• We may use your name, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff. Our legal basis for this use is our legitimate interests, namely the fact that you provide us with your details freely at the time of registering with us and have registered information in response to our customer enquiries or requests.

• Where you are a party to an existing contract with us or regularly enter into contracts with us for our services, we may use your name, email address, postal address or phone number to notify you of any changes in our services, and to help you manage your contract. Our legal basis for this use is contractual and our legitimate interests, namely the administration and management of our business contracts and relationships.

• We may use your name, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties For Rent or property alerts. Our legal basis for this use is consent.

• We may use your personal information to verify your identity if needed during the transaction period with us, and to carry out due diligence on any prospective tenant, including whether there is any money judgments against them, or any history of bankruptcy or insolvency. Our legal basis for this use is compliance with a legal obligation to which we are subject with our legitimate interests being namely ensuring the security of our systems, network and information, and those of third parties.

• We may also use any of your personal information that we collect from you directly and additional information about you from external sources where necessary to detect and reduce fraud and credit risk. These sources include Land Registry and Companies House. Our legal basis for this use of your personal information is our legitimate interests in preventing our business being subject to fraud or credit risk.

Who has access to information?

We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored securely.

Hard copies (paper copies) are stored securely in locked fire safe filling cabinets, and electronic copies of your personal information are stored on a secure hard drive.

Your information will be stored within the UK and EEA/EU. We also transfer your information outside the UK/EEA/EU.

We will not sell or rent your information to third parties.

We may pass you information to third party service providers, including but not limited to:

Business partners, suppliers and sub-contractors (maintenance contractors) working on our behalf for the purpose of completing tasks and providing services to you, local authorities or other government organisations, housing and welfare charity organisations, outsourcing companies, solicitors and accountants.

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information to any member of our group of companies. Our group of companies all comply with ‘GDPR’ and carry out activities relating to our business industry. This is to fulfil our contractual obligations, and our legal basis for this use is contractual.

We may disclose your personal information to our insurers and/or professional advisers, as reasonably necessary for the purpose of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.