Data Protection & Privacy for Our Tenants

When it come to protecting our Tenant’s data and ensuring their privacy, we take our role seriously. That’s why we have regsitered with Information Commissioner’s Office. Under the terms of the Data Protection Act 2018 (DPA 2018), we are required by law to ensure that any data and details we hold on file or electronically about our Tenants is secure and protected.

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Our business requires us to keep our Tenant’s details and all correspondences between them and ourselves on reocord. For hardcopies of this data, we keep it in filing cabinates that are kept under lock and key whenever they are not in use. For any data that we keep on our computers or is stored electronically, whether on our database or as a backup, we keep it encripted. Sometimes we might need to share this data with our managing agents (Stiles Harold Williams) for obvious reasons. We do this either by way of a ‘cloud’, where we ensure that all E-mail links to any documents held in the cloud are password protected, or as hardcopies through the post. Furthermore, when any paperwork or electronic information is no longer needed/required for our records, we will burn all hardcopies of these documents and/or securely erase any electronic documents from our storage media. This way we keep the information we hold away from people who might misuse it.

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Please be aware that there is a lot of cyber-crime presently. In the past we have received E-mails either from people pretending to be our Tenants and/or pertaining to be associated with our Tenants. As we always check the E-mails we receive and compare their addresses to any E-mail addresses that we keep on file for our Tenants, we ensure that we only respond to those that are genuinely from of our Tenants. If in doubt, we will always contact our Tenants to check that it is them that actually sent the E-mail or whether they have asked someone to contact us on their behalf. We must kindly ask our Tenants do the same. If you have received a suspicious E-mail pertaining to be from us, or one that might seem out-of-place, it is always best to ring us and check. Please note that we will never ask you to give out any of your personal details via E-mail or over the phone.

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It also is important to note that our Tenants have the right to ask us whether or not we are using or storing their personal information. They can ask us for copies of their personal information, verbally or in writing. This is called the right of access and is commonly known as making a “Subject Access Request” (SAR). If you are a Tenant of ours and wish to receive copies of all the data we hold on file for you (there may be a charge for this if you are requesting a hard copy), please contact us using any of the details here. If you have not heard back from us within two working days of making a request, you will need to contact us again to check whether we received your request or not. Sometimes post and E-mails might not always make it through to us.

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For more information about your rights, please visit the Information Commissioner’s Office website by clicking here.