: Customer privacy policy :

This privacy policy sets out how Estuary Properties (UK) Ltd. uses and protects any information that you give us when you use this website.
Estuary Properties (UK) Ltd is committed to ensuring that your privacy is protected. That is why we are registered with The Information Commisioner’s Office. Registration no.: Z1642563

Should we ask you to provide certain information by which you can be identified when using
this website, then you can be assured that it will only be used in accordance with this
privacy statement.
We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.
This policy is effective from 01/07/2009.

What information we may collect:

•name and job title
•contact information including email address
•demographic information such as postcode, preferences and interests
•other information relevant to customer surveys and/or offers

We respect your privacy and do not sell or rent your email address to third parties.

What we do with the information you supplied:

•we use it to provide you with better, customised service
•we use it for internal record keeping
•for sending out promotion offers or market research

Any transactions involving your credit/debit card details are performed using
a secure (https) connection. We do not store any details of your credit/debit cards.

How we use cookies:

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic
or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs,
likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data
about web page traffic and improve our website in order to tailor it to customer needs.
We only use this information for statistical analysis purposes and then the data is removed
from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which
pages you find useful and which you do not.
A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.
This may prevent you from taking full advantage of the website.

Links to other websites:
Our website may contain links to enable you to visit other websites of interest easily.
However, once you have used these links to leave our site, you should note that we do not
have any control over that other website. Therefore, we cannot be responsible for the
protection and privacy of any information which you provide whilst visiting such sites and
such sites are not governed by this privacy statement.
You should exercise caution and look at the privacy statement applicable to the website in
question.

Controlling your personal information:
You may choose to restrict the collection or use of your personal information in the following
ways:

  • whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody
    for direct marketing purposes.

  • if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us.

You may request details of personal information which we hold about you under the Data
Protection Act 1998. A small fee will be payable.
If you would like a copy of the information held on you please contact us via our contact form.

If you believe that any information we are holding on you is incorrect or incomplete,
please write to or email us as soon as possible, at the above address.
We will promptly correct any information found to be incorrect.

Compliance with GDPR

Estuary Properties (UK) Ltd.

April 2018

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 recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how I/we will handle your information.

Who are We?
We are Estuary Properties (UK) Limited. (“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 Z1642563 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is Fred Foss, who can be contacted at info@estuarypropertiesuk.com
Any questions relating to this notice and our privacy practices should be sent to:
info@estuarypropertiesuk.com

How we collect information from you and what information we collect
We collect information about you:
• From your application for accommodation
• From your use of the Landlord Referencing (LR) website and completed forms from the LR website (including but not limited to creating tenancy agreements, guarantor agreements, or notice).
• We employ a referencing agency to satisfy rental criteria.

We collect the following information about you:
• Tenant name, e-mail address, telephone number Date of Birth, address (including any previous addresses), marital status, Passport, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);
• Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
• Property address; term, rent, deposit, utility and service responsibilities;
• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
• Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
• Any welfare benefits that you may be eligible for or are currently on.
• Recently, we have introduced DocuSign to avoid the creation, transmission and storage of paper documents.

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 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 or supplies 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 me as confidential and will be processed only by any of third party, acting on my behalf, within the UK. 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:

If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
• 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, 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.
• With your agreement, we may share your contact details with our tradesmen to facilitate access and deliveries.

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
Where information is transferred outside the UK, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

We store all our records on Cloud based software, which is located in the United States of America and is stored securely. Click this link to go to their Data Protection / Privacy Policy.
Recently, we have introduced Signable to avoid the creation, transmission and storage of paper documents.

Signable
20 Stokes Croft
Bristol
BS1 3PR
0800 612 6263

Our access to this elctronic information is password protected.
Signable is compliant with GDPR. Click here to go to the relevant link.

Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.
We store all our records on Cloud based software, which is stored securely. Click the link to their GDPR Security compliance arrangements.
Our access to this information is password protected.
Hard copy is scanned, uploaded and then destroyed.

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), or as set out in any relevant contract we have
with you.

Your Rights
You have the right at any time to:
• ask for a copy of the information about you held by us in my 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 info@estuarypropertiesuk.com

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 my/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

Scotland:
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk

Wales:
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk

Northern Ireland:
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk

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.

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