Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

1. Contact details
2. What information we collect, use, and why
3. Lawful bases and data protection rights
4. Where we get personal information from
5. How long we keep information
6. Who we share information with
7. Website Cookies (nom nom)
8. How to complain

1. Contact details

Telephone:  07359 831 352

Email: info@throughthedoorproperty.co.uk

2. What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

· Names and contact details

· Addresses (only if required for contracts or tenancy agreements)

· Date of birth (only if required for contracts or tenancy agreements)

· Credit reference information (only if required for tenancy agreements)

· Health and safety information (only if required for contracts or tenancy agreements)

· Records of meetings and decisions

· Identification documents (only if required for contracts or tenancy agreements)

We also collect or use the following information to provide services and goods, including delivery:

· Biometric information (where used to identify someone - only if required for contracts or tenancy agreements)

We collect or use the following information for the operation of customer accounts and guarantees:

· Names and contact details

· Addresses

We also collect or use the following information for the operation of customer accounts and guarantees:

· Biometric information (where used to identify someone - only if required for contracts or tenancy agreements).

We collect or use the following information to comply with legal requirements:

· Name

· Contact information

· Identification documents ((only if required for contracts or tenancy agreements)

· Health and safety information ((only if required for contracts or tenancy agreements)

We also collect or use the following information to comply with legal requirements:

· Biometric information (where used to identify someone - only if required for contracts or tenancy agreements).

We collect or use the following personal information for dealing with queries, complaints or claims:

· Names and contact details

3. Lawful bases and data protection rights:

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information to provide services and goods are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for legal requirements are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

4. Where we get personal information from:

· Directly from you

5. How long we keep information

We are committed to ensuring that personal data is retained and disposed of in compliance with UK laws and regulations, including the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018. This retention schedule outlines how long we keep personal data and when it will be securely deleted or anonymised. 

Tenant/Leaseholder Information: Duration of tenancy + 6 years - In compliance with the Landlord and Tenant Act 1985, to maintain tenancy records and for dispute resolution. Then Secure deletion or anonymisation. 

Landlord Information: Duration of the agreement + 6 years - To fulfil legal obligations under property law and tax regulations.The Secure deletion or anonymisation. 

Financial Information (e.g., rent, deposit, payment details): 6 years from transaction date - Required under UK tax laws (HMRC) for financial records and auditing purposes. Then Secure deletion or anonymisation. 

Contractor/Vendor Information: Duration of contract + 6 years - To manage contractual obligations under property management and auditing requirements. Then Secure deletion or anonymisation. 

Maintenance Requests/Records: Duration of tenancy + 6 years - Compliance with the Defective Premises Act 1972 and Health & Safety Executive requirements Then .Secure deletion or anonymisation. 

Correspondence (email, letters): 6 years from the date of last communication - To comply with the Limitation Act 1980 for legal claims and dispute resolution. Then Secure deletion or anonymisation. 

Property Inspection Reports: Duration of tenancy + 6 years - Required for safety and compliance with the Landlord and Tenant Act 1985 and other property-related legislation. Then Secure deletion or anonymisation. 

Identification Documents (e.g., ID, passport, proof of address): 1 year after tenancy or contract termination - To comply with UK Anti-Money Laundering (AML) regulations and Right to Rent checks. Then Secure deletion or anonymisation unless required by law. 

Right to Rent Documents: 1 year after the end of the tenancy- As per the Immigration Act 2014, to comply with Right to Rent checks. Then Secure deletion or anonymisation. 

Prospective Tenant Information (e.g., inquiries, application forms): 1 year from inquiry or application rejection - To comply with UK GDPR, retaining data for appropriate follow-up and legal claims if needed. Then Secure deletion or anonymisation.

Legal Documents (e.g., tenancy agreements, notices): Duration of contract + 6 years - Required under the Limitation Act 1980 to retain evidence for legal disputes or audits. Then Secure deletion or anonymisation. 

Marketing Preferences and Contact Information: Until consent is withdrawn - To comply with GDPR for direct marketing communications. Immediate removal upon withdrawal of consent. 

Health and Safety Records: 6 years from the record dateIn compliance with UK Health & Safety Executive (HSE) guidelines, including accident reports and compliance checks. THen Secure deletion or anonymisation. 

6. Others we share personal information with:

· Professional or legal advisors (only if requested by you or if needed for tenancy or contract/legal purposes)

7. Cookies Policy:

What Are Cookies?

Cookies are small text files that are placed on your device when you visit a website. They help us recognise your device and store information about your preferences or past actions. This helps us enhance your experience on our website by remembering your settings, preferences, and analysing how you interact with our site.

Types of Cookies We Use

We use the following types of cookies on our website:

• Essential Cookies: These are necessary for the functioning of our website and cannot be switched off in our systems. They are typically set in response to your actions, such as setting privacy preferences, logging in, or filling in forms.
• Analytics and Performance Cookies: These cookies allow us to measure and analyse how visitors use our website, helping us to improve the user experience. This includes tracking the pages you visit, how long you spend on each page, and any issues you encounter.
• Functionality Cookies: These cookies enable enhanced functionality and personalisation, such as remembering your language preference. If you do not allow these cookies, some features of the website may not function properly.

How We Use Cookies

We use cookies to:

• Analyse website traffic and user behaviour;
• Improve and personalise your website experience;
• Ensure that the website functions as intended;

By accepting our use of cookies, your data will be combined with that of other users for analytical purposes.

Managing Cookies

You have the right to choose whether or not to accept cookies. When you first visit our website, you will be prompted to accept or decline the use of cookies. You can manage your cookie preferences at any time by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

For more information on how to manage or delete cookies, visit https://ico.org.uk/for-the-public/online/cookies.

Cookie Retention

Cookies will remain on your device for varying durations, depending on whether they are "session cookies" or "persistent cookies". Session cookies are deleted when you close your browser, while persistent cookies remain on your device until they expire or are manually deleted.

Your Consent

By continuing to use our website, you consent to the use of cookies in accordance with this Cookies Policy. You can withdraw your consent at any time by changing your browser settings or clearing your cookies.

7. How to complain:

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Privacy Policy Last updated

10 September 2024