repair and health and safety records; Breach of tenancy terms/complaints; Council Tax and utilities records; Notices and correspondence regarding termination of tenancy; CCTV and audio recordings (if any); General correspondence in all formats (letters, emails, text messages etc); and Data sent from web browser to the Agent’s server (including pages visited and time and date and duration on the Agent’s server). The Agent collects this information in a variety of ways. For example, data is collected from you at the beginning of the process, and throughout our period of instruction. The Agent also generates its own records. In some cases, the Agent may collect personal data about you from third parties, such as: Other tenants, residents or neighbours; Guarantors; Local authorities; The police or other law enforcement agencies; Department for Work and Pensions; Utility companies or service providers; Other letting/managing agents; and Websites or online rental portals such as Rightmove. Data is stored in a range of different places, including in paper files and in the Agent’s IT systems (including the Agent's email system). Why does the Agent process personal data? The Agent needs to process data to perform the terms of our lettings service as agreed between you and the Agent. In addition, the Agent needs to process data to ensure that we are complying with our legal obligations, for example, sharing personal information with a deposit scheme by which any deposit is protected. In other cases, the Agent has a legitimate interest in processing personal data before, during and after our period of instruction. Situations in which we will use your personal information Situations in which we will process your personal information are listed below<>: To enter into a tenancy agreement; To collect rent and other payments; To manage the tenancy and the property; To arrange an energy performance certificate; To arrange an inventory check or report on the condition of the property; To keep accurate records relating to the Agent’s rental business; To arrange repairs and maintenance of the property; To recover debts and/or obtain possession of a property; To ensure Council Tax and utilities charges are billed and paid appropriately; To ensure that welfare benefits (such as Universal Credit and housing benefit) are paid to you (where appropriate); To handle tenancy termination; To handle complaints; To create and keep audio and CCTV recordings; To provide information to public or local authorities who are legally entitled to require this information; To contact next of kin or close relatives in case of emergency; To store emails, records of calls and other communications; To comply with legal and regulatory requirements; To bring and defend legal claims; To take payment for the services provided by the Agent; To perform our terms of business with you; and To provide you with general updates in relation to the property market and information relating to the Agent’s services in accordance with your express consent. If you fail to provide personal information If you do not provide certain information when requested, the Agent may not be able to provide its lettings services. Change of purpose The Agent will only use your personal information for the purpose for which it was collected unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will advise you of this and explain the legal basis which allows us to do so. You should be aware that we may process your personal information without your knowledge or consent where this is required or permitted by law. Use of sensitive personal information Some special categories of personal data are processed to comply with legal obligations (for example, in relation to health and safety purposes). For how long do you keep data? The Agent will only hold your personal data for as long as is necessary to fulfil the purposes we collected it for, including any legal, accounting or reporting requirements. The period for which your data is held after the end of a tenancy is three years. The period for which your data is held is one year for a potential landlord who does not contract with the Agent for its services. Who is data shared with? Your information will be shared internally, including with <>. The Agent also shares your data with third parties where required by law, where it is necessary in order to administer the relationship with you or where we have another legitimate interest in doing so. Information can be shared with: Professional advisers, including solicitors and accountants; Freeholder and/or their managing agent (for property in block of flats); Debt collectors and tracing services; Local authorities and government/public bodies; Ombudsman/redress schemes; Professional body/regulator; Courts/Tribunals; Police/enforcement agencies; Internet service providers; Banks/building societies; Tenant’s/resident’s next of kin or close relatives in case of emergency; Joint tenants and other residents; Guarantors; Joint owners of the property; Tenancy Deposit Schemes; Universal Credit/housing benefit/other benefit administrator; H M Revenue and Customs; Council Tax authority; Utilities and service providers; Future owners of the property; Contractors and trades people providing services at the property; Prospective purchasers of property; Other – give details. [The Agent will not transfer your data to countries outside the European Economic Area. How does the Agent protect data? The Agent takes the security of your data seriously. The Agent has internal policies and controls in place to prevent your data being lost, accidentally destroyed, misused or disclosed. Details of these measures are available on request. When the Agent engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. Your duty to inform us of changes It is important that the personal information we hold about you is accurate and current. Please be sure to keep us informed if your personal information changes during our period of instruction. Your Rights As a data subject, you have a number of rights. You can: access and obtain a copy of your data on request (known as a “data subject access request”); require the Agent to change incorrect or incomplete data; request erasure of your personal information. This enables you to ask the Agent to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; object to the processing of your data, if you believe your fundamental rights and freedoms outweigh our legitimate interests; and ask the Agent to suspend the processing of your personal data for a period of time if data is inaccurate or there is a dispute about its accuracy or the reason for processing it. If you would like to exercise any of these rights, or you have any questions about the privacy notice, please contact Property Manager, Mohammed Athar Rashid. If you believe that the Agent has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office. I acknowledge receipt of the Agent’s GDPR Privacy Notice to Landlord and confirm that I have read and understood it.

