This is the data protection policy for Rentolease Property Management ltd. The data protection officer is David Toner and all breaches of data protection should be submitted to him in the required form.
Data processing is required to process and advertise properties for sale or rent and managed communal ground and areas. We process the following data:
| Prospective tenants | Financial information, employment information, personal information including address, phone number, if owners of a pet, if prospective tenants smokes and email address. Information on marital status and children. Identity information, Resident information |
| Landlords | Financial information including bank details, identity information, ownership of property information. |
| Buyers | Personal information including phone number, email address |
| Sellers | Personal information including phone numbers, email address, financial information including bank details, identity information, Resident information |
| Owners | Personal information including phone numbers, home address, email address, financial information including bank details. |
Data will also be shared under our agreement with landlords, tenants, buyers, sellers, owners, local authorities, utility suppliers and approved contractors
No Data is transferred to another country and any communication to any resident abroad will not include financial or personal information
Data is kept for a minimum period of five years for landlord records and seven years for financial information. Tenant information is only kept is a tenancy is granted and will be destroyed one year after the tenancy ends unless we are required to keep this for legal or statutory reasons
Rentolease Property Management will ensure that all data in electronic form will be protected by the software provided to ensure the data is protected. Any paper data will be kept in our office and secured with access only by authorised staff of Rentolease Property Management ltd.
Location of Data
Data is located in each office relating to the property managed in paper form and on our web based system in digital form. All financial data in paper form will be stored in a locked cupboard
Privacy Policy – Third Party Applications
To help us deliver our service we require to share information and data with various third-party applications. We list those applications here. A third-party provider may require access to perform services on our behalf.
BulkSMS
We use BulkSMS to send individual text messages to customers. BulkSMS will store the name and mobile telephone number of the recipient. Any BulkSMS account held by Customers is kept secure https://www.bulksms.com/company/data-protection-and-privacy-policy.htm
Smesoftware
We use SME software for processing and holding all information for our properties, tenants, landlords and owners details. Access to this information is given to the IT support for It issues only.
https://www.smeprofessional.co.uk/privacy-statement/
Google Inc.
We use Google Analytics to help us understand the way people use SME Professional so that we can continue to make it better. To provide this Google collects anonymised statistical data about the use of our website, software and applications.Google complies with the EU-U.S. Privacy Shield Frameworks.
Read Google Analytics’ Privacy Policy
Mailchimp software (The Rocket Science Group LLC d/b/a MailChimp )
We use Mailchimp for sending newsletter and promotional emails. To do this Mailchimp stores user names, email addresses and analytical data. We use that data to ensure we only send emails relevant to the individual.The Rocket Science Group complies with the EU-U.S. Privacy Shield Frameworks.
https://mailchimp.com/legal/privacy/
Microsoft
We use Office365 to provide email accounts for our business. It is likely that emails stored within Office365 will contain customer information – for example, a request received to one member of the team to request a customer call back from another. The Office365 platform also includes calendars, person contact lists, task lists and notes, all of which may contain customer information. Desktop, Laptop, Tablet and Mobile devices will continue to retain local ‘cached’ copies of some elements of this data.Microsoft complies with the EU-U.S. Privacy Shield Frameworks.
https://privacy.microsoft.com/en-us/privacystatement
Innovec IT Support
We use Innovec for IT support and they have access remotely to our system and client information.
https://www.innovec.co.uk/about-us/privacy-policy/
Homelet
We use homelet to process all tenant applications that the tenant provides direct to them with bank account details, salary and personal details. This information is held for the duration of the tenancy plus one year and will be destroyed if any application is cancelled before a tenancy.
https://homelet.co.uk/policy-holder-privacy-notice-update
You are advised that this will be updated on a regular basis so please keep checking for any changes to our privacy statement.
Reviewed 20042023
