Updated June 2018
Your Privacy Matters
As one of Salisbury's leading independent letting agents, we pride ourselves on our high standards for the collection, storage and sharing of your personal data. If you have any concerns about your personal data and how this is managed by Piccolo Property Services, please write or email us using the contact details found under the heading "Data Controller".
For the purposes of personal data collection, the Data Controller is known as "Lou Fletcher" with the Information Commissioners registration number of ZA012577, who can be contacted as the following address:
57 Wain-A-Long Road
Telephone Number: 01722 580059
How do we collect personal data about you?
We obtain personal data about you that you have given to us through our website, emails, phone conversations, written correspondence and/or documentation you have handed to us in person or when you visit our office, for example when you:
- Enquire about properties for rent either in person or via electronic means
- Request us to value your property for rent
- Complete an application form either as a prospective tenant or guarantor
- Complete terms of business as a landlord
- Interact with us on our social media platforms i.e. Twitter
- Complete the contact section on our website
What type of personal data is collected?
The personal data we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth financial details and any other personal data you choose to provide to us or we are required to collect to fulfil our contractual obligations to you or provide as part of our statutory requirements to third parties i.e. HMRC.
The personal data we collect through our website includes: the Internet Protocol (IP) address used to connect your computer to the internet, browser type and version, time zone setting, browser plug-in types and versions, operating systems and platform, identification number, online identifier and location data. We also collect data about your website visits including which pages you accessed, page response times and length of visits to such pages.
How long do we retain your personal data?
We review our retention periods for personal data on a regular basis. We are legally required to hold some types of personal data for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we us it, or in accordance with any retention periods set out in and relevant contract you hold with us.
We will retain your name, email address, telephone number and postal address for a minimum of two years following contact which may be inclusive of making an offer for rent, a market appraisal or a viewing. Where you have entered into a contract with us, or into a contract where we act as the agent, then we will retain relevant personal data for a minimum period of six years following the termination of such a contract.
How do we use your personal data?
We may use the personal data that you directly provide to us in the following ways:
- To carry out our obligations arising from any contracts agreed by you such as visiting and arranging viewings of your property, conducting repairs, dealing with deposit compliance and contacting third parties regarding the contract. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.
- To provide you with information you have requested from us, respond to enquiries and arrange visits to your property by our staff. Our legal basis for this use is our legitimate interest as a business in response to customer enquiries or requests.
- To provide you with information regarding similar services to those you have already enquired about or agreed to use. Our legal basis for this use is our legitimate interests, namely the ongoing marketing of our services to persons with whom we have an existing relationship in connection with our services and/or who have expressed an interest in those services.
- Where you have entered into a contract with us or into a contract where we act as agent or we have provided you with services, we may use your personal data to ask for your feedback about the services we have provided to you. Our legal basis for this use is our legitimate interests, namely evaluating, and where necessary improving, the quality of our service provision with a view to promoting the success of our business and positive customer relationships.
- 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 personal data to notify you of changes to the terms of and conditions of our services. Our legal basis for this use is contractual, namely the administration and management of our business contracts.
- To send you marketing communications, if you have chosen to receive these. These may include information about properties for rent, the current property market or offers. Our legal basis for this use is consent.
- Use your personal data to verify your identity and address where required. Our legal basis for this use is compliance with a legal obligation to which we are subject such as money laundering.
Who has access to your personal data?
We will only pass your personal data to third party service providers, including but not limited to business partners, suppliers, sub-contractors, utility and financial services companies who may be working on our behalf for the purposes of completing jobs, repairs and providing other services you have requested.
When we use third party service providers, we disclose only the personal data that is necessary to deliver that service and we have a contract in place that requires them to keep your personal data secure and only use your personal data in accordance with the relevant provisions of the Data Protection Act 2018.
We may disclose your personal data to our insurers and/or professional advisers as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
In addition to the specific disclosures set out in this section, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or to protect your vital interests or the vital interests of another person, or for the commencement or defence of any legal claims.
You have the right:
- To object to us processing your personal data for marketing purposes. If you object, we will stop processing your personal data for this purpose. When we collect your personal data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by sending an email to firstname.lastname@example.org
- To access the personal data we hold about you and certain information about our processing of it and your rights in relation to it.
- In certain circumstances, to obtain erasure of the personal data we hold about you, subject to certain exceptions.
- To rectification of the personal data we hold about you.
- In certain circumstances, to restrict our processing of your personal data or object to us processing it. If you object, we will stop processing your personal data unless certain exceptions apply.
- Where our processing of your personal data is based on your consent, to withdraw that consent at any time. If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.
To exercise any of these rights, please contact us using the details found in the Data Controller section of this policy.
Security of your personal data
We will take all appropriate measures and precautions to secure your personal data and prevent its loss, misuse or alteration. All personal data you provide to us is stored on our secure servers and any hard copies of personal data is either destroyed securely or locked in a secure room/filing cabinet when not being used. Where we transmit personal data internally, we will password protect such personal data to ensure that only the intended recipient can access such personal data.
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