Personal Data Privacy Notice - 2024
This notice explains what information we collect 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 recognize 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.
Who we are?
HomeTime Property Management Ltd, 7 Smith Court, Clifton Road, Shefford, SG17 5AE, we take 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.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number #A8960521 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Magda Cichocka.
Any questions relating to this notice and our privacy practices should be sent to magda@hometime-property.com.
How we collect information from you and what information I collect
Dependent upon how and what services you engage with us upon, we will collect (usually voluntarily by you, unless under legal requirement) any one or all of the following forms of information which will or may have your personal details on:
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Name
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Telephone numbers
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Addresses
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Email addresses
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Fax numbers
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Your preferences on property requirements
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Information on your financial status
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Information on your personal status
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Information on your personal circumstances
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Copies of documents with your name & address such as passport, utility bill, bank statements, etc.
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Photo ID
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Information on immigration checks
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Rights to live and work in the UK
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Driving license
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Insurance documentation
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Leases and tenancy agreements
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Survey reports
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Legal documents
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Your bank details
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We usually obtain this information directly from you. We also collect data from our website when you submit a property or general inquiry. We also obtain your data from various property website portals. In addition, we may obtain information on you from third parties who instruct us to act on their behalf, such as but not limited to: corporate property companies, repossession companies, The Crown, Government departments, probate services, solicitors, accountants, the courts, landlord and tenant clients.
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Why do we need this information about you and how it will be used
We need your information and will use your information:
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only use your personal details in relation to our own company practice in relationship with the services you have engaged with us.
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to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
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to enable us to supply you with the services and information which you have requested;
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to help you to manage your tenancy;
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to carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgments against them or any history of bankruptcy or insolvency;
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to analyze the information we collect so that we can administer, support and improve and develop our business and the services we offer;
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to contact you in order to send you details of any changes to our suppliers which may affect you; and
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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 me as confidential / and will be processed only by any third party, acting on my behalf, within the UK/EEA
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:
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If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;
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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;
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If you request so, your information shall be disclosed in order to determine if there are any money judgments against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
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If you are unable to make payments under your tenancy, 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
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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 organization in connection with this.
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 the information we take steps to make sure that your personal information is kept secure and safe.
How long we will keep your information
We review my 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), or as set out in any relevant contract I have with you.
Our full retention schedule is available at our office.
Your Rights
You have the right at any time to:
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ask for a copy of the information about you held by us in my records;
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require us to correct any inaccuracies in your information;
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make a request to us to delete what personal data of yours we hold; and
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object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact us at Olivia@groverental.co.uk
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: casework@ico.org.uk
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Northern Ireland
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk
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The accuracy of your information is important to me – please help us keep our records updated by informing us of any changes to your email address and other contact details.
Wales
Information Commissioner’s Office
2nd floor, Churchill House
Churchill Way, Cardiff, CF10 2HHT
elephone: 029 2067 8400
Email: wales@ico.org.uk
Scotland
The Information Commissioner’s Office
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk
Terms of use
Telephone calls: HomeTime Property Management Ltd reserves the right with or without notice, to record incoming and outgoing telephone calls for the purposes of accuracy, content, dispute resolution evidence, and quality and training purposes.
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Photographs: Some photographs used by HomeTime Property Management Ltd may have been adjusted using photoshop or similar software to enhance their general quality, removal of shadows, obscuring of number plates, removal/obstruction of personal identification, and for the addition of blue sky. All rights to photographs taken by HomeTime Property Management Ltd remain the property of HomeTime Property Management Ltd and cannot be reproduced or used without our written consent. We also reserve the right to use any photos taken in promotional material during and post transactional periods.
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Floorplans: When generated they are for illustrative purposes only. They are not to scale, and the measurements shown are approximate to give a general indication of the room size. The size and position of doors, windows, appliances, and other features are approximate, and the icons may vary from the actual appliance in the property. Under no circumstance should the floorplan be relied upon for any legal purpose or for use when ordering goods to be fitted to the property.
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Video Tours: When produced they are intended to provide a general overview of the property with or without a voice-over, covering music, or room titles. Their accuracy is not guaranteed and HomeTime Property Management Ltd reserves the right to generate them using a mixture of still images and video footage edited together. All rights to the property Video Tour remain with HomeTime Property Management Ltd and they cannot be reproduced without our written consent.
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Website & Social Media Marketing: HomeTime Property Management Ltd uses Website & Social media as part of its marketing strategy for both our brand and our client’s property. Our posts on social media will comply with any social media legalization covering such but typically will include adverts for your property and the use of social media to display and promote your property, location, and video. Our social media usage is generally via Facebook, Twitter, Linkedin, Instagram.
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Anti-Money Laundering and Terrorism Funding: Commonly referred to as AML checks. These are a requirement by law and as a firm, we carry them out on buyers and sellers and some tenants depending upon the rental value. We will carry out AML checks either manually or electronically depending upon the circumstances. In each case, you will be required as a minimum to provide all parties names, an address, and date of birth and in some instances, we will be required to see and take copies of original documents confirming your Identification. These may typically be a photo driving license, passport, or another such document.
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Property Details/Adverts: All printed and published property details and adverts are a guide only providing a general overview of price, location, the property, and terms of any sale or let. Their accuracy is not guaranteed, and all measurements are approximate and should not be relied upon for survey purposes or for ordering white goods.
All buyers and tenants must satisfy themselves on the state and condition of the premises, fixtures, and fittings, services provided, title, user class, VAT, and any service charges or ground rents and lease terms before legally completing.
Any comments made about state and condition or location are statements of the writer's opinion and as such may differ from the reader.
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Statements and services available: We regularly keep our services and website under review. However, due to the nature of some services we reserve the right to withdraw the services as stated or advertised without notice.
Third-Party relationships/Referrals and fees: We work closely with many third-party companies whom we feel provide a professional service and whom, with your consent we are happy to refer you to such as; conveyancers, architects, financial advisors, builders. Should you engage with third-party firms you absolve HomeTime Property Management Ltd of any responsibility should the transaction or relationship fail.
Please note by referring to a third-party firm HomeTime Property Management Ltd may be financially rewarded by way of a referral fee or share in the fees/commission the third party charge you.
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Service Level Agreement & Agency Terms: Our website or advertised services do not constitute any form of service level agreement. Our agency terms for all departments may be formatted by way of; A formal written Agency Agreement, Written letter/email, or a recorded phone call confirming our relationship. The absence of any formal confirmation from the recipient of our services in any form of the above does not constitute a reason not to pay our fees, you become liable for our fees as soon as you receive our services.
