Privacy Policy

OUR PRIVACY COMMITMENT TO YOU

 

We know there’s lots of information here, but we really want you to be aware of your rights and how key 4 lets will use your information.

This Privacy Policy explains how we will use personal information that you provide to us or we collect from you. It also explains the ways in which we will protect your personal information and sets out your rights in respect of our processing of your personal information.

We hope you find this Privacy Policy helpful, but if you have any further questions please get in touch with us at scopey@key4lets.co.uk

Please note that you are required to be at least 18 years old to use our website and services, and we do not intentionally collect personal information from anyone under 18. No one under 18 should attempt to submit any personal information to us.

NAVIGATING THIS PAGE:

1. Who are we and what services do we offer 2. How we use your personal information
3. Sharing your information
4. Your information and direct marketing

5. Third party links and other services
6. How we keep and store your personal information 7. How we protect your personal information
8. What are your rights over your personal information 9. How we use cookies
10. Any questions you may have

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1. WHO WE ARE AND WHAT WE DO

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“Key 4 Lets” is a Property Management Company offering residential lettings management, our address is 11 Defender Court, Hylton Riverside Enterprise Park, Sunderland, Tyne & Wear, SR5 3PE

2. HOW WE USE YOUR PERSONAL INFORMATION

PRIVACY PROMISE

  1. We promise to keep your information safe.
  2. We promise not to sell it
  3. We give you ways to manage and review your marketing choices at any time
  4. We keep a record of when and how we get consents and what you were told at the time.

HOW THE LAW PROTECTS YOU
The law says we must have one or more of these reasons to collect your data

  1. To fulfil a contract with you
  2. When it is our legal duty
  3. When it is in our legitimate interest ( which we must define)
  4. When you consent.

Transparency means you have the right to be informed about how we will use your data.GROUPS OF PERSONAL INFORMATION
FINANCIAL –Your financial position, status and history
CONTACT – Where you live and how to contact you
SOCIO-DEMOGRAPHIC – Details about your work, nationality, education (especially students) TRANSACTIONAL –Details of payments you make to us
CONTRACTUAL – Details about the products or services we provide to you
COMMUNICATIONS- What we learn about you from letters, emails and conversations between us. OPEN DATA AND PUBLIC RECORDS – E.g Electoral Information, Internet, Newspapers DOCUMENTARY DATA – E.g copies of ID.
CONSENTS – How you agree we can contact you
NATIONAL IDENTIFIERS – E.g. National Insurance Number

We collect Data from Third Parties such as social networks, fraud prevention agencies, public information services.

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What information will you collect from me?

When you use our website or other services, we may collect and use your information in several different ways. The main reasons are:

Because you have consented – in certain situations, we collect and process your personal information with your consent;

To perform our contract with you;
To comply with our legal obligations; and

For our legitimate business interests, namely to analyse the use of our websites and services to continually improve your customer experience and our business.

Please note that if you choose not to share your personal information with us, or refuse certain contact permissions, we may not be able to provide you with some services that you have asked for.

How and when we collect your personal information

Generally, we collect your information when you decide to interact with us. This could include online, over the phone, in person when you sign up to receive emails from us. We also look at how customers use our website, so that we can offer the best possible experience.

We collect information in several ways, which are listed below:
When you register or use our website;
When you request a service on our website, at our office, or by phone; When you contact us by any means with queries, complaints etc;

When you engage with us on social media;
When you enter any event, prize draws or competitions run by us;

When completing any surveys that we send to you for research purposes (although you are under no obligation to complete these);

When you fill in any forms. For example, an application form.

When you visit our website. We may use cookies to help make the experience of using our website better and to personalise the service you receive from us – this means we will remember your previous visits and track the pages on our website that you visit.

We may also receive information about you from:

Independent organisations, for example other organisations that we have worked with.

These independent organisations will only do so when there is a lawful basis to do so. You should check their privacy policies when you provide your information to them, to understand fully how they will process and safeguard your data;

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Publicly-available sources (such as Land Registry) when you have given your consent to share information or where the information is made public as a matter of law.

The tables set out below go into more detail about what we do with your personal information, and why we do it.

Information you submit to us

We will collect personal information that you submit to us when you make use of our website or services and/or you contact us.

WE MAY SHARE THIS INFORMATION WITH

  1. HMRC , Regulators and other authorities
  2. Credit Reference Agencies
  3. Fraud Prevention Agencies
  4. Any party linked to you ( e.g. Joint Tenant/Owner)
  5. Contractors needing to enter your property
  6. Companies you ask us to share data with ( e.g. Homelet)
  7. If you use direct debits we will share your data with the Direct Debit scheme.
  8. Future landlords and letting agents who contact us for a reference at the end of yourtenancy or contract
  9. If we sell our business we will only do this if they agree to keep your information safe.
  10. Debt Collection/Tracing Agents

How we use your personal information

Why?

