This Policy sets out the obligations of Island Lettings Ltd a company registered in United Kingdom under number 06929524 whose registered office is at Exchange House, Newport, Isle of Wight PO30 5BZ (“the Company”) regarding data protection and the rights of Landlords, Tenants, Guarantors, Consumers, Maintenance Contractors, Inventory Clerks (“data subjects”) in respect of their personal data under EU Regulation 2016/679 General Data Protection Regulation (“GDPR”).
The GDPR defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
This Policy sets the Company’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by the Company, its employees, agents, contractors, or other parties working on behalf of the Company.
The Company is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.
This Policy aims to ensure compliance with the GDPR. The GDPR sets out the following principles with which any party handling personal data must comply. All personal data must be:
The GDPR sets out the following rights applicable to data subjects (please refer to the parts of this policy indicated for further details):
The Company will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed) as under Part 5, above, and as set out in Part 21, below.
The Company shall ensure that all personal data collected, held, and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Further details of the technical and organisational measures which shall be taken are provided in Parts 22 to 27 of this Policy.
The following personal data is collected, held, and processed by the Company (for details of data retention, please refer to the Company’s Data Retention Policy):
|Data Ref.||Type of Data||Purpose of Data|
|Landlord 1||Name & Contact Details||Required to register, identify and verify ownership|
|Landlord 2||Insurance||To ensure property is insured|
|Landlord 3||Mortgage details||To ensure landlord has been given consent to let|
|Landlord 4||Bank Details||To make rent payments, deal with tax matters|
|Tenant 1||Name & Contact Details||Required to verify suitability, verify ID, verify affordability, carry out Right to rent checks, carry out referencing|
|Tenant 2||Telephone numbers (work, home, mobile)||To deal with maintenance and repair issues reported by the tenant|
|Tenant 3||Current & Forwarding address||To re-pay deposit (where applicable) , to deal with utility companies & Local Authorities, to liaise with tracing agencies, solicitors, legal advisors and the court service (where applicable)|
|Maintenance Contractors 1||Name & Contact Details||To reference and verify contractors|
|Maintenance Contractors 2||Contact details & Telephone Numbers||To instruct re; maintenance and repairs, to issue works orders, to provide statements|
|Maintenance Contractors 3||Bank details||To make payments for relevant works|
The Company shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data:
The Company shall ensure that the following measures are taken with respect to the storage of personal data:
When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of. For further information on the deletion and disposal of personal data, please refer to the Company’s Data Retention Policy.
The Company shall ensure that the following measures are taken with respect to the use of personal data:
The Company shall ensure that the following measures are taken with respect to IT and information security:
The Company shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:
This Policy shall be deemed effective as of 23 May 2018, No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.
This Policy has been approved and authorised by:
|Date:||23 May 2019|
|Due for Review by:||23 May 2020|