Our Privacy Policy explains and sets out how we use and store your Personal Data.During the course of running our business as an Estate Agent we will collect and process your personal data which may be held on paper or electronically.  It is our duty to comply with the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018.

This Privacy Policy is to make you aware of how we will manage your personal information.

Who Are We

We are Latimer Estate Agents Limited trading as Latimer at our office 52 Surbiton Road, Kingston-Upon-Thames, Surrey KT1 2HT.  Companies House Registration/Company Number 5728337. We have been the Data Controller under the Data Protection Act 1998 and the Data Processor under the Data Protection Act 1988.  From the 25th May 2018 we will be both the Data Controller and the Data Processor under the General Data Protection Regulation (EU) 2016/679.

Any questions relating to this Notice and our Privacy Policy practices should be taken up with Carla Lester at the above address.

Information We Collect From You

We collect personal data/information from you by different ways.  We usually collect information by means of a telephone conversation or an email or by a signed Letting Agreement.  The information we collect is used for the purpose of letting your property and for full management purposes whichever the case may be.  Under the new regulations this is known as “Legitimate Interest”

Examples of Personal Data we collect from you is:-

• Your full name and title
• Your present address
• Your email address
• Your contact telephone numbers
• Bank account details
• Tax Exemption Certificate (if required)
• Utility details (if a new let)
• If you own a flat we will require the name and address and contact details of the Managing Agent and the Freeholder
• Insurance details of the property to be let

How And Why We Use Your Personal Data

We will use the personal Data Information you have given us for our legitimate interest which is for the purposes of carrying out our Estate Agency duties to let and manage your property.

Sharing your Information

We do not sell your Personal Data to any marketing companies.

The information you provide us with will be treated by us as confidential and will only be passed on to a third party acting on our behalf for the Landlord within the UK /EEA.  Where possible we will ask your permission before passing on your Personal Data to a third party.

Third Parties Acting on our behalf for the Landlord

We will share your Personal Data with the Utility Companies such as Gas, Electricity, Water Rates and Council Tax at the beginning of the Tenancy (if required) and at the end of the Tenancy.

We will share your Personal Data with The Tenancy Deposit Scheme known as the TDS.  This is the company who we register the tenant’s deposit with and therefore they will require your name, address, contact telephone number and email address.  The start and finish dates of the Tenancy and how much rent and deposit has been paid.

If we have to appoint a Solicitor on your behalf to serve any Notices, or issue Court proceedings or a Debt Recovery Agency to assist in the recovery of rent arrears we will pass on your Personal Data and any other useful information.

If you are a Landlord managing the property yourself  but require us to organise contractors or any specialist tests at the property such as a Gas Safety Certificate or electrical tests then we may have to pass on your contact details to the contractor for access.

If the property has an Inventory drawn up by an independent Inventory Clerk we may need to pass on your contact details to arrange for access.

All third parties will not be allowed to pass on your Personal Data to anyone else and they will also have to adhere to the General Data Protection Regulation (EU) 2016/679.  All Personal Data and information they have on you is only used in relation to the Tenancy.

How And Where Do We Store Your Personal Data

Your Personal Data will be entered on our Property Management software programme (CFP) which is safely stored on our computers kept in our secure office.  Our computers are maintained by our Service Provider Qubic Group plc who are located in St. Albans, Hertfordshire. They provide our IT infrastructure, services and support which will involve storing all Personal Data securely in accordance with their own GDPR policies.  As a consequence Qubic becomes our Data Processor as defined by the legislation and their processing activities are governed by a written consent with us. All information is treated securely.

Personal Data that is stored on our computers will be kept for as long as the Tenancy exists. After the Tenancy has finished Personal Data on the computer will be deleted after one year.  However, if you are a long standing Landlord and still have properties rented through us then your Data will be kept as long as is necessary.

Our paper version of your Personal Data will be kept for the duration of the Tenancy.  Once the Tenancy has ended we will keep your Personal Data for a year. This will include contact numbers, email address and your home address so as to enable any Utility Companies to recover any possible outstanding arrears.  After the first year we will anonymise your Personal Data information but we will keep all monetary statements for a total of seven years as per the rulings of the Inland Revenue. After six years all paper information will be destroyed.

Destroying Of Paper Personal Data/Information

Any paper versions of Personal Data Information that is to be destroyed will be retained in a locked cupboard and then collected by a certified company.   The licensed company we use is known as Data Solutions 2016 Ltd trading as Restore Datashred.

Your Rights

You have the right at any time under the GDPR legislation to request the following:-

• You have the right to ask for a copy of the information about you that we hold on our records.
• You have the right to ask us to correct any incorrect information.
• You have the right to ask us to delete any information we hold about you where the information is no longer required.
• You have the right to object to receiving any marketing communications from us.

Any questions or comments regarding our Privacy Policy should be directed to Carla Lester addressed to Latimer, 52 Surbiton Road, Kingston-Upon-Thames, Surrey KT1 2HT

Or by email to info@latimerandco.co.uk