Data controller: Mohammed Athar Rashid T/A Property Trader Nts Letting & Sales

1. Introduction

Mohammed Athar Rashid T/A Property Trader Nts Letting & Sales is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.

Mohammed Athar Rashid T/A Property Trader Nts Letting & Sales collects, stores and processes personal data relating to landlords and prospective landlords, in order to provide.

• a lettings service to find a tenant and set up the tenancy;

• a lettings service to find a tenant and set up the tenancy (including a deposit holding service);

• a lettings service to find a tenant and set up the tenancy and provide a rent collection service; and

• a fully managed property service.  

• a tenant find service 

• a rent collection service 

This privacy notice sets down what personal information the Agent collects, why it is collected, how it is held and what information is processed by the Agent and with whom. 

The Agent is committed to protecting the privacy and security of your personal information. The Agent is committed to being clear and transparent about how it collects and uses that data and to meeting its data protection obligations.

2. Data Protection Principles

   The Agent will comply with data protection law. This means that the personal information we hold about you must be: 

• Used lawfully, fairly and in a transparent way;

• Collected only for valid purposes that we have explained to you clearly and not used in any way that is incompatible with these purposes;

• Relevant to the purposes we have told you about and limited to those purposes only;

• Accurate and kept up to date;

• Kept only for such time as is necessary for the purposes we have told you about; and

• Kept securely.

3. What information does the Agent collect and process?

The Agent collects and processes a range of personal information (personal data) about you. Personal data means any information about an individual from which the person can be identified. If you are already a client, some of the points below may not be relevant to you. This includes:

• Identity and personal contact details, such as your name, title, address, email address, telephone number;

• Bank account details;

• Proof of ownership; 

• Accounting records; 

• Letting and management records; 

• Insurance information; 

• Licence applications; 

• Details of mortgages; 

• Lender restrictions; 

• Tenancy deposit information (if any);

• Repair and health and safety records;

• Breach of tenancy terms/complaints;

• Council Tax and utilities records;

• Notices and correspondence regarding termination of tenancy;

• CCTV and audio recordings (if any); 

• General correspondence in all formats (letters, emails, text messages etc); and

• Data sent from web browser to the Agent’s server (including pages visited and time and date and duration on the Agent’s server). 

The Agent collects this information in a variety of ways. For example, data is collected from you at the beginning of the process, and throughout our period of instruction.  The Agent also generates its own records.

In some cases, the Agent may collect personal data about you from third parties, such as:

• Other tenants, residents or neighbours;

• Guarantors;

• Local authorities;

• The police or other law enforcement agencies;

• Department for Work and Pensions; 

• Utility companies or service providers;

• Other letting/managing agents; and

• Websites or online rental portals such as Rightmove.

Data is stored in a range of different places, including in paper files and in the Agent’s IT systems (including the Agent's email system).

4. Why does the Agent process personal data?

The Agent needs to process data to perform the terms of our lettings service as agreed between you and the Agent. 

In addition, the Agent needs to process data to ensure that we are complying with our legal obligations, for example, sharing personal information with a deposit scheme by which any deposit is protected. 

In other cases, the Agent has a legitimate interest in processing personal data before, during and after our period of instruction. 

