SHAWS KENSINGTON (“We”) are committed to protecting and respecting your privacy when you use our online, telephone and email services (“Services”).
This policy (together with our Terms and Conditions/Terms of Business/Terns of Service and any other documents referred to) set out why we collect your information and how it will be processed by us.
We have the right to update this Privacy Notice from time-to-time. We will provide you with an updated Privacy Notice if we make substantial changes. In the meantime, we will notify You about any minor changes to the processing of Your Personal Data.
1. Important information
“Controller” – A controller determines the purposes and means of processing personal data.
“Data Protection Laws” – Means any and all applicable legislation regarding the protection of Personal Data in England and Wales.
“Data Protection Office” – A Data Protection Officer oversees compliance of the Data Protection Laws. If you have any questions or concerns about this Privacy Notice please contact our designated Data Protection Officer Daniel Glewis on 0207 386 2600 or Daniel@shawskensington.co.uk.
“Landlord” – Anyone owning the Property in accordance with the Land Registry.
“Personal Data” – Means any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.
“Processor” – A processor is responsible for processing personal data on behalf of a controller.
“Sensitive Personal Data” – There are special categories of personal data, these specifically include genetic data and biometric data. They require higher levels of protection.
“Tenant” – One or more individuals or corporate entities named as Tenant in the Tenancy Agreement.
“Tenancy Agreement” – The contract entered into between the Landlord and the Tenant. This term includes all variations of tenancy agreement included both lease and licences.
“Third Parties” – This includes service providers (e.g. contractors and certain agents).
2. What Personal Data We collect
2.1 We can collect, use and store some or all of the following kinds of Personal Data:
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
- Date of birth.
- Marital status and dependants.
- Next of kin and emergency contact information.
- National Insurance number.
- Bank account details and tax status information.
- Start date and, if different, the date of your continuous tenancy.
- Leaving date and your reason for leaving.
- Copy of driving licence and/or passport.
- Proof of residency
- All types of Visa information
- Financial background information
- Previous landlord and/or employee references
2.2 We may 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. 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.
3. How Personal Data is collected
3.1 We collect Personal Data through various means, as follows:
3.1.1 We receive personal information about You through the application and assessment process, either directly from You or sometimes from a referencing agency or background check provider.
3.1.2 We may sometimes collect additional information from Third Parties including former landlords/tenants, credit reference agencies or other background check agencies.
3.1.3 We will collect additional personal information in the course of our relationship.
3.1.4 Online or telephone enquiries received from third party providers. Examples of these are Rightmove, Zoopla, On The market etc.
4. How We use Your Personal Data
4.1 We use Your Personal Data in accordance with Data Protection Laws. Usually this is in the following circumstances:
4.1.1 When We receive Your consent that You have freely given;
4.1.2 When We must fulfil Our contractual obligations to You or if You have asked for Us to do something before entering into the contract e.g. providing a quote;
4.1.3 When We must comply with common law or a statutory obligation;
4.1.4 When there is a vital interest for Us to process the Personal Data, the interest is necessary and reasonable i.e. to protect a life;
4.1.5 When We are to perform a specific task that is in the public interest;
4.1.6 When it is necessary for Our legitimate interests, the interests of a third party and/or Your interests.
4.2 Please contact the Information Commissioner’s Office for more information about the lawful basis upon which We may use Your Personal Data.
4.3 We have set out the ways which we plan to use Your Personal Data and, where possible, We have provided our legitimate interests.