John Prest Property Management
Our contact details
John Prest Property Management
65 High Street
Telephone: 01609 777757
Main contact for Data Protection: Lucy Currie
What type of information we have:
We currently collect and process the following information:
- Addresses (current and previous)
- Telephone numbers
- Email addresses
- Dates of birth
- Benefits information
- Passport, Driving Licence, and/or Birth Certificates
- Notifications on CCJs, Bankruptcy Orders, IVA or other adverse credit history reports
- Names and ages of children occupy the property
- Next of kin details (including name, address, phone number)
- Probation letters
- Bank Statements
- Employment Contracts
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- The information is required for producing tenancy agreements
- Information provided is sent to a credit reference agency called HomeLet
- For checking your legal Right to Rent
- Staff personal details for employment purposes
- Passing to contractors to carry out works (always done with tenant approval)
We also receive personal information indirectly, from the following sources in the following scenarios:
- HomeLet – a credit reference checking agency
- Probation Service – The service provides confirmation of the current residential status of the individual and whether they pay all rent monies on time.
Under Article 6 of the UK General Data Protection Regulation (UKGDPR), the lawful bases we usually rely on for processing this information are:
(b) In order to fulfill a contractual obligation.
(c) Because we have a legal obligation.
(f) We have a legitimate interest. Where we rely on this lawful basis to process your personal data, we carry out a legitimate interest assessment.
What we do with the information we have
We use the information that you have given us in order to:
- Carry out credit reference checks
- Create Tenancy Agreements
- Once a lease is produced, deal with matters relating to the continuation of the tenancy agreement e.g., using contact information for rental payments, or issues with the property
We may share this information with:
- Contractors who require entry to a property to carry out works. When this is the case we will rely on article 6 (a) of the UK GDPR: you have given us clear consent. You are able to remove your consent at any time. You can do this by contacting Lucy Currie: firstname.lastname@example.org
- In the case of landlords, supplying property details to HMRC
How we store your information
Your information is securely stored within:
- Paper files, kept in locked filing cabinets
- On computers with individual passwords
- On an online management system (PayProp)
- In off-site long term storage facilities
Where the information is directly related to a tenancy agreement, we will keep that information for the length of the tenancy, or 7 years, whichever is the shortest.
We will remove paper copies of any information related to the credit reference checks* once a tenancy has been signed, or, in instances where the applicant has decided not to go ahead with the tenancy then paper copies will be removed immediately.
*Please note that we use an independent agency, HomeLet, for carrying out credit reference checks. Records of the checks will be stored on their servers. For details of their privacy notice, please see: https://barbon.com/about-us/privacy-notice/
All paper copies are destroyed using a cross cutter shredder.
Regular reviews of electronic storage are carried out (file drives, emails, desktops) and items are deleted and removed from the recycle bins.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com or 01609 777757 if you wish to make a request.
How to complain.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113