PRIVACY POLICY AND NOTICE

 

Ely Estates

32 Forehill

ELY

Cambs

CB7 4AF

 

DATA PROTECTION OFFICER: - T M COLE (DIRECTOR)

 

TENANTS INFORMATION HELD.

Names, current addresses, telephone numbers and email addresses.

Previous addresses and previous Landlords/Agents addresses.

Employment details.

Bank account details.

Proof of right to reside in the U.K.

 

LANDLORD INFORMATION HELD.

Names and addresses.

Telephone numbers and email addresses.

Bank account details.

Name of lender if there is a mortgage on the rented property.

 

PURPOSE OF DATA PROCESSING.

To determine the suitability of applicants to take on the tenancy of a particular property.

To prepare a suitable Tenancy Agreement.

To communicate with Tenants, Landlords and contractors to resolve any maintenance issues.

To collect monies due and disperse monies owed to Landlords and Tenants.

 

INDIVIDUALS OR COMPANIES ON WHOM WE HOLD DATA.

Applicants, Landlords, Tenants and maintenance contractors.

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WHO MIGHT RECEIVE DATA HELD BY ELY ESTATES.

Contractors to contact Tenants or Landlords for the purpose of carrying out repairs and maintenance on managed properties.

Upon written request we may share information to other Landlords and agents as to the conduct of current or previous Tenants.

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HOW LONG IS THE DATA HELD.

Tenants – one year after any dealings are finalised.

Landlords – Seven years after the end of any contract between them and Ely Estates.

 

SECURITY OF DATA.

Paper files are kept in locked cabinets overnight and away from the public areas during office hours.

Any data held electronically is stored on a computer password protected, I.T. is provided by a specialist company.