This notice sets out how we hold and process information we hold about you. We process personal information about our tenants and possible new tenants so we can draw up a contract or comply with our obligations as part of that contract to provide residential accommodation to them.

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This includes:

• Dealing with lettings;

• Dealing with applications for tenancies;

• Checking suitability for tenancies (including credit, immigration and similar checks);

• Managing property;

• Collecting rent;

• Maintaining our accounts and records; 

• Dealing with tenancy deposits.    

Relevant information may include personal details, employment and education details and financial details. By law, we have to carry out immigration checks on new tenants and residents. We have to keep copies of the documents we inspect as part of these checks. We may keep these copies on computer.

Sharing information with others

We may need to share personal information we process with others. If we have to do this, we will keep to data-protection legislation. Information will be shared between us and our Lettings Manager, Rebecca Brennan, who uses the data on our behalf for the purposes set out in this notice.

In addition, depending on the circumstances, we may share information with:

• Other landlords;

• Guarantors;

• Employers;

• Educational institutions, universities and colleges;

• Suppliers (including gas, electricity and water companies) and service providers;

• Organisations (including banks);

• Credit- and tenant-reference agencies;

• Tenancy deposit schemes;

• Debt-collection and tracing agencies;

• Public and government bodies (including those who deal with benefits and council tax);

• Contractors and repairers;

• Letting and managing agents; and any future owner of the property.

This does not mean that we necessarily share information with all of the above but we may do so if we need to.