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  2. Privacy

Privacy

PRIVACY POLICY

INTRODUCTION

At Henrys Simms we take your privacy very seriously and ask that you read this Privacy Policy carefully as it contains important information on how & why we collect, store, use and share your personal information.

WHO ARE WE?

We are one company – Henrys Simms Letting Agents Limited based at 60 High Street, Loscoe, Heanor, Derbyshire, DE75 7LF

We are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom), for which purpose we are known as the Data Controller.

Henrys Simms Lettings Agents Ltd – A company registered in England with company number 09209454.

THE TYPE OF INFORMATION DO WE COLLECT

Clients – Landlords

Information we collect from yourself:

  • Full Name
  • Contact details (address, telephone number(s), email address)
  • Property address
  • If leasehold, details of lease
  • Mortgage information / Ownership Information
  • Copy of ID documents (driving licence/passport and copy utility bill)
  • Details of any other properties if required
  • Bank details

Tenants

Information we collect from you:

  • Name
  • Contact details (current and previous address history, telephone number(s), email address)
  • Details of your current/ previous landlord/letting agent
  • Details of your current employer employment
  • Bank Details
  • Credit History
  • Copy of ID documents (driving licence/passport and copy utility bill)
  • Personal information (marital status, date of birth, nationality, credit score working status, next of kin)
  • Right to rent documentation

HOW WE USE YOUR PERSONAL INFORMATION

We will typically collect and use this information for the following purposes:

For purpose which are required by law.

Clients – Landlords

  • To fulfil our obligations arising from any contracts entered into between you and us
  • To notify you about changes in our service
  • For the purposes of the legitimate interests of our business of those of a third party, but only if these are not overridden by your interests, rights or freedoms.

Tenants

  • Service delivery, sending you details of rental properties that you have requested information on, arranging viewings. You can withdraw consent at any time
  • To carry out referencing checks for you to secure a property to let via third parties, these being Legal for Landlords and your current landlord/letting agent.
  • To ensure utilities are notified via third parties, these being Tenant Shop and your current landlord/letting agent.
  • To carry out our obligations arising from our contract with the landlord, this being property inspections and arranging any repairs and maintenance to be addressed.
  • To supply you contact information inline with contractor issues raised during tenancy.
  • To notify you of any changes to service

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We routinely share the following categories of personal data:

Clients (Other)

Name, address, telephone number, date of birth, mortgage information may be shared with (where appropriate):

  • Other professional bodies (energy performance assessor, workmen, anti-money laundering referencing companies, utility suppliers, deposit protection scheme)
  • Service providers such as gas engineers, epc assessors as per your instruction
  • Any named third party as instructed by you
  • Solicitors relating to your property
  • Insurance companies as per your instruction.
  • Statutory authorities
  • Our professional advisers (accountant)
  • Professional bodies (PropertyMark, Ombudsman)
  • Third parties such as requirements to the right to rent checks, HMRC.
  • Website, software specialist, Accountants software
  • Debt collection agencies

Tenants

Name, address, telephone number may be shared with (where appropriate):

  • Legal for Landlords for referencing checks
  • Other letting agents for obtaining or giving a reference
  • Professional bodies (energy performance assessor, plumbers, electricians and other workmen, utility companies, deposit protection scheme)

We will share personal information with law enforcement or other authorities if required by law.

WHERE YOUR PERSONAL INFORMATION MAY BE HELD

Information may be held at our office on our Software – Twenty Tech as well as third party service providers and representatives as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold, including those measures detailed in our GDPR data protection policy.

HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT

Your information will be kept for six years after the date of our last correspondence.

REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION

The lawful basis on which we collect and use your personal data is CONTRACT.

TRANSFER OF YOUR INFORMATION OUTSIDE OF THE EEA

We are not aware of any transfer of information outside of the EEA.

YOUR RIGHTS

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

  • Fair processing of information and transparency over how we use your personal information.
  • Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address.
  • Require use to correct any mistakes in your information which we hold.
  • Require the erasure of personal information concerning you in certain situations.
  • Received the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations.
  • Object to any time to processing of personal information concerning you for direct marketing.
  • Object to decisions being taken by automated means which produce legal effects concerning you or similarly affect you.
  • Object in certain other situations to your continued processing of your personal information.
  • Otherwise restrict our processing of your personal information in certain circumstances.
  • Claim compensation for damages cause by our breach of any data protection laws.

WITHDRAWIING CONSENT

You have the right to opt out of marketing at any time. Please contact us using the contact information below.

For further information on each of those rights, including the circumstance in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise ant of those rights, please:

Email lettings@henrys-simms.co.uk Or telephone 01773 443327

Or write to Sarah Simms 60 High Street, Loscoe, Heanor, Derbyshire, DE75 7FL

  • Let us have enough information to identify you (eg full name, address and property address)
  • Let us have proof of your identity and address – current clients may not be required
  • Let us know the information to which your request relates

 

OTHER WEBSITE, VIA OURS

You will see our website links to other sites, please note we are only liable and responsible for the privacy policy within our site. Any company you access to from ours will have their own privacy policy that you will need to review.

KEEPING YOUR PERSONAL INFORMATION SECURE

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or access in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorise manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

HOW TO COMPLAIN

We hope that we can resolve any query you raise about our use of your information.

The General Data Protection Regulation also give you the right to lodge a complain with a supervisory authority, in particulars in the European Union (or European Economic Area) state where you work, normally live, or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted on:

https://ico.org.uk/concerns or telephone 0303 123 1113.

CHANGED TO THIS PRIVACY POLICY

This privacy policy was last updated on 25th September 2024.

We may change this privacy policy from time to time and our website will be updated accordingly.

ADDITIONAL HELP

If you would like an additional copy of this notice or would like a large print version please contact us (details in Section 9)       Henrys Simms Lettings Agents Ltd July 2024