Privacy Policy - Our Fair Processing Notice
This notice explains what information Morgan Properties collects, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Morgan Properties takes the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
Morgan Properties is notified as a Data Controller with the Office of the Information Commissioner under registration number ZA343104 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Lindsay Hague-Morgan, email: [email protected]
Any questions relating to this notice and our privacy practices should be sent to Lindsay Hague-Morgan, email: [email protected]
How we collect information from you and what information we collect
Morgan Properties collects the following information from you:
We collect the following information about you:
Why we need this information about you and how it will be used
We need your information and will use your information:
Sharing of your information
The information you provide to us will be treated by us as confidential. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA.
Security
When you give us information we take steps to make sure that your personal information is kept secure and safe. All electronic data is stored on password protected computers and backed up each night to a secure network storage device.
How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information for a number of years), or as set out in any relevant contract we have with you.
We will delete any prospective tenant’s personal data after 6 months if that tenant has not entered into a tenancy agreement with us, unless permission has expressly been obtained to retain your data through the Contact Form on our website. Then we will retain your personal details in order to contact you for the following year’s marketing period (November to February). Should you not enter into a tenancy agreement with us we will delete your data within 6 months thereafter. You may withdraw this consent to hold your data as a prospective tenant at any time by contacting [email protected]
Your Rights
You have the right at any time to:
If you would like to exercise any of your rights above please contact us at [email protected]
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
England:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: [email protected]
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.
Morgan Properties takes the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
Morgan Properties is notified as a Data Controller with the Office of the Information Commissioner under registration number ZA343104 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Lindsay Hague-Morgan, email: [email protected]
Any questions relating to this notice and our privacy practices should be sent to Lindsay Hague-Morgan, email: [email protected]
How we collect information from you and what information we collect
Morgan Properties collects the following information from you:
- From your initial contact with us (website enquiry, telephone call to book a viewing etc)
- From your application for accommodation (known as the Reservation Form)
We collect the following information about you:
- Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), course you are studying (if applicable), the name of friends that you are applying with (if applicable), employment status
- Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), National Insurance Number, nationality, employment status
- Property address; term, rent, deposit, utility and service responsibilities;
- Any welfare benefits that you may be eligible for, or are currently on.
- Proof of identity and proof of address for both yourself and your Guarantor.
Why we need this information about you and how it will be used
We need your information and will use your information:
- to undertake and perform our obligations and duties to you in accordance with the terms of our tenancy contract with you;
- to enable us to supply you with the services and information which you have requested;
- to help you to manage your tenancy;
- to carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
- to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
- to contact you in order to send you details of any changes to our suppliers or maintenance personnel which may affect you; and
- for all other purposes consistent with the proper performance of our operations and business.
Sharing of your information
The information you provide to us will be treated by us as confidential. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
- To carry out emergency, essential and regular maintenance on the rented property and its contents, your name, property address and telephone number may be passed to the relevant contractor. These include but not limited to: ‘AJW Construction (Wales) Ltd’ (general maintenance), ‘Apollo Heating’ (heating and gas), ‘Red Badge Electrical’ (electrical), ‘Crwys Electrics’ (appliances) and any other third party contractor with your consent arising from a maintenance or tenancy issue.
- To carry out due diligence on you as a prospective tenant/guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
- If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
- If you are unable to make payments under your tenancy or any utilities or other costs associated with the property, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
- In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.
- To provide our letting agent with your personal information at your request.
- To provide a landlord reference for yourself for future tenancies at your request.
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA.
Security
When you give us information we take steps to make sure that your personal information is kept secure and safe. All electronic data is stored on password protected computers and backed up each night to a secure network storage device.
How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information for a number of years), or as set out in any relevant contract we have with you.
We will delete any prospective tenant’s personal data after 6 months if that tenant has not entered into a tenancy agreement with us, unless permission has expressly been obtained to retain your data through the Contact Form on our website. Then we will retain your personal details in order to contact you for the following year’s marketing period (November to February). Should you not enter into a tenancy agreement with us we will delete your data within 6 months thereafter. You may withdraw this consent to hold your data as a prospective tenant at any time by contacting [email protected]
Your Rights
You have the right at any time to:
- ask for a copy of the information about you held by us in our records;
- require us to correct any inaccuracies in your information;
- make a request to us to delete what personal data of yours we hold; and
- object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact us at [email protected]
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
England:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: [email protected]
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.