5. Situations in which we will use your personal information 

Situations in which we will process your personal information are listed below<<list below, expanding as necessary>>:

• To enter into a tenancy agreement;

• To collect rent and other payments;

• To manage the tenancy and the property;

• To arrange an energy performance certificate;

• To arrange an inventory check or report on the condition of the property; 

• To keep accurate records relating to the Agent’s rental business;

• To arrange repairs and maintenance of the property;

• To recover debts and/or obtain possession of a property;

• To ensure Council Tax and utilities charges are billed and paid appropriately;

• To ensure that welfare benefits (such as Universal Credit and housing benefit) are paid to you (where appropriate);

• To handle tenancy termination;

• To handle complaints;

• To create and keep audio and CCTV recordings;

• To provide information to public or local authorities who are legally entitled to require this information;

• To contact next of kin or close relatives in case of emergency;

• To store emails, records of calls and other communications;

• To comply with legal and regulatory requirements;

• To bring and defend legal claims; 

• To take payment for the services provided by the Agent;

• To perform our terms of business with you; and

• To provide you with general updates in relation to the property market and information relating to the Agent’s services in accordance with your express consent.

6. If you fail to provide personal information  

If you do not provide certain information when requested, the Agent may not be able to provide its lettings services. 

7. Change of purpose

The Agent will only use your personal information for the purpose for which it was collected unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will advise you of this and explain the legal basis which allows us to do so.

You should be aware that we may process your personal information without your knowledge or consent where this is required or permitted by law.

8. Use of sensitive personal information

Some special categories of personal data are processed to comply with legal obligations (for example, in relation to health and safety purposes). 

9. For how long do you keep data?

The Agent will only hold your personal data for as long as is necessary to fulfil the purposes we collected it for, including any legal, accounting or reporting requirements. The period for which your data is held after the end of a tenancy is three years. The period for which your data is held is one year for a potential landlord who does not contract with the Agent for its services.  

10. Who is data shared with?

Your information will be shared internally, including with <<state e.g. other staff members>>.

The Agent also shares your data with third parties where required by law, where it is necessary in order to administer the relationship with you or where we have another legitimate interest in doing so. Information can be shared with:

• Professional advisers, including solicitors and accountants;

• Freeholder and/or their managing agent (for property in block of flats);

• Debt collectors and tracing services;

• Local authorities and government/public bodies;

• Ombudsman/redress schemes;

• Professional body/regulator;

• Courts/Tribunals;

• Police/enforcement agencies;

• Internet service providers;

• Banks/building societies;

• Tenant’s/resident’s next of kin or close relatives in case of emergency;

• Joint tenants and other residents;

• Guarantors;

• Joint owners of the property; 

• Tenancy Deposit Schemes;

• Universal Credit/housing benefit/other benefit administrator;

• H M Revenue and Customs;

• Council Tax authority;

• Utilities and service providers; 

• Future owners of the property; 

• Contractors and trades people providing services at the property;

• Prospective purchasers of property;

• Other – give details.

[The Agent will not transfer your data to countries outside the European Economic Area.

11. How does the Agent protect data?

The Agent takes the security of your data seriously. The Agent has internal policies and controls in place to prevent your data being lost, accidentally destroyed, misused or disclosed. Details of these measures are available on request.

When the Agent engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

12. Your duty to inform us of changes  

It is important that the personal information we hold about you is accurate and current. Please be sure to keep us informed if your personal information changes during our period of instruction.

13. Your Rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request (known as a “data subject access request”);

• require the Agent to change incorrect or incomplete data;

• request erasure of your personal information.  This enables you to ask the Agent to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;

• object to the processing of your data, if you believe your fundamental rights and freedoms outweigh our legitimate interests; and

• ask the Agent to suspend the processing of your personal data for a period of time if data is inaccurate or there is a dispute about its accuracy or the reason for processing it. 

If you would like to exercise any of these rights, or you have any questions about the privacy notice, please contact Property Manager, Mohammed Athar Rashid.

If you believe that the Agent has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office.

I acknowledge receipt of the Agent’s GDPR Privacy Notice to Landlord and confirm that I have read and understood it. 

PROPERTY TRADER NTS LETTING AND SALES  COMPLAINTS POLICY

1. Definitions

   1. 1. In this Complaints Policy the following expressions have the following meanings:

2. Purpose of this Complaints Policy

   1. 1. Property Trader Nts Letting and Sales  welcomes and encourages feedback of all kinds from our customers.  If you have a Complaint about our services, our customer service, or about our staff, not only do we want to resolve it to your satisfaction but we also want to learn from it in order to improve our business and customer experience in the future.