Register you as a user of our website or other services

We’ve got to do this to perform our contract with you

To take and fulfil your request or administer other services, any of our prize draws or competitions which you enter, based on your consent given at the time of entering

We’ve got to do this to perform our contract with you – if we don’t collect your personal details.

To contact you about any cancellations, amendments or additional information in respect of your request, or any other services that we provide to you.

We’ve got to do this to perform our contract with you.

We may send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy.

Policy and legally required information relating to your service. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.

To respond to your queries, refund requests and complaints.

To deliver you with the best possible customer service – handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout.

We do this based on our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.

Sending you information by email, SMS, or post, about our products and services.

To keep you up to date. We only send this with your permission, and of course, you are free to opt- out of hearing from us via these channels at any point.

We may send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Policy and legally required information relating to your service with us. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.

Fraud prevention and detection
To prevent and detect fraud against either you or us

If we discover any criminal activity or alleged criminal activity through our fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim is to protect the individuals we interact with from criminal activities

To deliver relevant marketing and advertising that matches your interests and preferences

We have a legitimate interest to do so as this helps make our products or services more relevant to you

Device data

The type of device or platform that you use to access our website, such as a computer or mobile device.

How we use your device data Why?

To administer our websites and for our own troubleshooting, analysis, testing, research and statistical purposes

To allow us to create the best possible experience for you whilst using our website

To improve and optimise our websites and the way content is presented
To allow us to create the best possible experience for you whilst using our website Protect our website
To prevent and detect fraud against either you or us

If we discover any criminal activity or alleged criminal activity through our fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim is to protect the individuals we interact with from criminal activities

To allow you to use interactive features of our website

To allow us to create the best possible experience for you whilst using our website

Location data

Your use of our websites and services may generate geographical data, e.g. the location or time zone of a device, or an IP address which we may collect.

Information about your unique visit to our website, such as URLs, your internet service providers, the number and timing of clicks to and from our website, which events you view, page response times, download errors, length of visit to our website pages, page interaction data (e.g. scrolling, clicks and mouse-overs), email engagement rates and activities and methods to browse away from the page.

Certain third parties may provide us with personal information about you. In each case, it is the third party’s responsibility to ensure that is has obtained your consent to share your personal information with us. Where possible, we will ask a third party to confirm that it has the right to pass this information to us.

Third-party services

You may give us permission to access your personal information in other third-party services, e.g. you may link your account to Facebook or Instagram, which allows us to access content on these platforms.

How we use third party services data
Why?
To improve and optimise our websites and the way content is presented
To allow us to create the best possible experience for you whilst using our website To understand more about you

To allow us to create the best possible customer experience and offer our customers relevant products

Other companies

We work closely with other companies such as legal representative, Service providers, Repair companies such as Gas engineers, Electrical companies and many more to deliver services to you and may receive personal information about you from them where you have consented to your personal information being shared with us.

How we use other companies Why?

To administer our websites and for our own troubleshooting, analysis, testing, research and statistical purposes

To allow us to create the best possible experience for you whilst using our website To improve and optimise our websites and the way content is presented
To allow us to create the best possible experience for you whilst using our website Collation of personal Information

We may collate different categories of information that we collect about you. Where this is the case, and where such collated data amounts to personal information, we will process this data in accordance with this Privacy Policy.

3. SHARING YOUR INFORMATION

We will never sell, exchange or otherwise distribute your personal information to third parties without your consent except to the extent required by applicable laws and regulations, or as set out in this Privacy Policy.

However, we share your data with the following categories of companies as an essential part of being able to provide our services to you:

Our business partners, suppliers, agents and sub-contractors where necessary to fulfil data processing activities for the purposes listed in this policy on our behalf, for example third parties who provide services to us (e.g. Repair companies, Local Council Tax offices) or on our behalf (Utility companies); or Land Registry

Analytics and search engine providers that assist us in the improvement of our websites and the services we provide.

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Credit Reference Agencies

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We will share information with CRA’s and they will give us information about you. The data exchange can include

1. 2. 3. 4.

We will

1. 2. 3. 4.

Name , address date of birth Application form details Financial situation and history Public Information

use this information to

Assess if you can afford the property
Make sure what you have told us is the truth Help detect and prevent fraud
Track and recover debts

On a joint tenancy, CRA’s may link your data to other joint tenants. You can ask CRA’s to break thelink but you normally have to prove you no longer have a financial link with them.

IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY.

Exceptional circumstances
We may also disclose your personal information to third parties if:

We undergo a change of control or any of our business or assets are sold or transferred (in which case we may disclose your personal information to the buyer to enable them to continue providing services to you);

We are under a duty to disclose or share your information to comply with any legal obligation (for example, a court order); or

We need to protect our rights, property, the safety of our website users/customers or to help prevent fraud or crime. This may include exchanging personal information with other companies and organisations for the purposes of fraud protection or with governmental and law enforcement authorities.

