Privacy Notice | daleside-london

Data Privacy Notice

Daleside Estates Ltd. is based in South West London and provides property letting and management services for a small number of landlords.

Contact details of the company

Daleside Estates Ltd.

6 Cedars Mews

London SW4 0PL

Email: enquiries@dalesideestates.co.uk

This notice is as comprehensive as is reasonably possible however if you have any questions or concerns regarding the information we hold and how we use your data please contact enquiries@dalesideesates.co.uk.

Why we collect your data

Applicants: To arrange viewing for specifically enquired properties.

Tenants: To create and manage a tenancy between you and the landlord.

Guarantor: To create and manage a tenancy between you, the Tenants and the Landlord.

Landlords: To create and manage a tenancy between you and the tenant.

What data is collected

Applicants:

name
address
email
telephone number
property enquired into

Tenants:

name
current/previous address
email
telephone number
date of birth
nationality
ID (passport or birth certificate with driving licence)
proof of address (dated within the last 3 months)
postal address for after the tenancy
name and ages of any children who reside in the property
next of kin contact details
employment details
current/previous landlord details.

Guarantor:

name
current address
email
telephone number
employment details
ID (passport, driving licence or birth certificate)
proof of address (dated within the last 3 months)
Title register of owned property in either England/Wales

Landlords:

name
address
email
telephone number
proof of address
ID
bank details

How we collect data

Applicants: We collect date directly and indirectly.

Indirectly: We may get your personal information via third parties with your consent via Visum.co.uk. For Visum’s policy statement please follow the link https://www.visum.co.uk/Support/Privacy

Directly: You may give us personal information when you use our website, call our office or email a member of staff.

Tenants:

Directly: We collect data directly from you via an application form that you complete through Docusign.

Guarantor:

Indirectly: We initially collect contact details and owned property address from the Tenant.
Indirectly: We will search for and purchase the Title Register from https://eservices.landregistry.gov.uk/eservices/FindAProperty/view/QuickEnquiryInit.do
Directly: We will contact you directly for your proof of address and ID.

Landlords:

Directly: We collect data directly from you.

How will your data be used

Applicants: We will contact applicants to discuss the property requested only unless the applicant asks for information on other properties.

Tenants: Data is used to create and manage the tenancy and to contact you regarding maintenance, inspections and other tenancy related issues.

Guarantor: Data is used to create and manage the tenancy. We will only contact you in the event of a breach of contract if we are not able to reach a resolution with the Tenant.

Landlords: Data is used to create the tenancy, manage the property and transfer funds.

Will your data be shared?

Applicants:

We will not share your data with any third parties.

Tenants:

Contact details and tenancy information will be passed to the DPS to protect your deposit.
Contact details may be given to contractors to carry out maintenance at the property. This will be kept to a minimum and strictly on a job by job basis.
Contact details and tenancy information will be given to gas, electricity and water providers and the local authority in order to open and close utility and council tax accounts.
In the unlikely event of a dispute we may pass your contact details and tenancy details to our solicitor.

Guarantor:

We will not share your data with any third parties.
In the unlikely event of a dispute we may pass your contact details and tenancy details to our solicitor.

Landlords:

We will not share your data with any third parties.
In the unlikely event of a dispute we may pass your contact details and tenancy details to our solicitor.

Your personal data will never be used for marketing by Daleside Estates Limited.

Retention Period of Your Data

We are required by law to retain various information for varying periods of time.

We hold applicants details for a maximum of 3 months unless they become a tenant.
All Right to Rent data must be kept for 12 months following the end of your tenancy.
All deposit protection information and other relevant documents such as your tenancy agreement must be retained for six years following the end of your tenancy.
Details of financial information such as rent paid, will be retained for seven years.

Rights Under Data Protection

The right to be informed:

Read this Policy and contact us on enquiries@dalesideestates.co.uk if you need more information.

The right of access:

The right to rectification:

If there are errors in your data please contact your property manager in the first instance. Any request to update information must come from the owner, we will not accept instruction from any other representative.

The right of erasure:

If we are no longer required to hold your information under law, it was incorrectly obtained or it is no longer needed for the original purpose it was collected for, you can ask us to erase all data we hold on you.

Right to complain:

We will do all we can to ensure data is collected and processed appropriately. If you feel we have processed personal data in violation of applicable law please contact your Property Manager or enquiries@dalesideestates.co.uk.

If we fail to remedy such violation to your reasonable satisfaction, you may also lodge a complaint with a supervisory authority (e.g. the Information Commissioner in the UK).