      2. It is our policy to resolve Complaints quickly and fairly, where possible without recourse to formal investigations or external bodies.  In particular, the aims of this Complaints Policy are:

         1. 1. To provide a clear and fair procedure for any customers who wish to make a Complaint about Property Trader Nts Letting And Sales our services, our customer service, or about our staff;

            2. To ensure that everyone working for or with Property Trader Nts Letting and Sales knows how to handle Complaints made by our customers;

            3. To ensure that all Complaints are handled equally and in a fair and timely fashion;

            4. To ensure that important information is gathered from Complaints and used in the future to avoid such a situation arising again.

3. What this Complaints Policy Covers

   1. 1. This Complaints Policy applies to the provision of services by Property Trader Nts Letting And Sales , to our customer service and to our staff.

      2. For the purposes of this Complaints Policy, any reference to Mohammed Athar Rashid t/a/Property Trade Nts Letting and Sales also includes our employees, agents and subcontractors.

      3. Complaints may relate to any of our activities and may include (but not be limited to):

         1. 1. The quality of customer service you have received from Proprty Trader Nts Letting And Sales 

            2. The behaviour and/or professional competence 

            3. Internal or external by the manager or any staff

      4. The following are not considered to be Complaints and should therefore be directed to the appropriate [person ] OR [department]:

         1. 1. Matters concerning contractual or other legal disputes;

            2. Formal requests for the disclosure of information, for example, under the Data Protection Act;

            3. <<Insert additional examples or remove as appropriate>>.

4. Making a Complaint

   1. 1. All Complaints, whether they concern our services, our customer service, or our staff, should be made in one of the following ways:

         1. 1. [In writing, addressed to Mohammed Athar Rashid /Manager , 113 114 Commercial Road ,Newport City NP20 2GW ;]

            2. Email: info@ntspt.com

            3. Email at  info@ntspt.com or accounts@ntspt.com to Mohammed Athar Rashid /Manager  at info@ntspt.com [Using our Complaints Form, following the instructions included with the form;]

            4. [By contacting us by telephone on 01633 746100.

      2. When making a Complaint, you will be required to provide the following information in as much detail as is reasonably possible:

         1. 1. Your name, address, telephone number and email address (We will contact you using your preferred contact method as your Complaint is handled);

            2. If you are making a Complaint on behalf of someone else, that person’s name and contact details as well as your own;

            3. If your Complaint relates to a particular property we are dealing with, the property details;

            4. If you are making a Complaint about a particular member of staff, the name and, where appropriate, position of that person;

            5. Further details of your Complaint including, as appropriate, all times, dates, events, and people involved;

            6. Details of any documents or other evidence you wish to rely on in support of your Complaint;

            7. Details of what you would like Property Trader Nts Letting And Sales to do to resolve your Complaint and to put things right.  (Please note that whilst we will make every reasonable effort to accommodate such requests, we are not bound to take any action beyond that which we may be contractually or otherwise legally obliged to take.)

            8. Compliant forms can be emailed on request or sent to your address by mail..

5. How We Handle Your Complaint

   1. 1. Property Trader Nts Letting and Sales operates a three-stage complaints handling procedure.  Following our Complaints Procedure, our aim is to always resolve Complaints to your satisfaction at Level One without further recourse to Level Two.  If you are not satisfied at the end of Level One, you may escalate your Complaint to Level Two.  If you are still not satisfied at the end of Level Two, Complaints may progress to stage three External Resolution [or be referred to our Professional Body] as detailed below.

      2. Level One:

         1. 1. Upon receipt of your Complaint, the Manager will  identified above in Section 4.1 will log the Complaint in our complaints log, complaints system etc.and will acknowledge receipt of it in writing within no longer than 7 working days, giving you a Complaint Reference.

            2. When we acknowledge receipt of your Complaint we will also provide details of your Complaint Handler.  This may be the <<insert position>> to whom your original Complaint was directed (as above) or your Complaint may be assigned to another appropriate member of our team.

