Privacy Notice - Tenants
To allow us to effectively manage the landlord’s property and the legitimate interests of you, us, and the Landlord of your property, we will need to take and hold certain information about you and your situation. This Privacy Notice outlines what we hold, why we hold it, and what we do with it.
What information will PL Properties hold?
On application, we will ask you to fill out an Application Form. This will be held on file for the duration of your tenancy, and for a reasonable time afterwards. It contains:
Your full name
The address of the property you are applying for
The full names of other people who will be sharing your household (including children)
Your marital status
Employment details, including job title, income, and work address
Your current and previous addresses, and ownership status of these properties
Your current or most landlord (where applicable)
Your sources of income
National insurance number
Next of Kin name, address, and telephone number
Throughout your tenancy you may also choose to supply us with other information. It is difficult for us to outline these specifically, as they could vary from case to case, but we will need to hold Identification to prove your right to rent in the UK, as well as proof of address.
What do we do with it?
The application form itself will be held in a file for your property, alongside relevant paperwork such as Tenancy Agreements, and any email correspondence relating to the property with you, your Landlord, or any third parties. This file is kept in a locked cabinet overnight. Our office is kept locked while empty, and is on a secure complex called “The Millfields”, with 24 hour manned security.
Some of the information on the form will be digitised and added to our database. This database forms part of our property management software, which our staff use to maximise efficiency. This database is protected by between one and two passwords, and is encrypted at least once. It is backed up offsite, but is password protected and encrypted again at this point. The sensitive information that is digitised includes:
Your contact telephone numbers and email address
The property you are moving into
We do not pass your information to third parties for marketing, but there may be times when a third party will require your information in order for us to continue protecting your interests. The specific times this may become relevant are too varied to list, however some examples are below
Your name and telephone number are passed onto a third-party contractor to allow them to contact you to arrange access to the property to carry out works or a safety check
Your name and correspondence address are passed onto a utility company to allow the settlement of final bills.
Your name, address, and apparent UK residency status are passed on to the home office at their request or in line with Right to Rent legislation.
How long will we hold it?
All information will be held for the duration of your Tenancy, and for a reasonable time afterwards. What constitutes a reasonable time will vary from case to case, but it will never exceed the amount of time necessary for us to continue maintaining the legitimate interests of you, the Landlord, and us. We will need to keep information where required to keep us legally compliant (including keeping Gas Safety Certificates and old Tenancy Agreements), and where we still hold or have dealings with a deposit. Once this period expires we will be unable to hold any information, so if there is anything in the future that you think you may need (for example a Tenancy Agreement may be requested by a utility company in the future) you should make sure you request this at the end of your Tenancy.
Why do we need it?
All data we collect and hold is done so to allow us to effectively manage your property, and to keep us compliant with various pieces of legislation.
You have the right to access your data, rectify errors, and request erasure of information where the data is no longer necessary, or you withdraw consent due to unlawful processing. Erasure may not always be possible, as legislation requires us to maintain some records of the things that we do and the people that we deal with. You should be aware that without this information we may be unable to continue management of your property.