GDPR

Privacy Notice

What does this document do?

This privacy notice describes how personal data we collect from our clients will be collected, stored and processed. It also explains your privacy choices when using our website as well as your right to access your information under the Data Protection Act (DPA) 1988 up to 24th May 2018 and the General Data Protection Regulation (GDPR) from 25th May 2018 (Data Protection Legislation)

HD Property is a company operating in the United Kingdom whose registered office is situated at Peasbury Farm, Fox Covert Road, Ottringham HU12 0AS. For the purposes of Data Protection Legislation, HD Property & its staff is the data controller.

What information do we hold?

To operate efficiently, HD Property must collect and use some information. This may include current, past and prospective employees, landlords, guarantors, referees, tradespeople and domestic utility companies and parties relevant. In addition, we may be required to collect and use information to comply with regulatory requirements. This personal information must be handled and dealt with properly, however it is collected, recorded and used whether it be on paper, in computer records or recorded by any other means and there are safeguards within the Act to ensure this.

We will never sell you data

The Company regards the lawful and correct treatment of personal information as very important to our successful operation and maintaining the confidence of all clients. We will ensure that we treat personal information lawfully and correctly.

Why do we need to collect personal information?

During an application process or tenancy, you will have given us consent to obtain necessary personal data to fully process the application and tenancy. You have the right to refuse to provide that data, but if you do we may not be able to proceed with the application.

Under the Data protection Legislation, we may collect personal data

To fulfil a contract, we have with you

When you consent it

When it is our legal duty to comply with the law

When it is our legitimate interest (provisioning it does not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what it is)

 

What will we use your personal data for?

We will use your personal data

  • To manage our relationship with you
  • To liaise with third parties regarding your application & tenancy
  • For fraud prevention
  • Credit reference agencies
  • To make application decisions

 

How will we process your data?

We will do so in accordance with the Data Protection Legislation and shall ensure that your personal data

  • Shall be processed fairly and lawfully and in particular shall not be processed unless specific conditions are met
  • Shall be obtained only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purpose
  • Shall be adequate, relevant and not excessive in relation to the purpose or purposes for which it is processed
  • Shall be accurate and where necessary be kept up to date
  • Shall not be kept for longer than is necessary for that purpose or those purposes
  • Shall be processed in accordance with the right of data subjects under the Act
  • Shall be kept secure and protected by an appropriate degree of security
  • Shall not be transferred to a country or territory outside of the European Economic Area unless that country or territory ensures an adequate level of data protection.

 

We do not use any form of automated decision making to make decisions about you.

Your right under the Data Protection legislation

You have the following rights

  • The right to be informed that processing is being undertaken
  • The right of access to one’s personal information within the statutory one-month period
  • The right to prevent processing in certain circumstances
  • The right to correct, rectify, block or erase information regarded as wrong information
  • The right to be forgotten or to have your personal data erased

 

In addition, we will ensure that

  • Everyone handlining personal information understand that they are responsible for following good data protection practice
  • Queries about handling personal information are promptly and courteously dealt with
  • Methods of handling personal data are monitored and updated regularly
  • Data sharing is carried out under written agreement setting out the scope and limits of sharing. Any disclosure of personal data will be in compliance with approved procedure

 

Who we might share your personal information with

We may need to provide your personal data to third parties for the following purposes

  • To carry out the completion of work that you have instructed, we will need to discuss with other parties including employers, previous and current landlords, referees, guarantor’s tradespeople domestic utility companies and other parties relevant
  • To other parties where it is necessary for the administration of our business
  • Where we need to do so to comply with our regulatory and legal obligations
  • For the prevention of fraud and crime

Sharing your information for fraud prevention purposes

To comply with the law and for our own legitimate interests to enable us to assess and manage risk, we can share details about your financial situation, financial history, history of individuals connected to you and your general circumstances

We will carry out checks with fraud prevention agencies for the purpose of preventing fraud and crime, and to verify your identity and the identity of individuals connected to you before we provide services to you. These checks require us and third parties to process information about you and individuals connected to you.

The information you provide, or which we have collected from you on your behalf of you includes any information from individuals connected to you or received from third parties. This will be used to carry out these checks in order to prevent fraud and crime. This is also to verify your identity and the identity of individuals connected to you. This includes information such as name, address, D.O.B, contact details, financial information, employment details and address history.

We and the fraud prevention agencies, may also enable law enforcement agencies to access and use information about you and individuals connected to you to help detect, investigate and prevent crime.

We process this information on the basis that we have a legitimate interest in preventing fraud and crime. We are required to verify your identity and individuals connected to you. This enables us to protect our business and comply with laws that apply to us.

Fraud prevention agencies and third parties can hold information for different periods of time. If they are concerned about a possible fraud risk this information and data can be held by them for up to six years.

How long will we keep your personal information for?

We will keep your personal information for a minimum of 6 years after the end of the tenancy agreement or contract agreement (s).

This period may be longer depending on the circumstances of the agreement. The personal responsible for your agreement will inform you of the relevant retention period of your file

We may retain this data for one of the reasons below

  • To respond to any questions or complaints
  • To show that we treated you fairly
  • To maintain records according to rules that apply to us
  • To comply with our regulatory obligations to act in your interests
  • To protect our own legitimate interests

 

What if your personal information is incorrect?

You are responsible for making sure the information you give is accurate and up to date, you must tell us of any changes as soon as possible.

You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you wish to do this. If you wish to do this, we will take reasonable steps to check its accuracy and correct it.

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information and ask us to delete, remove or stop using it if there is no need for us to store it.

There may be legal or other reasons why we need to keep your data, but If you think we shouldn’t be using it then please inform us. We may be able to restrict the use of your data meaning that is can only be used for certain things such as legal claims or to exercise legal rights.

What to do if you have any questions or complaints?

Questions or requests in connection with this policy should be addressed to us by email to info@hdproperty.co.uk or in writing to

HD Property Peasbury Farm, Fox Covert Road, Ottringham HU12 0AS

If you are unhappy with the way in which we treat your data, or we do not resolve any concerns with you then you have the right to make a complaint to the information Commissioners Office.