4. YOUR INFORMATION AND DIRECT MARKETING

Where you have consented, we will use your personal information to contact you via email, SMS, telephone or post (depending on your preferences) with relevant information about Key 4 Lets Properties, our websites, our services, offers and events. Where you have asked to receive information about our company, our corporate partners or sponsors, your personal information will be used by us to send this information to you.

How to stop marketing messages from Key 4 Lets
You can stop receiving marketing messages from us at any time. You can do this:
By contacting us at scopey@key4lets.co.uk or in writing to 11 Defender Court, Hylton Riverside Enterprise Park, Sunderland, Tyne & Wear, SR5 3PE

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Once you do this, we will update your profile to ensure that you don’t receive any further marketing messages. However, please note that it might take a few days for our systems to be updated, so you might continue to receive messages from us whilst we process your request.

Stopping marketing messages from us will not end communications such as updates in relation to your order of tickets or useful information about your visit to one of our events.

5. THIRD PARTY LINKS

Our websites and communications with you may provide links to the websites of third parties. Please remember that when you use a link to go from one of our websites to another website, or you request a service from a third party, this Privacy Policy no longer applies.

Your browsing and interaction on any other website, or your dealings with any other third-party service provider, are subject to that website’s or third-party service provider’s own rules and policies.

We do not monitor, control, or endorse the privacy practices of any third parties.

We encourage you to become familiar with the privacy practices of every website that you visit or third-party service provider that you deal with, and to contact them if you have any questions about their respective privacy policies and practices.

This privacy policy applies solely to personal information collected by us through our websites and does not apply to these third-party websites and third-party service providers.

6. KEEPING AND STORING YOUR INFORMATION

HOW LONG WE KEEP INFORMATION

  1. We will keep it as long as you are a client
  2. After you stop being a client we may keep data for up to 10 years for one or more of the following reasons :-

To respond to questions or complaints or
To show why we have treated you fairly or
For historical research and statistical purposes. In the case of legal action of any kind

You can access personal information by writing to us at 11 Defender Court, Hylton Riverside Enterprise Park, Sunderland, Tyne & Wear, SR5 3PE. You can also ask us to correct any information you believe to be incorrect. We do not have to provide information where the request is disproportionate or has already been given previously .

Where we store your personal information. All personal information that you provide is stored on our secure servers or those of our suppliers which may be situated outside of the European Economic Area (“EEA”). Your information may also be processed by staff operating outside the EEAwho work for us or for one of our suppliers for the purposes set out in this Privacy Policy. Where we transfer personal information outside of the EEA we will ensure that adequate contractual safeguards are in place (e.g. the European Commission’s standard data protection clauses or “model clauses”), to ensure the security of your personal information is maintained when it is processed by the third party.

7. HOW WE PROTECT YOUR PERSONAL INFORMATION

We are committed to keeping your personal information secure. We take appropriate technical and organisational measures to ensure the security of all personal information we hold (and endeavour to only work with third parties who provide equivalent protections) in accordance with industry best practices (for example, if you provide us with your bank account details, the information is encrypted to ensure its security). However, please note that there are inherent security implications of disclosing personal information online for which we cannot be held responsible.

Account details. You are responsible for keeping the log in details and password in respect of any account you hold with us confidential always.

8. WHAT ARE YOUR RIGHTS OVER YOUR PERSONAL INFORMATION

WHAT IF YOU ASK US TO STOP USING YOUR PERSONAL INFORMATION?

This is also known as “The right to be forgotten”. There may be legal or other reasons why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights.

YOU CAN WITHDRAW CONSENT BY WRITING TO US AT 11 Defender Court, Hylton Riverside Enterprise Park, Sunderland, Tyne & Wear, SR5 3PE

YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT 27 Morningside, Washington, NE38 9JH

YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE AT WWW.ICO.ORG.UK FIND OUT ON THEIR WEBSITE HOW TO REPORT A CONCERN.

ADDITIONALLY

VITAL INTERESTS – We can pass on details in an emergency e.g. medical care if you are physically or legally incapable of giving consent.

To ensure that you continue to be aware of how we use your personal information, we will update this privacy policy from time to time to reflect any changes to our use of your personal information.

We may also make changes as required to comply with changes in applicable law or regulatory requirements.

If we make significant changes this Privacy Policy, we will make that clear the next time you access our website or notify you by some other means of contact such as email, so that you are able to review the changes before you continue to use our website and/or services. However, we encourage

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you to review this privacy notice periodically to be informed of how Key 4 lets uses your personal information.

9. HOW WE USE COOKIES ON OUR WEBSITES

We use cookies on our website. For more information on cookies, please see our Cookie Policy to find out more about the cookies we use and how to manage and delete cookies.

10. ANY QUESTIONS?

We hope this Privacy Policy is helpful in setting out the way we use your personal information, and your rights in respect of our processing of your personal information.

If you have any questions about this Privacy Policy, or you want to exercise your rights, please get in touch with us by: email to scopey@key4lets.co.uk or in writing to11 Defender Court, Hylton Riverside Enterprise Park, Sunderland, Tyne & Wear, SR5 3PE