Privacy Policy

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Who are we?

Ettava Properties Limited at 27 Orgreave Rise, Woodhouse Mill, Sheffield, S13 9XZ, ( “we” or “us”) take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZB443981 and we are the data controller of any personal data that you provide to us.

Any questions relating to this notice and our privacy practices should be sent to [email protected]

How we collect information from you and what information I collect

We collect information about you:
- From your application for accommodation
- From our correspondence.

We collect the following information about you:
- Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, name of university or college where you are studying (if applicable);
- Tenant name, email address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);
- Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
- Property address; term, rent, deposit, utility and service responsibilities;
- The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
- Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
- Any welfare benefits that you may be eligible for, or are currently on.

- Passport and/or Driving License details.

Why we need this information about you and how it will be used

We need your information and will use your information:
- to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;·
to enable us to supply you with the services and information which you have requested;
- to help you to manage your tenancy;
- to carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
- to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
- to contact you in order to send you details of any changes to our suppliers which may affect you; and
- for all other purposes consistent with the proper performance of our operations and business including, but not limited to, Right to Rent and Sanctions checks.

Sharing of Your Information

The information you provide to us will be treated by me as confidential and will be processed only by any
third party, acting on my behalf, within the UK/EEA.

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
- If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;

- To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks (including Right to Rent and Sanctions List) and the obtaining of references from relevant parties, whose data you have provided;

- If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency
- If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and

- In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

- Individuals and/or companies who will carry out activities mentioned in the tenancy agreement such as, but not limited to, repairs, inspections and inventories.

- In the creation, managing, renewal or termination of the tenancy, your information will be disclosed to Landlord management software. At the moment this is Landlord Vision (see below) but we reserve the right to change this to another suitable provider in the future.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Transfers outside the UK and Europe

Your information will only be stored within the UK and EEA.

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe.

Information will be stored in a GDPR compliant manner. Currently information is stored on cloud-based software Landlord Vision, Dropbox, Google Drive, Apple iCloud, Xero and Xama but we reserve the right to change this to another appropriate provider. Information on their security measures and privacy policies can be found below:

https://help.dropbox.com/security/general-data-protection-regulation

https://www.dropbox.com/privacy

https://www.nrla.org.uk/about-us/data-protection-cyber-security

https://www.nrla.org.uk/about-us/privacy-notice-member

https://www.landlordvision.co.uk/faq.html

https://www.landlordvision.co.uk/privacy-notice.html

https://policies.google.com/privacy

https://cloud.google.com/privacy/gdpr

https://cloud.google.com/privacy?hl=en

https://www.apple.com/legal/privacy/en-ww/

https://www.apple.com/legal/privacy/en-ww/governance/

https://www.xero.com/uk/legal/privacy/

https://www.xero.com/uk/data/xero-and-gdpr/

https://xamatech.com/privacy-policy/

How long we will keep your information

We review my data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

Your Rights

You have the right at any time to:
- ask for a copy of the information about you held by us in our records;
- require us to correct any inaccuracies in your information;
- make a request to us to delete what personal data of yours we hold; and
- object to receiving any marketing communications from me us.

If you would like to exercise any of your rights above please contact us at [email protected]

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:

England

Information Commissioner's Office,

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF

Telephone: 0303 123 1113

Email: [email protected]

Scotland

The Information Commissioner’s Office Scotland,

Queen Elizabeth House,

Sibbald Walk,

Edinburgh,

EH8 8FT

Telephone: 0303 123 1115

Email: [email protected]


Wales

Information Commissioner's Office,

2nd floor,

Churchill House,

Churchill way,

Cardiff,

CF10 2HH

Telephone: 0330 414 6421

Email: [email protected]

Northern Ireland

The Information Commissioner’s Office – Northern Ireland,

10th Floor,

Causeway Tower,

9 James Street,

SouthBelfast,

BT2 8DN

Telephone: 0303 123 1114

Email:[email protected]

The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.