Privacy Policy

This notice explains what information we collect, when we collect it and how we use this through your use of our site. 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 handle your information.

Topics:

• Carlean Lettings
• How we collect information from you and what information we collect
• Why we need this information about you and how it will be used
• Sharing of Your Information
• Transfers outside the UK and Europe
• Lawful basis’s
• Security
• How long we will keep your information
• Policy amendment
• Your rights

Carlean Lettings

Carlean Lettings takes the issue of security and data protection very seriously and strictly adheres 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 ZA047294 and Sue Hainsby of Carlean Lettings is the data controller and is responsible for your personal data that you provide to us.

Our contact details are:

Postal address: 12 Marlings Park Avenue, Chislehurst, Kent, BR7 6QW

Email address: Sue@carlean.co.uk

Any questions relating to this notice and our privacy practices should be sent via e-mail to Sue@carlean.co.uk or via post to 12 Marlings Park Avenue, Chislehurst, Kent, BR7 6QW.

How we collect information from you and what information we collect:

We collect information about you through the following methods:

• Your interaction:

If you complete a contact form from our site, at an event or by communicating with us by post, phone or by other means we may collect contact and identity data such as your name, email address, telephone number.  If you complete a referencing request or complete a tenancy / management agreement we may collect identity, contact and financial data.

• Automated interaction:

As you use our site we may collect technical and usage data about your computer and about your visits to and use of this website (including, but not exclusive to, your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation).  This data is collected by using cookies please see below for information relating to Cookies

A cookie is a file containing an identifier that is sent by a webserver to a web browser and is stored by the browser.  The identifier is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may use both “session” and “persistent” cookies on the website. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We will use the session cookies to: keep track of you whilst you navigate the website; prevent fraud and increase website security. We will use the persistent cookies to: enable our website to recognise you when you visit and keep track of your preferences in relation to your use of our website.

Carlean does not collect sensitive data about you.

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

We need your information and will use your information to:

• To respond to your enquiry.
• To enable us to supply you with the services and information you have requested.
• 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 supplies 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 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 including the following:

• If we enter into a joint venture or merge with a business entity, your information may be disclosed to our new business partners or owners.
• With service providers such as IT and system administrators.
• With professional consultants that provide consultancy, legal, insurance and accounting services.

Unless required to do so by law we will not otherwise share, sell any of the information you provide to us without your consent.

Transfers outside the UK and Europe

Your information will only be stored within the UK and EEA

Lawful basis’s

For the purpose of responding to your enquiries or registering you as a new customer we may need to use identity and contact data and our lawful basis in doing so would be contractual.

For the purpose of administration of our website including but not limited to; data review, system maintenance, trouble shooting and support we may need to use identity, contact and profile data and our lawful basis’s for doing so would be; contractual, legitimate and legal obligation.

For the purpose of notification of changes in policies we may need to use identity and / or contact data and our lawful basis in doing so would be contractual, legal obligation and legitimate interest.

Security

When you give us information we will take technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.  In addition, we limit access to your personal data by employees, consultants and contractors all of whom have a duty of confidentiality.

How long we will keep your information

We review data retention periods regularly and will only hold your personal data for as long as necessary for the relevant activity or as required by law.  To determine the appropriate retention period for personal data the following is considered; – the sensitivity of the personal data, the risk of harm from an unauthorised use of or sharing of personal data, the purposes that we use your personal data for and all legal requirements thereof.

Policy Amendments

We may update this privacy policy from time to time by posting a new version on our website.

Your Rights

You have the right at any time to:

• Ask for a copy of the information about you held by us in our records
• Require us to correct any inaccuracies in your information
• Make a request to us to delete what personal data of yours we hold and
• Object to receiving any marketing communication from us.

If you wish to exercise your rights above, please contact us at sue@carlean.co.uk

You will not have to pay a fee regarding these, but we may charge a reasonable fee if your request is repetitive and or excessive.

Should you wish to complain about the use of your information we would ask that you contact us to resolve the matter in the first instance.  You also have the right to complain to the Information Commissioners Office in relation to our use of your information. The Information Commissioners contact details are noted below:

England

Information Commissioners Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk