PRIVACY POLICY
Last updated 1st May 2018
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Wilson Park Properties Ltd respects the privacy of your personal data. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint. Our use of your personal data is subject to your instructions, the EU General Data Protection Regulation (GDPR), other relevant UK and EU legislation and our professional duty of confidentiality.
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This website is managed by Wilson Park Properties Ltd. The data controller is Wilson Park Properties Ltd. We do not use cookies on this website.
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Personal data you provide us
When you visit our website, email or telephone our office, you may be asked to provide certain information about yourself, e.g. to make a property inquiry and arrange a property viewing. We will collect:
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Your name
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Email address
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Telephone number
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Information to enable us to check and verify your identity and UK residence
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Information relating to the reason you are seeking our advice or response, e.g. to arrange a property viewing
If you use our service, we may ask you to provide additional personal information. For example, to create a Tenancy Agreement or Guarantor Agreement. The information we ask for may include all or some the following:
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Full name, email address, contact numbers and current address
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University and student number
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Full name, email address and contact number for your guarantor
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Information to enable us to check and verify your identity and for credit-check or other purposes.
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How do we collect your information?
We collect most information from you directly or when you complete one of our standard application forms, in order that we may assist you. We may also collect information directly from a third party with your consent. Third-party providers may include;
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Next of kin, spouse, partner or other family members;
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Your referees and guarantors;
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University, employer or other professional bodies
Why do we collect your personal data and what is our legal basis?
We will only collect information from you that is relevant to the service(s) you require and to enable us;
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to provide you with information or services that you request from us
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to comply with our legal and regularly obligations
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to establish a contract with you, e.g. a Tenancy Agreement and provide the service you require
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for any other purpose where you have given consent
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For our legitimate interests or those of a third party, e.g. financial ability to rent a property
Third-party disclosure
From time to time we may disclose your information to third party suppliers and sub-contractors who act on our behalf or assist us in relation to the services we provide. For example, we may disclose your information to credit referencing agencies regulatory bodies so we may comply with our legal and regulatory obligations, or maintenance contractors in order that the repair can be completed. We will only allow your personal data to be handled by third-party service providers provided we are satisfied they take appropriate measures to protect your personal data.
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Where is your personal data held?
Information will be held as strictly confidential at our offices and those of third-party agencies, service providers, representatives and agents, including credit reference agencies, external service suppliers and representatives of Wilson Park Properties.
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How long will your personal data be kept?
Your personal information will be kept securely after we have finished advising or acting for you but will not be kept for longer than necessary for the purpose we obtained it for. Any information that is no longer needed will be securely deleted or anonymised. The retention period may vary depending on our obligations and the information we hold, for example;
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to meet possible legal and regulatory requirements. It is best practice to keep financial records for a minimum period of 6 years to support HMRC audits;
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to meet agreed industry practices e.g. rentals contracts may be held for 6 years.
Why do we store your personal data?
In order to comply with a legal obligation on us to furnish information to authorities e.g deposit protection schemes and to demonstrate our contract with you, if any.
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Keeping your data secure
Our computers are all password protected. We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
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Your rights
You have the following rights, which can be exercised anytime and free of charge
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The right to be informed
You have the right to be informed about the collection and use of your personal data
The right of access
You have the right to access your personal data. We have an obligation to respond to your request to access your data within one month We cannot charge a fee to deal with a request to access data, in most circumstances
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The right to rectification
If the data we hold is inaccurate or incomplete, you have the right for your personal data to be rectified
You can make a request for rectification verbally or in writing. We must respond to a request within one month
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The right to erasure
If you do not want us to hold your personal data any longer, you have the right to request it is removed and deleted. This is also known as ‘the right to be forgotten’ You can make a request verbally or in writing and we will respond, within one month, confirming that the data has been deleted or if we have a legitimate interest to hold onto the information. For example, to meet our legal requirements
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The right to restrict processing
If you do not want us to process the data you have submitted, you have the right to restrict us from doing so. We may still store the data to comply with your other rights and other obligations, but it will not be used
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The right to data portability
The right to data portability allows you to obtain and reuse any personal data we hold on you. For example, you have the right to request that we copy and transfer the data to another controller and service provider. Your personal data will be transferred in a safe and secure way
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The right to object
You can object to us processing your personal data at any time
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Right in relation to automated decision making and profiling
This includes the right to not be subject to decision making or profiling by automated means and without human interaction that has a legal or similarly significant effect on you.
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How to contact us
Please contact us by post, email or telephone if you have any questions about this Privacy Notice.
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Complaints
In the first instance, you should report your concerns directly to Wilson Park Properties Ltd We are governed by various regulatory bodies and will respond accordingly. Wilson Park Properties Ltd is a member of the ICO (which controls and enforces data protection).
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For more information on the implications of the Data Protection Act for landlords and tenants, please visit ico.org.uk/for-the-public/housing/landlords.
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