            3. If your Complaint relates to a specific member of staff, that person will be informed of your Complaint and given a fair and reasonable opportunity to respond.  Any communication between you and the staff member in question should take place only via the Complaint Handler and we respectfully ask that you do not contact the staff member in question directly concerning the Complaint while we are working to resolve it.

            4. If we require any further information or evidence from you, the Complaint Handler will contact you as quickly as is reasonably possible to ask for it.  We ask that you use reasonable efforts to supply any such information or evidence quickly in order to avoid delaying the complaints handling process.  If you are for any reason unable to provide such information or evidence we will use all reasonable efforts to proceed without it, however please be aware that we will not ask for further information or evidence unless we consider it important to the successful resolution of your Complaint.

            5. We aim to resolve Level One Complaints within no longer than 14 working days. However in some cases, particularly if your Complaint is of a complex nature, this may not be possible.  If this is not possible for any reason you will be informed of the delay, the likely length of the delay and the reasons for it.

            6. At the conclusion of the Level One complaints procedure, regardless of the outcome, we will provide you with full details of our investigation, our conclusions from that investigation, and any action taken as a result.  You will also be reminded of your right to appeal our decision and escalate the complaint to Level Two in the form of an Appeal.

      3. Level Two:

         1. 1. If you are not satisfied with the resolution of your complaint at Level One, you may appeal the decision within 30 days >, and have the complaint escalated to Level Two.  Appeals are handled by Mohammed Athar Rashid  the  management>> level members of our team.

            2. Appeals, quoting your original Complaint Reference, should be directed to your original Complaint Handler who will forward the request to an appropriate Appeal Handler.  Receipt of Appeals will be acknowledged in writing within no longer than 14working days>>.  When we acknowledge receipt of your Appeal we will also provide details of your Appeal Handler.

            3. If your Complaint relates to a specific member of staff, that person will be informed of your Appeal and given a further opportunity to respond.  Any communication between you and the staff member in question should take place only via the Appeal Handler and we respectfully ask that you do not contact the staff member in question directly concerning the Complaint while we are working to resolve it.

            4. If we require any further information or evidence from you, the Appeal Handler will contact you as quickly as is reasonably possible to ask for it.  We ask that you use reasonable efforts to supply any such information or evidence to us quickly in order to avoid delaying the complaints handling process.  If you are for any reason unable to provide such information or evidence we will use all reasonable efforts to proceed without it, however please be aware that we will not ask for further information or evidence unless we consider it important to the successful resolution of your Complaint.

            5. We aim to resolve Level Two Complaints within no longer than 14 working days however in some cases, particularly if your Complaint is of a complex nature, this may not be possible.  If this is not possible for any reason you will be informed of the delay, the likely length of the delay and the reasons for it.

            6. At the conclusion of the Level Two procedure, regardless of the outcome, we will provide you with full details of our investigation, our conclusions from that investigation, and any action taken as a result.  Our decision at this stage is final, subject to your right to seek External Resolution of your Complaint.

            7. As we are a member of  [The Property Redress Scheme] you, as a service user, have the right to seek External Resolution of your Complaint from that redress scheme if you are not satisfied with the outcome of your Level Two Complaint.

      4. External Resolution:

         1. 1. If you are not satisfied with the resolution of your Complaint at Level Two you may refer your Complaint to The Property Redress Scheme]. Any such referral must be made within 1 months of receipt of our final decision. 

            2. For details of their complaint and conflict resolution Property Redress Scheme

                            Premiere House,

                            1st Floor,

                            Elstree Way,WD6 1JH.

                            By Email

                    info@theprs.co.uk

5. 0. 4. 0. 3. Please note that [The Property Redress Scheme] may decline to deal with Complaints from certain types of customer.

      5.             [Referral to Professional Body:

         0. 3. Mohammed Athar Rashid T/A Property Trader Nts Letting and Sales is a member of the Professional Body. If you are not satisfied with the resolution of your Complaint at Level Two you may (either as an alternative to or in addition to seeking External Resolution) complain in writing to Mohammed Athar Rashid -Manager  at 113 -114 Commercial Road ,Newport City NP20 2GW 

            4. Please note that the Professional Body will only be able to consider Complaints relating to a breach of its rules of conduct.]

