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.  The information we collect is used for your application to rent accommodation through us and is given to us for that purpose only. 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 previous address (if required)
• Your email address
• Your contact telephone numbers 
• Your date of birth
• National Insurance Number
• Passport details
• Permit and Visa details
• Driving Licence details
• Bank account details
• Your employers’ details
• Guarantors details (if required)  

If you are a student:-

• Your parents or guardian’s home address
• Your course details
• The University or College you are attending

Your Guarantors details which will also include a contact number, email address and bank details (if required for the return of the deposit)

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 enable a New Tenancy.

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 or the Landlord’s behalf 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 or the Landlord’s

We will share your Personal Data with the reference company Rent4Sure who will carry out the necessary checks using your data so as you can proceed with your new Tenancy.  We will forward to them your contact telephone number and email address. From then on you will be dealing with them direct and filling in an application online.  Rent4Sure have their own GDPR Policy and will have to adhere to the General Data Protection Regulation (EU) 2016/679

We will share your Personal Data with your Landlord particularly if the Landlord will be managing the property themselves.

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 and the end of the Tenancy.  If after the tenancy has finished and any of the Utility Companies are trying to recover any outstanding bills then we are duty bound to pass on your Personal Data.

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

We will share your Personal Data with an appointed solicitor on behalf of your Landlord to serve a Notice to Vacate.  If there are rent arrears then a Solicitor will be used to issue court proceedings. If the Landlord wishes to use a Debt Collection Agency to assist in the recovery of any rent arrears then your information will be passed onto them.

If contractors are required to carry out repairs or specialist tests at the property such as a Gas Safety Certificate then we will arrange a convenient time direct with yourself and the contractor.  We will only pass on your contact number to the contractor if you make that request.

If the property has an Inventory drawn up by an independent Inventory Clerk we may at the end of the Tenancy need to pass on the tenant's contact details to arrange for a checkout time.

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 the computer 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.

Our paper version of your Personal Data will be kept for the duration of the Tenancy.  When the Tenancy ends your passport and reference details will be destroyed. Information regarding your forwarding address, contact number and email address will be kept for a period of one year so as to enable Utility Companies to recover any possible outstanding arrears.  After one year all remaining paper information will be destroyed.

Destroying Of Paper Personal Data/Information

Any Personal Data Information on paper that is to be destroyed is 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 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