Privacy, Cookie & Data handling Policy

Privacy Policy

We will only use information that we collect about you lawfully (in accordance with the Data Protection Act 1998).

We collect information about you for two reasons: firstly, to process your enquiry and second, to provide you with the best possible service.

We will never share personal information with third parties unrelated to us. We will not email you in the future unless you have given us your consent.

We will give you the chance to refuse any marketing email from us. To opt-out please email enquiries@cityletslincoln.co.uk

We do not collect any information about you except that required for processing your enquiry.

The type of information we will collect about you includes:
– Your name
– Address
– Phone number
– Email address
– Enquiry Information

The information we hold will be accurate and up to date. You can check the information that we hold about you by writing to us. If you find any inaccuracies we will rectify the error as soon as possible.

The personal information which we hold will be held securely in accordance with our internal security policy and the law. If you have any questions/comments about privacy, please email enquiries@cityletslincoln.co.uk

To find out more about how we process your personal data, please see our Personal Data Processing information.

Personal Data Processing

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 I/we will handle your information.

Who are we?

Mr. C Farey & Mrs. J Farey T/A City Lets Lincoln we 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 A8281276 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is Janet Farey email: janet@cityletslincoln.co.uk

Any questions relating to this notice and our privacy practices should be sent to: City Lets Lincoln. Willingham House, High Street, Willingham by Stow, Gainsborough, Lincolnshire, DN21 5JY

How and What information we collect from you

We collect information about you:

• From your application for accommodation

• From your use of the NLA Forms downloaded and completed from the NLA website and other trusted

We collect the following information about you:

• Tenant name, e-mail 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, 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.

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, 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 supplies which may affect you; and

• For all other purposes consistent with the proper performance of our operations and business.

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 merged 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 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.

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.

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.

Computer / Laptop hard drives and sensitive files are encrypted to prevent data loss. Data that is backed up off site is located in a Data Centre in London where it is highly encrypted during transit and at rest. Mobile phones where email is received are also encrypted.

Our Cloud Service Providers and partners are certified to the following security ISO standards

– ISO 27002 – ISO 27001 – ISO 27017 – ISO 27018

More information about ISO standards can be found at www.iso.org.

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.

Our full retention schedule is available at our office.

Your Rights

You have the right at any time to:

• Ask for a copy of the information about you held by us in my 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 us.

If you would like to exercise any of your rights above please contact us at enquiries@cityletslincoln.co.uk

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 my/ 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: casework@ico.org.uk

Scotland:

The Information Commissioner’s Office, 45 Melville Street, Edinburgh, EH3 7HL. Telephone: 0131 244 9001 – Email: Scotland@ico.org.uk

Wales:

Information Commissioner’s Office, 2nd floor, Churchill House, Churchill way, Cardiff, CF10 2HH. Telephone: 029 2067 8400 – Email: wales@ico.org.uk

Northern Ireland:

Information Commissioner’s Office, 3rd Floor, 14 Cromac Place, Belfast, BT7 2JB. Telephone: 028 9027 8757 – Email: ni@ico.org.uk

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

Cookies

A cookie is a snippet of text that is sent from a website’s servers and stored on a web browser. The cookies used on this website are:

Google Analytics – Cookie details:

  • _utma, _utmb, _utmc, _ga, _gat, _gid, 1P_JAR, CONSENT, NID
    -This allows us to look at really useful data about the visitors we have had to our website. We use Google Analytics to monitor traffic levels, search queries and visits to this website. Google Analytics stores IP address anonamously on its servers in the US, and neither CIVIC or Google associate your IP address with any personally identifiable information. These cookies enable Google to determine whether you are a return visitor to the site, and to track the pages that you visit during your session. These cookies are set only after the user has given consent to us to use cookies

To read more about Google’s cookies visit https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

YouTube/Vimeo – If our website contains videos then some cookies may be used for tracking views etc. These cookies are implemented if you press play though.

Cookie Control – Cookie details:

  • civicAllowCookies, civicShowCookieIcon, necessary, analytics
    – These cookies are set in order to remember preferences in regards to cookies.

Marketing – Cookie details:

  • IDE
    – Used by Google DoubleClick to register and report the website user’s actions after viewing or clicking one of the advertiser’s ads with the purpose of measuring the efficiency of an ad and to present targeted ads to the user

Social – Cookie details:

  • fr
    – Used for encryption of Facebook ID and Browser ID.

Necessary – Cookie details:

  • _cfduid
    – Used by the content network, Cloudflare, to identify trusted web traffic.

WordPress – If we have comments enabled or allow the public to contribute in other ways via default WordPress functionality we will also use some cookies. These are required for the website to function properly.

Cookie details:

  • wordpress_test_cookie
    – used to check whether your web browser is set to allow, or reject cookies (it’s a session cookie).

  •  comment_author_{HASH}, comment_author_email_{HASH}, comment_author_url_{HASH}
    – When visitors comment on your blog, they get cookies stored on their computer (author name, author email & author website). This is purely a convenience, so that the visitor won’t need to retype all their information again when they want to leave another comment.

  • wordpress_[hash]
    – On login wordpress uses this cookie to store your authentication details. Its use is limited to the admin console area, /wp-admin/

  • wordpress_logged_in_[hash]
    – After login, wordpress sets this cookie, which indicates when you’re logged in, and who you are, for most interface use.

  • wp-settings-{time}-[UID]
    – WordPress also sets a few settings cookies. The number on the end is your individual user ID from the users database table. This is used to customize your view of admin interface,and possibly also the main site interface.

To read more about WordPress’ cookies visit http://codex.wordpress.org/WordPress_Cookies

PayPal – Cookie details:

  • LANG, X-PP-SILOVER, x-csrf-jwt, tsrce, x-pp-s, ts, akavpau_ppsd, nsid, AKDC
    – The above listed cookies are used to enable your making of payments via PayPal.

Managing Cookies
For information on how to manage your cookie settings please follow the link for your browser: