PRIVACY POLICY

Privacy Policy

Allsop Letting and Management Limited

How we use your information notice

We are Allsop Letting and Management Limited (“Allsop Letting and Management”) a company incorporated in England and Wales with registered number 03895628. We are registered with the Information Commissioner’s Officer with registration number Z953677X. This registration covers the uses of personal information set out below.

This privacy notice aims to give you information on how Allsop Letting and Management collects and processes your personal data..

This notice applies to personal information processed by us for our clients as well as tenants and prospective tenants of properties we manage or arrange lettings for.

In this notice “you” refers to any individual whose personal data we hold or process. This notice is governed by the EU General Data Protection Regulation (“GDPR”) as adopted in UK law pursuant to the European Union (Withdrawal) Act 2018 and the Data Protection Act 2018 together with any other applicable data privacy legislation.

This website is not intended for children and we do not knowingly collect data relating to children other than incidental data relating to the makeup of households.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

This privacy notice is provided in a layered format so you can click through to the specific areas set out below. Alternatively, you can download a pdf version of the policy here. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.

1. IMPORTANT INFORMATION AND WHO WE ARE

CONTROLLER

Allsop Letting and Management is the controller and responsible for your personal data (collectively referred to as “Allsop Letting and Management”, “we”, “us” or “our” in this privacy notice).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

CONTACT DETAILS

Our full details are:

Data Privacy Manager, Allsop Letting and Management

Email address: [email protected]

Postal address: 8^th Floor, Platform, Leeds, LS1 4JB

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

This version was last updated on [3 April 2023].

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

THIRD-PARTY LINKS

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together, follows:

Identity Data includes first name, maiden name, last name, title, date of birth, gender, photo ID, facial biometric data and proof of address together with any ‘know your customer’ data we hold about our landlord clients and ID verification data and immigration status data we hold about tenants or prospective tenants.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Property Data includes information relating to a property which you may occupy as a tenant or own as a landlord
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data includes email address and password, purchases or orders made by you, your interests, preferences, information provided in comments on our website, feedback and survey responses.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data, which will be used in accordance with this privacy notice.

During our online registration process, you may be given an opportunity to use an automated check process to verify your identity as part of our required anti-money laundering checks in the context of a letting or transaction. Where you choose to use this automated check process, you will be asked to provide a digital photographic image of your face. This image will be processed via an automated verification tool which will use your biometric facial data, together with scanned proof of identity and (where required) proof of address documents provided by you, to confirm your identity automatically. Biometric facial data is a Special Category of Personal Data. Where you have chosen to use this automated process, in the event that you do not pass the automated checks, you will be referred to a member of our staff who will undertake additional manual checks in order to verify your identity. You do not need to use the automated check process or to provide your biometric facial data if you do not want to. If you do not want to use the automated check process, you will be invited to undertake manual checks instead. If you have any concerns about this, please contact us.

Our full details are:

Data Privacy Manager, Allsop Letting and Management

Email address: [email protected]

Postal address: 8^th Floor, Platform, Leeds, SL1 4JB

Aside from the biometric facial data mentioned above, we do not collect any other Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic data). Nor do we collect any information about criminal convictions and offences.

IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with lettings and management services). If you are a tenant or prospective tenant then we will need to obtain data from you in order to facilitate a letting or other arrangements.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you as follows.

Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

contact us directly through our website;
when you contact us directly by telephone, email or letter;
when you interact with us on social media;
when you apply to become a tenant of a property we manage;
when you ask us to manage or arrange lettings for a property you own or manage;
when you provide comments on our website (when you provide such comments you are expected not to include any personal data about any other individuals, unless you have their consent);
request marketing to be sent to you
when you attend an event;
when you provide us with information in order for us to complete required immigration status checks and undertake credit reference or other checks for tenants or prospective tenants; and
when you provide us with information in order for us to complete our required identity and anti-money laundering checks; and
when we contact you during our relationship with you.

Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below

Technical Data from the following parties:

analytics providers to carry out analysis of our customer data and your interaction with our website;
advertising networks to allow us to target relevant advertising to previous customers and similar audiences; and
search information providers to locate individuals in respect of anti-money laundering checks.

Contact, Financial and Transaction Data from providers of technical, payment and delivery services.

Identity, Contact and Property Data from publicly availably sources such as Companies House, Land Registry and the Electoral Register as well as private credit reference agencies and ID verification services.

A4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.

Click here to find out more about the types of lawful basis that we will rely on to process your personal data.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or where we obtain your explicit consent for processing your facial biometric data if you choose to use our automated identity verification process. You have the right to withdraw consent to marketing at any time by contacting us.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a prospective tenant or tenant

(a) Identity

(b) Contact

(d) Financial

(a) necessary for our legitimate interests (to provide services to our clients)

(b) consent, in the case of biometric Identity data

To register you as a new client

(a) Identity

(b) Contact

(d) Financial

(a) performance of a contract with our client

(b) consent, in the case of biometric Identity data

To deliver our property related services to you as a client

(a) Identity

(b) Contact

(d) Financial

(a) Performance of a contract with our client

(b) necessary for our legitimate interests (to provide services to our clients);

To process and deliver our services including:

(a) Providing residential property lettings and management services

(b)Manage payments, fees and charges

(b) Collect and recover money owed to us

(a) Identity

(b) Contact

(d) Financial

(e) Transaction

(f) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to provide services to our clients)

To manage our relationship with our clients which will include:

(a) Notifying you about changes to our terms of business or privacy policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Performance of a contract with our clients

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated, to study how clients use our products/services, to generate client interest in our services and to better understand client and customer reactions and feedback)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(f) Technical

PRIVACY POLICY

Privacy Policy Allsop Letting and Management Limited

Privacy Policy

Allsop Letting and Management Limited