6. Confidentiality and Data Protection

   1. 1. All Complaints and information relating thereto are treated with the utmost confidence.  Such information will only be shared with those staff members of Property Trader Nts Letting and Sales who need to know in order to handle your Complaint.

      2. We may ask for your permission to use details of your Complaint (with your personal details removed) for internal training and quality improvement purposes.  If you have given such permission, you may revoke it at any time by contacting  Mohammed Athar Rashid (Manager Owner>, whose details are provided above in Section 4.1.

      3. All personal information that we may collect (including, but not limited to, your name and address) will be collected, used and held in accordance with the provisions of the Data Protection Act 1998 and your rights under that Act.

7. Questions and Further Information

If you have any questions or require further information about any aspect of this Complaints Policy or about our Complaints Procedure, please contact <<Mohammed Athar Rashid Manager/ by post at <113 -114 Commercial Road Newport City NP20 2GW>, by telephone on 01633746100, or by email at info@ntspt.com

8. Policy Responsibility and Review

   1. 1. Overall responsibility for this Complaints Policy within Property Trader Nts Letting and Sales and the implementation thereof lies with Mohammed Athar Rashid  -Manager /This Complaints Policy is regularly reviewed and updated as required.

      2. This Complaints Policy was adopted on 01/02/2018

      3. This Complaints Policy was last reviewed on  02/10/2019

Personal Data Fair Processing Notice

This notice explains what information I/we collect, when I/we collect it and how I/we use this. During the course of our activities, I/we will process personal data (which may be held on paper, electronically, or otherwise) about you and I/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 I/we will handle your information.

Who am I?

#Mohammed Athar Rashid T/A Property Trader Nts Letting And Sales ] at #113-114 Commercial Road , Newport City NP20 2GW , (“I” 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.

I/we am/are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA326361 and I am the data controller of any personal data that you provide to us.

Our Data Protection Officer is # [Mohammed Athar Rashid .

Any questions relating to this notice and our privacy practices should be sent to #[Mohammed Athar Rashid .- 113 114 Commercial Road Newport City NP20 2GW 

How I collect information from you and what information I collect

I/we collect information about you:

• From your application for accommodation

• ].

I/ we collect the following information about you: 

• Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable); 

• Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable); 

• Property address; term, rent, deposit, utility and service responsibilities; 

• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received; 

• Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and

• Any welfare benefits that you may be eligible for, or are currently on. 

Why I/we need this information about you and how it will be used 

I/ we need your information and will use your information:

• to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;

• to enable us to supply you with the services and information which you have requested;

• to help you to manage your tenancy;

• to carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgements against them, or any history of bankruptcy or insolvency; 

• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;

• to contact you in order to send you details of any changes to our suppliers which may affect you; and

• for all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

The information you provide to me/us will be treated by me as confidential /[and will be processed only by any third party, acting on my behalf, within the UK/EEA]

I/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:

• If I/we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;

• 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;

• 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; 

• If you are unable to make payments under your tenancy, 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

• 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, I/we will not otherwise share, sell or distribute any of the information you provide to me/ us without your consent.

Transfers outside the UK and Europe

Your information will only be stored within the UK and EEA]/ [I/we may transfer your information outside the UK and/or EEA]: (

• #[insert situations where personal data is transferred outside UK/EEA]

Where information is transferred outside the UK or EEA, I/we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

• #[Insert basis for transfer and relevant safeguards (e.g. decision by the Commission that the third country has adequate safeguards/ details of appropriate security provisions in place.)]

Security

When you give me/us information I/we take steps to make sure that your personal information is kept secure and safe. 

How long we will keep your information

I/we review my 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 (I may be legally required to hold some types of information), or as set out in any relevant contract I have with you. 

My/our full retention schedule is available at (www.propertytrader1.com)].

Your Rights

You have the right at any time to:

• ask for a copy of the information about you held by me/ us in my records;

• require me/ us to correct any inaccuracies in your information; 

• make a request to me/ us to delete what personal data of yours I/ we hold; and

• object to receiving any marketing communications from me/ us. 

If you would like to exercise any of your rights above please contact me/us at info@ntspt.com]

Should you wish to complain about the use of your information, I/ we would ask that you contact me/ 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 my/ 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

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 me - please help me/us keep my/our records updated by informing me/ us of any changes to your email address and other contact details.